Hey, am just checking in. Have you had time to go through what we talked about?

How many times have you sent such an email with the hopes that someone on the other side would reply, but they never do? Nothing makes professionals roll their eyes like a ‘just checking in email’, especially one that elicits apathy and not action.

Professionals in the media industry get these types of emails all the time. What they have discovered is that, inasmuch as they are from different people, they all have one thing in common. The person writing these emails want something from them.

Checking in is like a smoking mirror.  Behind the underlying words, they see through them, they are as clear as day. Professionals find themselves wishing that person on the other side could just go ahead and say what they want.

There are mainly four reasons why we write checking up emails:

  • To get information about something
  • To request a meeting
  • To catch up
  • To say thank you

Let’s say you want to request a status update for an ongoing project. How do you go about it?

  1. Ask

Ask for the update politely and directly. No need of beating about the bush. Use it as a quick call to action and make it time sensitive so you are more likely to get a response.

Hello Linda, I would love to hear the progress on the PanAfrique Proposal. Could you give me a quick status update by the end of the day?

  1. Open with context

We are only human. So, sometimes we forget about a task and may need a reminder. If you are concerned that a task has fallen through, it doesn’t hurt to open the email with context.

Hello, last week, we talked about strategies to use to get the PanAfrique Account and you shared some amazing thoughts. You offered to come up with a list for brainstorming. Have you had time to jot some down?

  1. Send a friendly reminder

Your contact’s inbox is probably swimming with emails. It is okay to send a reminder that there’s still an email thread that needs attention.

Hello, I sent you the PanAfrique Proposal, but I haven’t heard any response yet. Are things still in progress? Kindly let me know.

  1. Offer something that is of value

Even if you want to get something from someone, it is still a good idea to give something in return.

Hi Linda, are you still looking for more ideas to make the PanAfrique Proposal catchy and seductive to the French? I read a great article this morning about writing titles that win deals and I thought you might appreciate the link. That could be the missing piece you need to tie the proposal together. Do you have time to discuss it tomorrow? Let me know.

  1. Recommend an event you are attending in that area

There is no better way of networking than attending events. Even better, you can invite your contact. That way, you can discuss more projects you want to undertake together.

Hi Linda, I was planning to attend the DSTV Marketers Event this coming weekend and it occurred to me that you might be interested in going. If you decide to register, kindly let me know so we can meet for coffee and catch up. Hope to see you there!

  1. Drop a name

Drop another contact’s name if they are relevant to the conversation.

Hello Linda, I had lunch with Kate Achieng’ yesterday and your name came up. She mentioned that your team acquired the PanAfrique Account and were looking for an intern to handle the filing and compilation. Is that still the case? If so, we could meet for coffee and discuss the prospects I had in mind.

  1. Refer to the post they did

You and your contacts most likely have the same interests. When you come across a post that you both would find useful, it’s the perfect reason to check in.

Hi Linda, I read your post on email marketing. I liked what you had to say about building trust with new subscribers. I would love to meet you this Friday to talk about a possible partnership. Will you be available?

Which other email responses do you use? Let us know in the comments section.