Ah, the dreaded checking in email. The bane of every professional's existence. You know the one - it's that passive-aggressive little message that pops up in your inbox, subtly reminding you of a task or request you've somehow managed to sweep under the rug. It's a masterclass in polite nagging, a carefully crafted combination of feigned concern and thinly veiled impatience.
Follow-up emails can increase response rates by 25%. The best approach to follow-ups is to create interesting and actionable check-ins ("Hey, just checking in" doesn't cut it!)
But fear not, dear reader, for in this blog post, we'll unravel the art of crafting the perfect checking in email. One that strikes the delicate balance between firm and friendly, assertive yet amiable. Buckle up, because we're about to navigate the treacherous waters of professional follow-ups, armed with equal parts wit and wisdom.
Understanding the Purpose of Check-In Emails
Listen up, folks, because this is crucial: the "checking in" email is not just a casual "how's it going?" kind of message. Oh no, it's a meticulously crafted weapon in the arsenal of the chronically overworked and perpetually overwhelmed professional. Whether you're checking in after a job application or circling back from a sales call, how you structure the check in email is crucial for getting a response.
At its core, the checking in email serves as a not-so-subtle reminder that something, somewhere, has fallen through the cracks. It's a virtual tap on the shoulder, a gentle (or not-so-gentle) nudge to jog the recipient's memory about a task, request, or commitment that seems to have slipped their mind entirely.
But don't be fooled by its seemingly innocuous nature. The checking in email is a multifaceted beast, capable of fulfilling various strategic objectives. For the diligent project manager, it's a way to keep wayward team members on track without resorting to outright scolding.
For the meticulous account executive, it's a tactful means of following up on that elusive sale or proposal that's been left hanging in limbo. And let's not forget the personal assistant, that unsung hero of the corporate world. For them, the checking in email is a lifeline, a means of politely nudging their high-powered boss about that crucial meeting or report they've conveniently "forgotten" amidst the chaos of their schedule.
The Problem With "Just Checking In Emails"
The "just checking in" email seems so innocuous, doesn't it? A mere courtesy, a fleeting thought, a gentle nudge disguised as a casual inquiry. But don't let that unassuming facade fool you, dear readers, for beneath its polite veneer lies a world of potential chaos and frustration.
You see, the issue with these "just checking in" emails is that they often lack the crucial context and specificity required to be truly effective. They're the equivalent of a vague, open-ended question, leaving the recipient scrambling to decipher the true intent behind those four seemingly harmless words.
They lack the right details
"Just checking in on the Johnson report." Oh, you mean the one that was due three weeks ago, or the one we haven't even started yet? "Just checking in about the marketing campaign." Which aspect, pray tell? The budget, the timeline, the creative direction, or perhaps the existential crisis that led to its conception?
Without the proper details, these emails become a dangerous game of professional mind-reading, forcing the recipient to sift through a labyrinth of unfinished tasks and half-baked ideas in a desperate attempt to discern the real reason for the "check-in."
They're just inefficient
And let's not overlook the sheer inefficiency of it all. Imagine the countless hours wasted in a frantic back-and-forth exchange, a flurry of emails akin to a digital game of "hot or cold," as both parties struggle to get on the same page.
But fear not, readers, for there is a solution to this madness – a solution that lies in the art of specificity. By providing clear, concise details and context within the initial "checking in" email, we can eliminate the guesswork and streamline the communication process.
Elevating Your Follow-Up Strategy with Alternative Phrases
Let's be real: The phrase "just checking in" has been done to death. It's the email equivalent of small talk about the weather. ️
To really grab your recipient's attention, try using alternative phrases that show you've put some thought into your message. Like these examples:
So, let's start with a classic: "I'm circling back regarding..." Ah, yes, the humble "circling back" – a subtle nod to the fact that you've been patiently orbiting this task for what feels like an eternity, waiting for it to finally receive the attention it deserves.
Or perhaps you'd prefer the ever-popular "Looping you in on..." – a phrase that implies you're graciously bestowing the gift of knowledge upon the recipient, allowing them to bask in the glory of your organizational prowess.
