30 Better Alternatives to the "Just Checking In" Email (2023)

It takes almost no thought or time to write a "just checking in" email. Buyers usually receive a variation of, "Hi [Prospect], I haven't heard back from you, so I wanted to check in. Cheers, [Salesperson]." (In fact, I timed that, and it took 19 seconds for me to type.)

30 Better Alternatives to the"Just Checking In" Email (1)

Their ease is the reason that makes them so tempting to send, but they don't provide any value to your buyer. And if they never responded to your first email, chances are they didn't feel it was worth their time. Why would you reinforce that impression by wasting their time even more?

Of course, this doesn't mean that you should stop following up with prospects — just that you put slightly more effort into it. Below are 30 things to reference in a follow-up email besides the obvious fact that you're checking in.

Just Checking In Alternatives

  1. Send actionable advice.
  2. Send a how-to guide.
  3. Point out business weaknesses.
  4. Describe a potential opportunity.
  5. Share a relevant industry article.
  6. Respond on social media.
  7. Answer a question on an online forum.
  8. Reference a relevant blog post.
  9. Send them a blog post from your company.
  10. Recommend an event.
  11. Invite them to a webinar.
  12. Send them a customer story.
  13. Call attention to a competitor.
  14. Bring up a common challenge your buyers face.
  15. Send a 'Did this email get buried?' email.
  16. Ask if they're still interested in achieving X goal.
  17. Explain a blog post you're writing.
  18. Mention a mutual contact.
  19. Send a breakup email.
  20. Commend a promotion.
  21. Share when a blocker leaves the company.
  22. Notify when a C-Level executive is hired.
  23. Congratulate a funding round.
  24. Announce new job creation.
  25. Explain a new law or regulation.
  26. Check how things are going a month after implementing a competitor's product.
  27. Check how things are going as their contract with a competitor is winding down.
  28. Congratulate them on a recent company or personal announcement.
  29. Send along an article that reminded you of them.
  30. Let them know your team has added a product feature they wanted.

30 Better Alternatives to the"Just Checking In" Email (3)

If they never responded:

1. Send actionable advice.

Your messages should provide value to your prospects. Provide them with a short piece of actionable advice.

Example: “We see your business is trying to improve on X, we believe you could benefit from enacting Y for Z outcome.”

2. Send a how-to guide.

Email them a longer how-to guide. And offer to follow up over a phone or video call if they're interested.

Example: “We have attached a quick guide on how to X to help you achieve Y. If you’d like a more in-depth explanation, I can set up an appointment for discussion if you’re interested.”

3. Point out business weaknesses.

Send them a message about a weakness in their business that should be fixed, and offer assistance.

Example: “Your business has grown significantly over the last year, but that growth could be stunted by X weakness in your strategy. We’d like to schedule a meeting to offer you assistance in working through the matter.”

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4. Describe a potential opportunity.

In your research, have you identified a potential opportunity for their company? Let them know. This will help you build a relationship as a trusted advisor with them.

Example: “Your business has more room to grow if you explore X opportunities. We’d like to schedule a meeting to offer you assistance in optimizing your strategy.”

5. Share a relevant industry article.

If you've found an article that's relevant to their industry or profession, send it to them instead of saying "just checking in."

Example: “We know your company is all about X, we thought you’d find value in this recent article analyzing the market for it.”

6. Respond on social media.

One important tool you can use to connect is social media. Respond to something the prospect said on social media, then follow up with more resources.

Example: “Hi! We saw your comment on X, not only do we have the answer you’re looking for, but we have some additional resources you’ll find useful, as well.”

7. Answer a question on an online forum.

Successful sales reps meet their prospects where they are. If they've posted on a forum, answer one of their questions and follow up with more resources.

Example: “We saw your question about X and wanted to provide you with some resources you’d appreciate on the matter. If you need any more clarification, don’t hesitate to reach out.”

8. Reference a relevant blog post.

Have they published a new post on their blog? Read it and include a reference to it in the message you send to them. This will further solidify that you're interested in them and their business.

