“Just following up” is the most common and least effective way to open a follow-up email. It tells the recipient there’s nothing new in the message before they’ve read a single word. Here are 15 better phrases—with examples in context—that actually get responses.
The problem with “just following up” is hiding in plain sight: the word “just.” It’s a minimizer. It signals that you don’t think your own email is worth the person’s time. And if you don’t think your email is worth reading, why would they?
The second problem: the phrase “following up” by itself adds no value. It only tells the recipient you haven’t heard from them. That’s not a reason to reply.
Here’s how to fix it.
Why “just following up” fails
When someone opens an email that starts with “Just following up,” they know two things before reading the second word:
- This email doesn’t contain anything new
- You want something from them
That combination is the recipe for an email that gets read and immediately closed without a response. The recipient knows what the email is about, decides they still don’t know the answer, and moves on.
The fix isn’t a different phrase that means the same thing. It’s adding actual content: a new question, a new piece of information, a deadline, or a simplified ask.
The 15 alternatives (with examples in context)
1. “I wanted to make sure this didn’t get buried.”
Charitable framing that assumes the issue is their inbox, not their intent.
“Hi [Name], I wanted to make sure the proposal I sent on Thursday didn’t get buried—I know Fridays can be brutal for email. Happy to answer any questions before you review.”
2. “Quick question before I move forward.”
Signals there’s a reason for the email and creates mild forward momentum.
“Hi [Name], quick question before I finalize the quote—do you want the photography included in this scope, or are you handling that separately?“
3. “I’m flagging [specific thing] that came up.”
Genuine new information, not a nudge.
“Hi [Name], flagging something that came up since I sent the proposal—I’ll be at capacity starting [date], so I wanted to check in on timing before I commit that window to another project.”
4. “I’m planning my schedule for [month].”
Honest urgency based on your real calendar.
“Hi [Name], I’m planning my schedule for June this week and wanted to check on where you’re at with the [Project] decision. I’d love to hold a slot for you if the timing works.”
5. “Checking back on [specific topic].”
References the exact thing you’re following up on—not a generic “our conversation.”
“Hi [Name], checking back on the pricing question I sent over last week. Do you want me to put together a version with and without the ongoing maintenance?
6. “I have a quick update that might be relevant.”
Use when you genuinely have something new.
“Hi [Name], I have a quick update that might be helpful context—I wrapped a similar project for [type of client] last week. Happy to share the results if it helps you think through scope.”
7. “I wanted to loop back before [specific event].”
Ties the timing to a real reason.
“Hi [Name], wanted to loop back before your board meeting next week in case the [Project] decision comes up there.”
8. “One thing I forgot to mention.”
Works when it’s true, and gives you a natural reason to re-open the thread.
“Hi [Name], one thing I forgot to mention in the proposal—I include two rounds of revisions in this scope, not one. Wanted to flag that since it came up with another client this week.”
9. “I’ve been thinking about your situation.”
Personal and specific. Works for high-value, warm relationships.
“Hi [Name], I’ve been thinking about what you mentioned about the conversion problem—I came across a case study that’s almost identical to your situation. Worth a 10-minute call?“
10. “I’d love to close the loop on this.”
Slightly formal. Signals you want a decision (yes, no, or not yet) without pressure.
“Hi [Name], I’d love to close the loop on the quote from [date]—do you have a sense of where you’re at with the decision?“
11. “I realize I may have missed your reply.”
Gives them the benefit of the doubt while re-opening the thread.
“Hi [Name], I realize I may have missed your reply—if you sent something that didn’t come through, apologies. Otherwise, just wanted to check where things stood.”
12. “A quick note before I send this to someone else.”
Real, honest urgency when you have competing demand for your availability.
“Hi [Name], a quick note before I confirm a competing project that would fill the same window—I want to give you first right of refusal on [Month] availability if you’re still interested in moving forward.”
13. “Is there anything I can clarify?”
Invites engagement rather than announcing a check-in.
“Hi [Name], is there anything I can clarify on the proposal before you review it with your team? Happy to put together a one-paragraph summary if that would help.”
14. “I noticed [relevant observation].”
Useful when you’ve learned something about their business that’s relevant.
“Hi [Name], I noticed [company] just announced [relevant news]. Curious whether that changes anything about the scope you’re considering—happy to adjust the proposal if so.”
15. “This might be a better fit than what I originally sent.”
Works after a “no” or non-response—introduces a new option they haven’t already rejected.
“Hi [Name], I’ve been thinking about our conversation and I wonder if a smaller starting point might be a better fit. I can put together a 2-week pilot scope if that would lower the barrier to getting started.”
The common thread across all 15: they give the recipient a reason to open the email, not just a reminder that they haven’t replied. Every phrase connects to something specific—a question, a timeline, a new piece of information, or an observation. That specificity is what earns the reply.
Phrases to avoid (and why)
| Phrase | Why it doesn’t work |
|---|---|
| ”Just following up" | "Just” minimizes; no new value signaled |
| ”Checking in” | Vague; no clear ask |
| ”Any update?” | Puts burden on them; provides nothing |
| ”Did you see my last email?” | Implies disorganization; passive-aggressive |
| ”I haven’t heard from you” | States the obvious; creates pressure without value |
| ”As per my last email” | Adversarial tone; used when frustrated |
| ”I’m reaching out again” | Redundant; the email itself is the reach |
| ”Hope this finds you well” | Filler; skipped universally |
The mindset shift
The single best way to stop relying on “just following up” is to change the question you ask yourself before sending a follow-up.
Old question: “How do I remind them I haven’t heard back?”
New question: “What can I add to this message that would make them want to reply?”
If you can’t answer the new question, you’re not ready to send the follow-up yet. Wait until you have something—a question, a deadline, new information, a simplified option—and send that.
Related reading
- What makes a good follow-up message — the full anatomy and formula
- Polite follow-up email samples — 6 complete templates
- How to follow up without being annoying — the 5 rules
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