For those seeking a touch of whimsy, why not try "Throwing this back on your radar"? Because let's face it, sometimes our priorities get lost amidst the chaos, and a gentle toss in the right direction is all it takes to realign our focus.
And for the bold among us, there's always the tried-and-true "Checking the status of..." – a bold declaration that demands an update, a call to arms in the never-ending battle against incomplete tasks and unrealized goals.
But why stop there? We live in a world of linguistic innovation, where the possibilities for creative follow-up phrases are endless. "Revisiting the conversation around..." "Reigniting the discussion regarding..." "Rekindling the flame of productivity..." The possibilities are as limitless as your imagination (and your willingness to embrace the occasional eye-roll from colleagues).
Try Different Subject Lines for Your Check-In Emails
Your email subject line is like the headline of a news article - it's what convinces people to click and read more. Aim for something that's clear, concise, and intriguing. You could try a subject line like "Quick question about [project/topic]" or "Thought you might find this interesting." The goal is to make your recipient curious enough to open your email and see what you have to say.
First, let's address the elephant in the room: the good ol' "Friendly Reminder" subject line. Now, there's nothing inherently wrong with this classic, but let's be real – it's about as exciting as a beige cubicle wall. Instead, why not try something like "Requesting Your Undivided Attention" or "A Gentle Nudge Towards Productivity"? Not only do these pique interest, but they also subtly (or not-so-subtly) convey the urgency of your request.
Next, we have the "Status Update" subject line. Yawn. Snooze-fest. But what if we reframed it as "Seeking Enlightenment on Project X" or "Shedding Light on the Path Forward"? Suddenly, we've transformed a mundane request into a quest for knowledge, a noble pursuit that demands engagement.
And for those seeking a touch of levity, why not try something like "Gently Poking the Bear" or "Disrupting Your Existential Dread"? These playful subject lines are sure to elicit a chuckle (or at the very least, a bewildered double-take) while still conveying the essence of your follow-up.
But why stop there? Let's get creative, folks. "Reigniting the Flames of Motivation," "Resurrecting the Forgotten Task," "Rekindling the Embers of Progress" – the possibilities are endless, limited only by the depths of your linguistic prowess and willingness to embrace the occasional quirky turn of phrase.
Writing an effective subject line involves a delicate balance. The goal is to catch recipients' eyes while also letting them know what the email is about. Being too flashy can backfire — especially if the email doesn't live up to the hype. Instead of going the clickbait route, craft a subject line that lets readers know, specifically, how they would benefit if they opened the e-mail.
-Kelsey Raymond
Checking In Email Templates
Note: Want an easier way to write emails like this? Try the free Magical Chrome extension. Magical can store these templates so you can call them up with one click. It even instantly personalizes your emails with details like your recipient's name. The best thing is you can use Magical on any email platform or messaging app. Check it out:
Using AI is one of the best ways to get better results and also save time when doing that all-important e-mail followup.
AI can rapidly scan incredibly large data sets. This allows it to send data back and forth between your customer relationship management system and email platform. It also presents you with relevant data based on customer emails or social media profiles that you can use to personalize your emails. That’s important, as data from Mailshake shows that email personalization can increase both open and reply rates substantially.
-John Hall, Marketing Expert
Template 1: Following up on a task or request
Subject: Status Update Needed - Project X Timeline
Hi [Name],
I'm following up regarding the timeline I had requested for Project X last week. As we'll need to align the schedule with other departments soon, an update on your expected delivery date would be greatly appreciated.
If you need any additional resources or clarification from my end, please let me know. I'm happy to hop on a quick call to discuss further details.
Thank you in advance for your prompt response on this.
Best regards,
[Your Name]
Hi [Name],
I'm following up regarding the timeline I had requested for Project X last week. As we'll need to align the schedule with other departments soon, an update on your expected delivery date would be greatly appreciated.
If you need any additional resources or clarification from my end, please let me know. I'm happy to hop on a quick call to discuss further details.
Thank you in advance for your prompt response on this.
Best regards,
[Your Name]
Template 2: Checking in after no response
Subject: Circle Back - Proposal for [Client Name]
Hi [Name],
I wanted to circle back about the proposal I had sent over a couple of weeks ago for [Client Name]. I understand you may be tied up with other priorities, but I wanted to make sure this proposal was still on your radar.
