When it comes to effective email communication and following up, finding the right words is crucial. Using phrases like “circling back” may unintentionally create tension or negative undertones in your message. To maintain a positive and engaging conversation flow, it’s essential to explore alternative techniques and phrases for following up in an email.
In this article, I will share email follow-up techniques and provide you with other ways to say ‘circling back’ in your emails. By incorporating these alternative phrases and tips, you can enhance your email communication skills and achieve more productive exchanges.
Whether you are following up on a request, restating your needs, posing a question, or considering alternative methods of communication, this article will equip you with the tools to effectively follow up in an email and achieve your desired outcomes.
So, let’s dive in and explore the various approaches and strategies for email follow-up!
When it comes to following up on a request in an email, taking a direct and concise approach can yield positive results. Instead of resorting to the oft-maligned phrase “circling back,” I prefer to point the recipient back to the original request in a clear and straightforward manner. By eliminating any passive-aggressive undertones, we can foster a more productive and respectful conversation.
For instance, instead of using ambiguous language, I opt for phrases like “I’m following up on the below” or “Checking in on this [request/question/assignment].” These concise and unambiguous statements serve as a gentle reminder to the recipient about the initial correspondence, simultaneously conveying our intentions without causing any negative feelings.
“I’m following up on the below” or “Checking in on this [request/question/assignment].” – Be Direct, Direct Approach, Concise Request, Following Up on a Request
This approach ensures that the recipient is aware of the context, allowing for a more efficient and productive follow-up. By adopting a direct approach, we can bypass needless confusion and maintain an open line of communication.
Restate Your Request
In order to effectively follow up in an email, it is crucial to restate your request in a concise and clear manner. By emphasizing the deliverable and deadline, you can ensure that the recipient understands exactly what you are asking for and why it is important. In the previous email, I provided the design proofs for your review. To move forward with the project, we need your edits by the end of the week. Restating these key points helps to recap the request and reinforces the urgency of the matter.
Emphasizing the Deliverable and Deadline
By highlighting the deliverable and the deadline, you can create a sense of importance and ensure that the recipient pays attention to your request. In this case, the design proofs are the deliverable that requires review and edits. By stating the deadline as the end of the week, it sets clear expectations and lets the recipient know the timeframe within which their input is needed.
“Here are the design proofs for your review. We need your edits by the end of the week in order to move forward.”
Restating the request in a succinct manner allows the recipient to quickly grasp the key details of your email and the actions they are required to take. By using an assertive and clear tone, you convey your expectations without coming across as aggressive or confrontational. This method ensures that your email remains professional and effective, encouraging a timely response.
Key Points
Deliverable: Design proofs
Deadline: End of the week
Action Required: Review and provide edits
Pose a Question
Using a question as a follow-up in an email can be a poetic way to engage the reader and spark a meaningful conversation. By posing thought-provoking questions related to the topic at hand, you can invite the recipient to provide their valuable input, seek their feedback, or schedule a meeting or call. Harnessing the power of inquiry can unlock new perspectives and stimulate collaboration.
“What do you think about our latest marketing campaign? I would love to hear your insights on how we can improve.”
“Are you available for a quick call next week to discuss the project timeline? I want to ensure we are aligned.”
Asking these types of questions demonstrates your genuine interest in their opinion and makes the recipient an active participant in the conversation. It fosters a sense of collaboration and empowers them to contribute their ideas and expertise. It’s essential to frame your questions clearly and concisely for a greater likelihood of thoughtful responses.
Creating Engaging Questions
Focus on the recipient’s area of expertise: Craft questions that tap into their specific knowledge or experience. This demonstrates that you value their insights and expertise.
Keep it open-ended: Encourage a detailed response by asking questions that can’t be answered with a simple “yes” or “no.” Open-ended questions invite the recipient to provide more thorough and thoughtful feedback.
Be specific and clear: Ensure your question is concise, unambiguous, and directly related to the subject matter. This clarity will help the recipient understand the context and provide more targeted feedback.
Make it relevant: Tailor your questions to the recipient’s role, the current project, or the goals you want to achieve. This ensures that the answers you receive will be valuable and actionable.
Posing questions in your email follow-ups creates an opportunity for a dynamic and interactive dialogue. It encourages the recipient to engage with you and work together towards a common goal. Remember to listen actively to their responses and use their feedback to guide your next steps.
Remember, crafting meaningful questions takes practice. Experiment with different approaches to find what works best for your communication style and the specific context of your email follow-up.
Pick Up the Phone
Sometimes, drafting a lengthy email can be time-consuming and may not effectively convey your message. In such cases, picking up the phone and having a direct conversation can be a more efficient way to follow up. By calling the recipient, you can quickly explain the purpose of your call and ask for the information or response you need. If you’re unable to reach them, leave a voicemail and follow up with a brief email to summarize the key points discussed. This approach allows for a more personal and immediate interaction, potentially leading to a quicker resolution.