Example: “I found your article to be so insightful to professionals navigating X, I learned so much more about X from it yesterday.”

9. Send them a blog post from your company.

On the other hand, if your company recently published a blog post that's relevant to the prospect, send it their way.

Example: “We know your company is making waves in the X industry, so we’d like to share our recent article with you to use as a resource for your mission.”

10. Recommend an event.

If there's an event in the prospect's area that's relevant to their industry or business, connect with them on that. Even if they already plan to attend, this is another way to rekindle the conversation.

Example: “We received news of an event in your region for X industry professionals, we hope to see you there.”

11. Invite them to a webinar.

Invite the prospect to an upcoming webinar or educational event your company is hosting.

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Example: “You are cordially invited to join our company’s latest educational event next month, please RSVP if you’re interested.”

12. Send them a customer story.

Pass along a link to relevant press coverage of one of your highest-profile customers. This gives them an example of what's possible with your company.

Example: “Read our client success story with X and see how their profit grew Y% in a matter of weeks with our service.”

13. Call attention to a competitor.

Bring their attention to something their competitor is doing well and ask how they plan to address it.

Example: “We see company X has been using Y strategy effectively this past quarter, how are you planning to address this recent development?”

14. Bring up a common challenge your buyers face.

Provide details about a common difficulty faced by your buyers. And ask if the prospect is experiencing it.

Example: “In recent case studies we've found that businesses in X tend to have difficulty executing Y, have you experienced a similar roadblock?”

15. Send a "Did this email get buried?" email.

Move your previous message to the top of their inbox by asking if they might have missed your last email. Be sure to include the contents of the previous email as well.

Example: “Did this email get buried? If so, here’s the information I shared with you in the first message.”

16. Ask if they're still interested in achieving X goal.

Gauge their interest in achieving a goal you might have spoken about previously. Then provide a suggestion for how to get there.

Example: “I wanted to touch base with you to see if you’re still interested in achieving X goal. I have some recommendations on how to get you there.”

17. Explain a blog post you're writing.

Tell the prospect you're writing a blog post featuring industry experts, then ask to quote them. Remember: You have to actually write the post, of course.

Example: “I’m currently writing an article about X industry and the projection of Y in the next year. I found your contact while searching for experts and would like to ask you for a quote on the matter if you’re willing.”

18. Mention a mutual contact.

Let them know you were just talking to [mutual contact], and they said such-and-such good things about the prospect and/or prospect's company.

Example: “I recently had a chance to speak with [mutual contact] and they shared some positive observations on X prospect over the past quarter.”

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19. Send a breakup email.

If the prospect has gone completely silent, send a breakup email to close the loop.

Example: “I haven’t heard back from you, so I’m going to assume you’ve gone in a different direction or your priorities have changed. Let me know if we can be of assistance in the future.”

If any of these trigger events occur:

1. Commend a promotion.

Congratulate a potential decision-maker on a promotion. A former champion could now influence a purchase decision.

Example: “Congratulations on your well-deserved promotion at X! Leaders with your experience and knowledge bring valuable insight to the company.”

2. Share when a blocker leaves the company.

Reach out to a decision-maker after a blocker leaves the company. The road may be clearer for you to make a sale.

Example: “We think it would be a great time to discuss our product solution for your business amid recent developments.”

3. Notify when a C-Level executive is hired.

Reach out to a new C-level executive. High-level changes can indicate a change in strategy.

Example: “We have a new addition to our executive team, here is an overview of the changes to come upon their arrival.”

4. Congratulate a funding round.

Congratulate them on a funding round. Having more resources usually means growth, and growth means addressing priorities that weren't previously top-of-mind.

Example: “Congratulations on your latest funding round! This achievement will help your business reach new heights and innovate more in your mission to X.”

5. Announce new job creation.

Ask whether newly created positions relevant to your product reflect new company initiatives — strategic shifts indicate changing needs.

Example: “With the recent influx of X jobs, I wanted to ask if your company was in need of a product to better serve this newly developed role.”

6. Explain a new law or regulation.

Ask how they're planning to respond to new legislation. A new law or regulation could impact their urgency.

