Mastering the Art of the “Checking In” Email: A Comprehensive Guide

So, you need to follow up. You’ve sent an email, made a proposal, or maybe just touched base, and now you’re waiting. That’s when the “checking in” email comes in. But is it annoying? Is it effective? The answer, as with most things, is: it depends. This guide will equip you with the knowledge and strategies to write a “checking in” email that gets results, not eye rolls.

1. Understanding the Purpose of a Checking In Email

Before you even type a word, consider why you’re sending this email. The goal of a “checking in” email is usually one of these:

  • To follow up on a previous communication: This is the most common reason. You’re reminding the recipient of something you discussed.
  • To gauge interest: Are they still considering your offer? Have they made a decision?
  • To provide an update: Perhaps you’re checking in to share progress on a project or offer.
  • To show you care: Sometimes, a simple “checking in” is a polite gesture to maintain a relationship.

Knowing your purpose will dictate the tone and content of your email.

2. Crafting a Compelling Subject Line: The Gateway to Engagement

Your subject line is the first and often only impression you make. It needs to be clear, concise, and enticing enough to get the email opened. Here are some examples and best practices:

  • Be Specific: Avoid vague subject lines like “Following Up.” Instead, use something like “Following Up on Proposal: [Project Name]” or “Checking In: Regarding the Marketing Strategy.”
  • Reference the Previous Email: Directly referencing the previous email creates context. For example, “Re: Your Question about [Topic]” or “Following Up on Our Conversation from [Date].”
  • Keep it Brief: Aim for a subject line that’s easily readable on both desktop and mobile devices. Around 6-8 words is ideal.
  • Consider a Question: Asking a question can pique curiosity. Examples include: “Any Update on the [Project Name] Proposal?” or “Have You Had a Chance to Review the [Document]?”

3. Structuring Your Checking In Email: A Template for Success

A well-structured email is easier to read and more likely to get a response. Here’s a template you can adapt:

  • Greeting: Start with a professional greeting, such as “Dear [Name],” or “Hi [Name],”
  • Brief Recap: Briefly remind the recipient of the previous communication and its context. For instance: “Following up on our conversation last week about the potential partnership…”
  • The Core of Your Check-In: This is where you state your purpose. Are you seeking an update? Providing information? Be direct and clear.
  • Call to Action (CTA): What do you want the recipient to do? Do you want them to schedule a call, reply to your email, or review a document? Make it explicit.
  • Closing: End with a professional closing, such as “Sincerely,” “Best regards,” or “Thank you,” followed by your name and contact information.

4. Writing the Body: Maintaining a Professional and Engaging Tone

Your email’s body is where you build rapport and convey your message. Here’s how to do it effectively:

  • Be Concise: Get to the point quickly. Respect the recipient’s time.
  • Use a Conversational Tone: While maintaining professionalism, write as you would speak. Avoid overly formal language.
  • Be Positive and Respectful: Assume a positive outcome. Avoid sounding demanding or accusatory.
  • Proofread Carefully: Typos and grammatical errors can undermine your credibility. Review your email before sending.
  • Provide Value: If possible, offer additional information or resources that might be helpful to the recipient.

5. Timing is Everything: When to Send Your Checking In Email

The timing of your check-in email is crucial. Here’s a general guideline:

  • Consider the Context: The urgency of the situation should dictate the timing. If it’s a time-sensitive matter, you can follow up sooner.
  • Allow Reasonable Time: Don’t check in the next day unless the situation warrants it. Give the recipient time to respond. A week or two is often a good starting point.
  • Factor in Time Zones: Be mindful of the recipient’s location and time zone.
  • Don’t Overdo It: Sending too many check-in emails can be perceived as nagging. Space them out appropriately.

6. Avoiding the “Annoying” Check-In: Best Practices to Follow

Nobody wants to be “that person” who sends irritating emails. Here’s how to avoid that:

  • Be Polite and Respectful: Always use polite language and show respect for the recipient’s time.
  • Personalize Your Email: Tailor your email to the specific recipient and situation. Generic emails are easily ignored.
  • Provide Value: Offer something of value, whether it’s a piece of information, a helpful resource, or simply an update.
  • Don’t Be Pushy: Avoid sounding demanding or insistent.
  • Be Patient: Understand that people are busy. Allow sufficient time for a response.

