Email Phrases for Following Up Professionally

Nobody replies to your emails. You wait. You refresh. You wait some more. At some point, you have to follow up, and how you do it matters more than most people realise.

A poorly worded follow-up can sound desperate, rude, or just plain awkward. A well-worded one sounds professional, confident, and easy to respond to. The difference usually comes down to a handful of phrases — and knowing when to use them.

Let’s sort that out right now.

Why the Wording Actually Matters

Following up is a normal, expected part of professional communication. The person you emailed is busy. Their inbox is full. A polite nudge is not an imposition — it’s a courtesy.

The problem is that many learners either go too formal (I am writing to enquire as to whether you have had the opportunity to review my previous correspondence) or too casual (Hey, just checking in again!). Neither one lands well in most professional contexts.

What you want is a phrase that’s warm, direct, and easy to act on. Here’s how to build one.

The Structure of a Good Follow-Up Email

A professional follow-up has three parts:

1. A brief, polite reference to the previous message
2. A clear, specific ask
3. An easy way to respond or move things forward

Keep it short. Three to five sentences is usually enough. Long follow-ups create more work for the reader, and more work means a longer wait for you.

Useful Phrases, Explained

Here are the phrases that work, organised by situation.

When you haven’t heard back at all:

I wanted to follow up on my email from [date] regarding [topic].
I’m just circling back on this — happy to answer any questions if that would help.
I wanted to check in to see if you’d had a chance to look at my previous message.

When you need a decision or update:

Could you let me know if you’ve had a chance to review the proposal?
I’d appreciate any update you can share at this stage.
Please let me know if you need any further information from my side.

When there’s a deadline involved:

As the deadline is approaching, I wanted to touch base and confirm next steps.
I appreciate you’re busy — if there’s anything I can do to speed up the process, please say so.

When you want to keep the door open without pressure:

No pressure at all — I just wanted to make sure my email hadn’t been missed.
Whenever you have a moment, I’d love to hear your thoughts.

Notice that none of these phrases are aggressive or apologetic. They’re confident and considerate. That balance is exactly what professional English sounds like.

This kind of phrase-level work, knowing not just what to say but why one phrase works better than another, is what daily coaching sessions are built around. For more details, click here.

Worked Examples

Business English scenario: You sent a project proposal to a client five days ago and haven’t received a response.

Subject: Following Up — Project Proposal

Hi [Name],

I wanted to follow up on the proposal I sent over on [date]. I’d love to hear your initial thoughts whenever you have a moment. Please let me know if you have any questions or if there’s anything you’d like me to clarify.

Looking forward to hearing from you.

Best,
[Your name]

IELTS General Training scenario (Task 1): You applied for a course three weeks ago and haven’t heard back from the admissions office.

Dear Sir or Madam,

I am writing to follow up on my application for the Advanced English Programme, submitted on [date]. I would appreciate any update you are able to provide regarding the current status of my application. If further documentation is required, please do not hesitate to contact me.

Thank you for your time.

Yours faithfully,
[Your name]

Same situation, different register. The business email is warm and conversational. The IELTS letter is formal and structured. Both use the same core skill: a clear reference to previous contact, a specific ask, and an offer to help.

Practice Exercise

Fill in the blank with the most appropriate word or phrase from the options given.

1. I wanted to ________ on the email I sent last Tuesday regarding the budget report.
   (a) look back   (b) follow up   (c) get around
2. Could you let me know if you’ve had a ________ to review the attached document?
   (a) moment   (b) chance   (c) time
3. I’d ________ any update you can share at this stage.
   (a) welcome   (b) appreciate   (c) enjoy
4. As the deadline is ________, I wanted to confirm next steps.
   (a) arriving   (b) nearing   (c) approaching
5. I just wanted to make sure my previous email hadn’t been ________.
   (a) forgotten   (b) missed   (c) lost

Take your time. Think about register, collocation, and what sounds natural, not just what seems grammatically possible. (Hint: more than one answer might be acceptable — the question is which one a native speaker would most likely choose.)

Working through exercises like this with a coach who can explain the reasoning behind each answer is far more effective than guessing alone. That’s exactly the kind of practice we do in daily coaching sessions. For more details, click here.

Vocabulary to Know

• to follow up /tə ˈfɒl.əʊ ʌp/ – Level: B1 – to contact someone again about something previously discussed or sent – Example: She followed up with the client after sending the contract.
• to circle back /tə ˈsɜː.kəl bæk/ – Level: B2 – an informal business phrase meaning to return to a topic or person at a later point – Example: Let me circle back on this after I’ve spoken to the team.
• to touch base /tə tʌtʃ beɪs/ – Level: B2 – to make brief contact with someone to exchange information or check on a situation – Example: I’ll touch base with you before the meeting to confirm the agenda.
• register /ˈredʒ.ɪ.stər/ – Level: B2 – the level of formality in language, adjusted depending on audience and context – Example: The letter used an inappropriately casual register for a formal complaint.
• to chase /tə tʃeɪs/ – Level: B1 – in business contexts, to send a follow-up message requesting a response or action – Example: I’ve chased the supplier twice this week and still haven’t heard back.
• collocation /ˌkɒl.əˈkeɪ.ʃən/ – Level: C1 – a natural pairing of words that frequently appear together in a language – Example: “Make a decision” is a common collocation; “do a decision” is not.
• to nudge /tə nʌdʒ/ – Level: B2 – to gently prompt someone into action, often used informally for a follow-up reminder – Example: He sent a short nudge email to remind the team about the deadline.
• imposition /ˌɪm.pəˈzɪʃ.ən/ – Level: C1 – an unwelcome demand or burden placed on another person – Example: She worried that asking again would be seen as an imposition, but it wasn’t.
• at this stage /æt ðɪs steɪdʒ/ – Level: B2 – a phrase meaning “at this point in the process” — useful for keeping follow-ups time-specific and professional – Example: I’d welcome any feedback you’re able to share at this stage.
• to clarify /tə ˈklær.ɪ.faɪ/ – Level: B1 – to make something clearer or easier to understand, often by adding explanation – Example: Please don’t hesitate to contact me if you’d like me to clarify anything.

FAQ

Is it rude to follow up more than once?

No. In professional life, one or two polite follow-ups is completely normal. What matters is the tone. Keep it brief, stay courteous, and avoid implying the other person has done something wrong. Most non-responses are about busyness, not avoidance.

How long should I wait before following up?

For most professional emails, two to three business days is a reasonable wait. If there’s an urgent deadline, you can follow up sooner and say so clearly. For IELTS General Training Task 1, the scenario will usually set the timeframe for you — pay attention to it and reflect that urgency in your letter.

Can I use these phrases in IELTS Writing Task 1?

Yes, with care. IELTS General Training letters often require a follow-up scenario. The formal phrases in this post (particularly “I am writing to follow up” and “I would appreciate any update”) are well-suited to formal task types. For semi-formal or informal letters, the warmer options work better. Always match your phrase choice to the register the task requires.

If you’d like to practise identifying register and applying these phrases in real email scenarios with feedback from a coach, daily coaching sessions are the most direct way to do that. For more details, click here.