Example: “Hello, due to the new legislation starting on (date) we have a resource available to further explain the impact it will have on X industry.”

If you lost the deal:

1. Check how things are going a month after implementing a competitor's product.

Just because they began working with a competitor’s product doesn’t necessarily mean they’re in love with it either. Reach out to them to gauge their satisfaction or if they still could benefit from yours.

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Example: Greetings, I wanted to inquire about your current level of satisfaction with X product. Have you had obstacles since implementation?”

2. Check how things are going as their contract with a competitor is winding down.

With time passed, your old prospect could be looking for a new company. Reach out to them before they sign the dotted line to another.

Example: “I wanted to reach out to see how business has been this past few months. Our company would love to schedule an appointment to demonstrate our product’s new capabilities if you’re looking for a better investment.”

3. Congratulate them on a recent company or personal announcement.

Even if the message is brief, a congratulatory email to a prospect is enough to remind them of your company.

Example: “I wanted to personally congratulate you and your organization on reaching X milestone!”

4. Send along an article that reminded you of them.

This is another way to rekindle a conversation you began before. It also let’s them know you’re attentive to their words and worth their time.

Example: “Good morning, I came across an interesting article that reminded me of a previous conversation we held about X. It may prove useful in your day-to-day operations.”

5. Let them know your team has added a product feature they wanted.

Invite the prospect to an upcoming webinar or educational event your company is hosting.

Example: “Greetings, I know your previous request for X feature and was unable to be fulfilled, so I wanted to reach out to let you know it’s now available. Please let me know if you’re still interested.”

Times You Should Send a "Just Checking In" Email

Of course, every rule has an exception. If you've already started a sales process, there are many scenarios that could warrant a "just checking in" email. Usually, however, these scenarios have two things in common:

  • Your prospect made a commitment to do something and hasn't done it, or has gone dark.
  • An email or call following up on any of these situations should presumably be focused on that missed commitment — it's not just a generic check-in.

Any or all of the following situations all but necessitate a "just checking in" call or email:

  1. If they told you to reach back out in X days/weeks/months
  2. If they went dark after a call
  3. If they didn't show up to a scheduled call
  4. If they told you they needed a few days to make an internal evaluation, then went dark
  5. If they committed to signing a contract and didn't
  6. If they started a product trial but you haven't heard back on their progress

It’s important to note that there will be times where you shouldn’t “just check in” — and that’s when they aren’t actual qualified prospects, or when they have clearly asked to stop communicating.

Check In with a Purpose

The rule of thumb for "just checking in" emails is essentially this: If you have a good reason to reach out or new value to provide, reach out. If you don't, think of one. And if you can't think of a single legitimate reason to follow up that would be beneficial to your prospect, don't. Spend your time crafting more helpful emails, and your prospects (and your quota!) will thank you for it.

Editor's note: This post was originally published in March 2019 and has been updated for comprehensiveness.

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What can I say in an email instead of just checking in? ›

How to Politely Say 'Just Checking In' in a Formal Email
  1. I wanted to see how everything is going. ...
  2. This made me think of you. ...
  3. Let's catch up soon. ...
  4. I wanted to see how I could help. ...
  5. I would love to talk about the project you're working on. ...
  6. Take as much time as you need. ...
  7. I've been missing you and wanted to say hi.
Apr 28, 2022

What can I say instead of just checking? ›

20 “Just Checking In” Alternatives
  • “Let's catch up.” ...
  • “How is everything going?” ...
  • “I would love an update on this!” ...
  • Point Out Business Weaknesses. ...
  • Describe a Potential Opportunity. ...
  • Share a Relevant Article. ...
  • Respond on Social Media. ...
  • Reference a Recent Blog Post.
Jan 31, 2023

How do you professionally check someone's email? ›

The right way to check in with someone over email
  1. Start with the context — the reason you wanted to check in with the recipient,
  2. Explain what kind of update you're waiting for,
  3. Remind them to check the previous emails you sent, if necessary, or.
  4. Send a summary of what was previously discussed.
Dec 16, 2022