7. Addressing Common Objections: Handling Silence Gracefully

Sometimes, you won’t get a response. Here’s how to handle that:

  • Consider a Second Check-In: If you haven’t heard back after a reasonable amount of time, send a second, slightly different check-in email. You can be more direct this time, but still polite. For example, “Just wanted to follow up one more time…”
  • Offer an Out: Make it easy for the recipient to decline. For example, “If this isn’t a good time, please let me know, and we can revisit this later.”
  • Accept No Response: Sometimes, no response means “no.” Learn to accept this and move on.
  • Consider Alternative Communication: If appropriate, try reaching out via phone or another channel.

8. Examples of Effective “Checking In” Emails

Here are some examples to illustrate different scenarios:

  • Following Up on a Proposal:

    Subject: Following Up: Proposal for [Project Name]

    Dear [Name],

    I hope this email finds you well.

    I’m following up on the proposal we sent on [Date] for [Project Name]. I understand you’re busy, but I wanted to see if you’ve had a chance to review it.

    Please let me know if you have any questions or if you’d like to schedule a call to discuss it further.

    Thank you for your time.

    Best regards,

    [Your Name]

  • Checking in on a Project Update:

    Subject: Project [Project Name] - Weekly Update

    Hi [Name],

    Just wanted to provide a quick update on the [Project Name] project. We’ve completed [Milestone] and are on track to meet the deadline of [Date].

    Please let me know if you have any questions.

    Thank you,

    [Your Name]

9. Analyzing Your Results and Refining Your Approach

Tracking your results is critical to optimizing your “checking in” strategy.

  • Track Open Rates: See how many people are opening your emails.
  • Monitor Click-Through Rates: Are people clicking on the links in your emails?
  • Analyze Response Rates: How many people are responding to your emails?
  • Experiment with Different Approaches: Try different subject lines, email structures, and timing to see what works best for your audience.
  • Use Email Marketing Tools: Many email marketing platforms offer analytics to track your performance.

10. Tools and Resources to Help You Write a Better Checking In Email

Several tools and resources can enhance your “checking in” email efforts:

  • Grammarly: This is a great tool to check for grammatical errors and improve your writing style.
  • Email Templates: Many websites offer free or paid email templates that you can adapt.
  • CRM Software: CRM (Customer Relationship Management) software can help you track your communications and manage your follow-up efforts.
  • Email Marketing Platforms: Platforms like Mailchimp and Constant Contact offer features like email automation and analytics.

Frequently Asked Questions

How often should I check in? The frequency of your check-ins depends on the context. For urgent matters, you might follow up within a few days. For less urgent matters, a week or two is often sufficient. Avoid being a constant presence.

What if I don’t get a response after multiple check-ins? Sometimes, no response means “no.” Consider it a sign to move on. However, you can also politely inquire if they received your emails.

How do I know if I’m being too pushy? If you find yourself sending multiple emails within a short period without a response, or if you feel anxious about sending the email, you might be being too pushy. Take a step back.

Should I include attachments in my checking-in email? Only include attachments if they are relevant and necessary. Large attachments can sometimes be a burden, so consider providing a link to the document instead.

Is it okay to check in on a weekend? Generally, it’s best to avoid sending emails on weekends unless it’s a time-sensitive matter. Respect the recipient’s time off.

Conclusion

Mastering the art of the “checking in” email is about more than just sending a message; it’s about building relationships, providing value, and respecting the recipient’s time. By understanding the purpose of your email, crafting compelling subject lines, structuring your message effectively, timing your follow-ups strategically, and avoiding common pitfalls, you can significantly increase the chances of getting a positive response. Remember to be polite, concise, and provide value. By consistently applying these principles, you’ll transform your “checking in” emails from a potential annoyance into a powerful tool for communication and success.