Instead of sending another long email that could get lost in their inbox, a phone call ensures that your message gets across and receives a quick answer. It also helps in avoiding lengthy email chains and potential miscommunication. By picking up the phone, you demonstrate your commitment to clear communication and efficient collaboration.
When making a phone call as a follow-up, be polite, concise, and respectful of the other person’s time. Clearly state the purpose of your call and ask for the specific information or response you need. Be prepared with any relevant documents or notes to ensure a smooth conversation.
Call the recipient to have a direct and focused conversation.
Explain the purpose of your call clearly and concisely.
Ask for the information or response you need.
If unable to reach them, leave a voicemail with your contact details.
Follow up with a brief email summarizing the key points discussed.
“A phone call can often provide a quick answer and avoid the back-and-forth of lengthy emails.”
Remember to keep your phone conversation professional and respectful. Take notes during the call, and if any action items or decisions are made, be sure to document them for future reference. Following up with a brief email after the call ensures that both parties are aligned and have a written record of the discussion.
Example Phone Follow-Up Email
Hi [Recipient’s Name],
Thank you for taking the time to speak with me earlier. I appreciated your insights on [topic discussed]. As per our conversation, I have summarized the key points below:
[Key point 1]
[Key point 2]
[Key point 3]
Please let me know if there is anything else you would like to add or if you have any further questions.
Thank you once again, and I look forward to hearing from you.
Best regards,
[Your Name]
Pros of Phone Call Follow-Up
Cons of Phone Call Follow-Up
Immediate and direct communication
Possible difficulty in reaching the recipient
Clear and concise exchange of information
Lack of a written record for reference
Promotes personal connection and rapport
Potential interruptions or distractions during the call
Allows for quick clarification and follow-up questions
Requires scheduling and availability
Drop By
In certain situations, there is no substitute for a face-to-face conversation. When I want to truly connect with someone, read their expressions, and observe their body language, I find that dropping by their office or workspace is the most effective way to follow up. By taking the time to have a direct and personal conversation, I show that I value their time and am invested in our interaction.
However, it’s crucial to consider the recipient’s schedule and workload before dropping by unannounced. I reserve this tactic for instances when I have already established a solid rapport with the person and when there is enough time for a meaningful conversation. It is during these encounters that spontaneous ideas often arise, allowing for a more dynamic exchange of thoughts and creative solutions.
After our face-to-face conversation, I always follow up with a well-crafted email to summarize our discussion and ensure that everyone is on the same page. This summary serves as a record of our decisions and any next steps agreed upon, providing clarity and accountability. It also gives the recipient an opportunity to add or clarify any points we may have covered in person.
FAQ
What are some alternative phrases for “circling back” in an email?
Here are some alternative phrases you can use instead of “circling back” in an email: “I’m following up on the below”, “Checking in on this [request/question/assignment]”, “Just wanted to touch base regarding [the topic]”, “Revisiting the previous email”, “Bringing this back to your attention”, “Following up regarding [the topic]”. These phrases convey the same message without any negative undertones.
How can I be direct in a follow-up email?
To be direct in a follow-up email, you can use phrases like “I’m following up on the below,” “Checking in on this [request/question/assignment],” or “Just wanted to follow up regarding [the topic].” By pointing the recipient back to the original request or topic without any passive-aggressive language, you can clearly convey your intention in a direct and concise manner.
How can I restate my request in a follow-up email?
When restating your request in a follow-up email, it’s important to be concise and clear. Pull out the most important points from the original email, such as the deliverable, deadline, and any additional information, and include them in a brief restatement. For example, you can say something like, “Here are the design proofs for your review. We need your edits by the end of the week in order to move forward.”
How can I pose a question in a follow-up email?
Pose a question in a follow-up email by starting with a question related to the topic at hand. This can help grab the reader’s attention and create an opportunity for them to provide input or offer a different perspective. You can ask questions like “What do you think about [the project or question at hand]?” or “Are you able to get me [the deliverable] by [date/time]?” This approach encourages the recipient to actively participate in the conversation and can lead to a more productive exchange.
When should I consider picking up the phone for a follow-up?
In some situations, when drafting a lengthy email may be time-consuming or may not effectively convey your message, consider picking up the phone for a follow-up. By calling the recipient, you can quickly explain the purpose of your call and ask for the information or response you need. If you’re unable to reach them, leave a voicemail and follow up with a brief email to summarize the key points discussed. This approach allows for a more personal and immediate interaction, potentially leading to a quicker resolution.
When is it appropriate to drop by for a follow-up?
Dropping by someone’s office or workspace can be the most effective way to follow up, especially when you want to read expressions and body language or create opportunities for spontaneous ideas. However, it’s important to consider the recipient’s schedule and workload before dropping by unannounced. Use this tactic when you have established a solid rapport with the person and when there is enough time for a meaningful conversation. After the conversation, send a follow-up email to summarize the discussion and confirm any decisions or next steps.
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