How do you follow up on an unanswered email professionally? ›

How to Write a Follow-Up Email After No Response
  1. Ask yourself if you included a close in your first attempt.
  2. Resist the urge to re-send your first email.
  3. Don't follow up too quickly.
  4. Write a truthful subject line.
  5. Start the message with a reminder of your last touchpoint.
Mar 14, 2022

How do you say out of office but checking email? ›

I'm currently out of the office with limited access to my phone, but I am regularly checking and responding to email inquiries. If you need to reach someone by phone, I will be available [DATE] or you can call [NAME] at [NUMBER] directly during business hours for more immediate help. Thank you again!

How do you tell someone to keep in touch professionally? ›

I'd love to stay in touch — here is my visit card.” “I'd like to further discuss this with you — do you mind giving me your contact information?” “If I have a question about [topic you talked about/they are an expert in], can I email you?” “Shall we stay in touch, then?

How do you say following up professionally? ›

The following alternatives are clear-cut and could be used in place of I just wanted to follow up.
  1. Can you please give me an update on X? Hi Lewis, ...
  2. What's the status of X? Jeff, ...
  3. Has there been any progress on X? ...
  4. Where are we with X? ...
  5. Do you need any support from me on X? ...
  6. I'm checking in on X. ...
  7. I'm circling back on X.

How do you politely check status? ›

Requesting status updates
  1. 1 Ask.
  2. 2 Open with context.
  3. 3 Send a friendly reminder.
  4. 4 Offer something of value.
  5. 5 Reference a blog post they (or their company) published.
  6. 6 Drop a name.
  7. 7 Recommend an event you're attending in their area.
Oct 20, 2022

What is a good word for checking in? ›

What is another word for checking in?
arrivingbooking in
signing insigning on
signing upbooking oneself in
7 more rows

How do you write a polite follow up email after no response? ›

For example, you could say something like “I'll follow up again in a week, in the meantime, please don't hesitate to contact me if you have any questions”. This shows that you're still interested in the topic and willing to continue following up, without being too pushy.

How do you check in on email without being annoying? ›

How to Follow Up on an Email (Without Being Annoying)
  1. Be friendly, humble, and polite. It's easy to get frustrated when someone doesn't seem like they're being considerate of your time. ...
  2. Give it time. People are busy, now more than ever before. ...
  3. Keep it brief and to the point. ...
  4. Make it skimmable. ...
  5. Automate it.
Jan 2, 2020

How do you follow up on an email without sounding pushy? ›

6 tips for following up on email pitches without being annoying
  1. Wait 2-3 days before following up. ...
  2. Acknowledge the reporter's time. ...
  3. Pitch a different approach. ...
  4. Keep it concise. ...
  5. Make it skimmable. ...
  6. Ask open-ended questions.
Jan 13, 2021

How do you politely chase an email? ›

Tip: Be brief. Be polite by asking if they've looked it over rather than accuse or point out that you haven't received it yet. Add value by giving them context for the urgency if needed or urgency about the next steps. Finish with a call to action so they know what you want them to do and why it's important.

How do you follow up professionally after no response? ›

How to write a follow-up email to a potential employer
  1. Send a thank you message. A thank you letter is an excellent way to show your appreciation for your potential employer. ...
  2. Give them time. ...
  3. Use a clear subject line. ...
  4. Write with a respectful and formal tone. ...
  5. Sell yourself. ...
  6. Keep your message concise.
Mar 16, 2023

How do you say I will be checking emails periodically? ›

Thank you for your email. I am out of the office from [date and time] and I will be back on [date and time]. If you have an inquiry (urgent or non-urgent), please contact [email/phone]. I will be checking my email periodically but I will only be responding to the most urgent inquiries while I am away.

How do you say I will get back to you politely? ›

15 I Will Get Back To You Phrase Examples
  1. I will get back to you soon. ...
  2. I will follow up with you. ...
  3. I will have an answer on that shortly. ...
  4. I'll investigate this and let you know what I find out. ...
  5. Let me research that and get back with you. ...
  6. Let me get back to you on that. ...
  7. I'll get back to you on that ASAP.