Please let me know if you need any additional information or have any other questions. I'm happy to discuss this further at your convenience.
Looking forward to your response.
Best regards,
[Your Name]
Hi [Name],
I wanted to circle back about the proposal I had sent over a couple of weeks ago for [Client Name]. I understand you may be tied up with other priorities, but I wanted to make sure this proposal was still on your radar.
Please let me know if you need any additional information or have any other questions. I'm happy to discuss this further at your convenience.
Looking forward to your response.
Best regards,
[Your Name]
Template 3: Following up on a meeting/discussion
Subject: Recap from Our [Project] Discussion
Hi [Name],
Thanks for taking the time to discuss [Project] earlier this week. As a follow-up, I wanted to recap the key points and next steps we had outlined:
[Recap points in a bulleted list]
Point 1
Point 2
Point 3
Please let me know if I've missed anything or if your perspective has changed since our discussion. I'm happy to clarify any outstanding items.
Looking forward to continuing progress on this initiative.
Best regards,
[Your Name]
Hi [Name],
Thanks for taking the time to discuss [Project] earlier this week. As a follow-up, I wanted to recap the key points and next steps we had outlined:
[Recap points in a bulleted list]
Point 1
Point 2
Point 3
Please let me know if I've missed anything or if your perspective has changed since our discussion. I'm happy to clarify any outstanding items.
Looking forward to continuing progress on this initiative.
Best regards,
[Your Name]
Template 4: General follow-up and check-in
Subject: Status Update for [Project/Task Name]
Hi [Name],
I wanted to check in on the status of [Project/Task Name] that we had discussed previously.
Could you please provide an update on where things stand currently? I'd appreciate any details you can share regarding progress, roadblocks, or anything else I should be aware of.
Please feel free to let me know if you need any additional information or support from my end. I'm happy to hop on a call as well if easier to discuss.
Thank you in advance for your response.
Best regards,
[Your Name]
Hi [Name],
I wanted to check in on the status of [Project/Task Name] that we had discussed previously.
Could you please provide an update on where things stand currently? I'd appreciate any details you can share regarding progress, roadblocks, or anything else I should be aware of.
Please feel free to let me know if you need any additional information or support from my end. I'm happy to hop on a call as well if easier to discuss.
Thank you in advance for your response.
Best regards,
[Your Name]
The key with these follow-up email templates is to clearly state the purpose, provide necessary context, request the information politely, and make it easy for the recipient to respond. Adjust them as needed to fit your specific situations while maintaining a courteous and professional tone.
Offering Value in Your Follow-Up Emails to Customers
One of the best ways to make your check-in emails stand out is to offer something of value to your recipient. This could be a helpful resource, a new perspective on a problem they're facing, or even a special offer like a free trial extension.
By providing something useful, you show that you're not just reaching out for the sake of it - you genuinely want to help and support your customer.
Sharing Success Stories to Build Trust
Another way to add value to your check-in emails to customers is by sharing relevant customer success stories. You could dive into a story about how one of our clients used what we offer to knock their goals out of the park, or check out some high praise from folks who couldn't be happier with their results.
By showcasing real-life examples of how your offering has helped others, you build trust and credibility with your recipient. They can see that you're not just talk - you have a track record of delivering results.
Timing and Frequency of Sending Check-In Emails
Timing is everything when it comes to sending a "just checking in" email. You don't want to come across as pushy or impatient, but you also don't want to let too much time pass between communications.
As a general rule, it's a good idea to wait at least a few days (and up to a week) before sending a follow-up email. This gives your recipient time to respond to your initial message without feeling bombarded. Of course, the exact timing will depend on the context and urgency of your conversation.
Make "Just Checking In" Less Awkward
All said and done, when it comes down to sending a checking in email, it's less about nudging for updates and more about sustaining connections—keeping those communication lines open without being overbearing or sounding desperate. As we saw, there's lots of ways to accomplish checking in without being boring.
Plus you can use the free Magical Chrome extension to make this task (and many other repetitive tasks for that matter) way easier. Magical is used by over 40,000 team across more than 20,000 companies to save 7 hours a week on average. Try it yourself today!
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