What is a good auto-reply message? ›

Friendly Auto Reply Examples

I'm in a meeting and will get back to you soon. If it's something urgent, feel free to contact _________. Hello, Thanks for contacting _________. We received your message and will get back to you as soon as possible.

What is a good email subject line for reconnecting? ›

Other subject lines to use when reconnecting with individuals in your network: Checking in since we last spoke. [Your name] from [your company], seeking meeting. Let's catch up!

What is the best reply for keep in touch? ›

“Keep in touch” means to maintain close contact with someone. How do I respond to a “keep in touch” email? You can say, “Thanks, I will!” If you want to stay in touch and you're ready to make that effort.

How do you write a professional keep in touch email? ›

Dear [recipient name], It was great meeting you at the [place and occasion where you met]. The reason why I am contacting you is that I think your company and mine can collaborate on [a project that may involve both you and the recipient] in the near future. Let's get together soon and discuss the opportunity.

What is a gentle follow up? ›

Gentle Follow-Up Samples

Sending information or touching base every few days can keep you in the customer's mind and provide additional opportunities to spark contact. Sometimes, it's a good idea to provide additional context or information in your follow-up.

How do you ask for an update kindly? ›

Read on for more.
  1. "Can you please update me?"
  2. "Would it be possible to receive an update?"
  3. "Would you kindly give me an update?"
  4. "Can you please give me a quick update?"
  5. "I wanted to see how things were going"
  6. "Is everything going alright with the project?"
  7. "Can I help in any way?"
Aug 9, 2022

What does just checking in an email mean? ›

A checking in email is a way of letting someone know that you were thinking about them and they should call you back. It is also a way of asking them to give you an update on their current situation.

How do I write an email asking for update? ›

How to send an email asking for an update
  1. Decide when to send the email. Consider how much time has passed since you sent your last email, when you need a response and the purpose of the original message. ...
  2. Determine the objective. ...
  3. Add an engaging subject line. ...
  4. Review the email. ...
  5. Send it.
Feb 27, 2023

Should I say just checking in? ›

Next time you reach out to your contacts, be sure to steer clear from using “just checking in.” Instead, take a moment to think about what exactly you want from your contact and what they might want from you. Your messages should be precise, concise, and conscious of the reader's needs and circumstances.

How do you say check in formal? ›

  1. inspection.
  2. audit.
  3. examination.
  4. survey.
  5. scrutiny.
  6. scan.
  7. checkup.
  8. review.

What's another word for carefully checking? ›

Some common synonyms of examine are inspect, scan, and scrutinize.

How do you follow up without sounding passive aggressive? ›

Be Direct

Sometimes the best approach is simply to point someone right back to the original request, minus the passive aggressive phrasing. The call to action, in other words, is to read and respond to the original email.

How can I politely tell someone that I m waiting for their response? ›

7 alternatives to “I look forward to hearing from you”
  1. 1 Use a call-to-action. ...
  2. 2 I'm eager to receive your feedback. ...
  3. 3 I appreciate your quick response. ...
  4. 4 Always happy to hear from you. ...
  5. 5 Keep me informed . . . ...
  6. 6 I await your immediate response. ...
  7. 7 Write soon!
Sep 3, 2021

How do you politely respond to an unclear email response? ›

Thanks for your email. So that we can action your request promptly, could you please provide some more context and clarification around this? I just want to make sure that we're on the same page. If you could also provide me with some timeframes, I'll be sure to prioritise this accordingly.

What is the most effective way to check your emails? ›

Here are her seven tips for checking your emails and minimizing distraction:
  • Don't check your email first thing in the morning. ...
  • Do use the 2-minute rule to skim through your inbox. ...
  • Do check your email when you're away on a business trip. ...
  • Don't check your email when you're overwhelmed and procrastinating.

What is improper email etiquette? ›

Bad email etiquette includes asking personal details, giving praise for trivial matters, and using their name multiple times throughout the email. All of these can make you come off as too friendly, which can make your prospect wary or uncomfortable.

How do you get an answer without being pushy? ›

6 Ways to Persuade Without Being Pushy
  1. Show them what they want and need. Often, talking through a point gets lost. ...
  2. Share positives and negatives. Sharing an opposing viewpoint or two is more persuasive than sticking solely to your argument. ...
  3. Be inquisitive. ...
  4. Find a good reason. ...
  5. Be helpful.
Feb 25, 2015

What is an example of a gentle follow up email? ›

I'm just following up on an email I previously sent to you. I understand that you are busy, but I would appreciate it if you could review the email and respond to me as soon as you can. If I don't hear from you by the end of the week, I'll call you at your office.

How do you politely follow up with a client? ›

Be sure to include:
  1. A polite intro telling them how much you enjoyed talking to them.
  2. A reference back to the pain points they're facing.
  3. More information on how your solution can help them (don't forget any attachments!)
  4. A reminder about any follow-up meetings or calls you already set up.

How do you make a gentle follow-up? ›

Writing a polite follow-up email and a clear subject line
  1. Pick the right time for follow-up emails. ...
  2. Start with a friendly quick reminder. ...
  3. Provide context for a polite follow-up email. ...
  4. Ask for an update. ...
  5. Provide a deadline. ...
  6. Be specific. ...
  7. Keep it brief. ...
  8. Stay polite and friendly.
Mar 22, 2023

How long should you wait to chase up an email? ›

The appropriate wait time can vary depending on the situation and the recipient. However, a general rule of thumb is to wait at least 3-5 business days before sending a follow-up email. It's important to keep in mind that people are often busy and may not have had a chance to read or respond to your email yet.

Why no response is the best response? ›

Sometimes, no response is much better than a response. However, there's no rule to this. If you find it challenging to deal with a blunt “no,” then no response may be much better than a response for you. This is because when they refuse to reply to you, you can easily make excuses for their behavior in your mind.

How do you start an email without saying I? ›

Appropriate salutations
  1. 1 Dear [Name]
  2. 2 Hi or Hello.
  3. 3 Hi everyone, Hi team, or Hi [department name] team.
  4. 4 I hope your week is going well or I hope you had a nice weekend.
  5. 5 I'm reaching out about . . .
  6. 6 Thanks for . . .
  7. 1 To whom it may concern.
  8. 2 Hi [Misspelled Name]
Jun 2, 2022

How do you start an email just to let you know? ›

Polite email openings
  1. I hope this email finds you well.
  2. I hope your week has been great so far.
  3. Good morning/afternoon/evening.
  4. I hope your week started well.
  5. Thank you for the timely response.
  6. Thank you for getting in touch with...
  7. I'd be eager to get your advice on...
  8. I'm writing to...
Sep 29, 2021

How do you politely follow up after no response? ›

For example, you could say something like “I'll follow up again in a week, in the meantime, please don't hesitate to contact me if you have any questions”. This shows that you're still interested in the topic and willing to continue following up, without being too pushy.

What is a good opening sentence for an email? ›

"Hello, my name is [name] and I am writing to you about [matter]." "I would like to introduce myself." "I got your email from [name]." "My name is [name] and I am reaching out about [matter]."

What are simple greetings? ›

Now that you've learned how to greet someone informally, let's check out some of the most common formal greetings in English.
  • Hello! In formal greetings examples, hello is preferred to “hi” or “hey.”
  • Hi there. ...
  • Good morning. ...
  • Good afternoon. ...
  • Good evening. ...
  • It's nice to meet you. ...
  • It's a pleasure to meet you.

What is a professional email greeting? ›

Beginning emails with “Dear [Name],” is best for formal emails and emails for contacting someone in a position of respect or authority. Using “Dear” as a direct address is common when sending cover letters and resumes to hiring managers and recruiters.

Is it polite to say please let me know? ›

7. Please let me know. This phrase is a casual way of saying please keep me informed.

How do you politely say please note? ›

“Please note…”

Be advised” or “for your reference” make better substitutes for “please note.”


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