Guide
How to chase an email politely
You sent it, nothing came back, and now you're deciding whether a follow-up makes you look pushy. It won't, if you do it well. Here's when to chase, how to word it, and templates you can copy.
When to follow up
- Routine request: two to three business days.
- A deadline this week: the next morning.
- They promised a date: the morning after it passes.
- They said "let me check": two business days, then ask who they're checking with.
Five rules for a polite chase
- Reply in the same thread, so the question and its context are right there.
- Ask one clear question, ideally one they can answer in a line.
- Say why it matters now: the deadline, or who is waiting on it.
- Ask only for what's missing if they answered part of it.
- Offer a way out: "if someone else owns this, point me to them" gets you an answer either way.
Templates you can copy
Hi Maya, Bumping this up in case it got buried: can you confirm whether we're approved to launch on Friday? A yes or no is all I need. Thanks!
Thanks, Maya, that's helpful. One thing still open: who will own the implementation on your side?
Hi Maya, Following up on the launch approval: we need an answer by Thursday noon to keep Friday's date. If that's tight, tell me what's blocking it and I'll help unstick it.
Hi Maya, You mentioned you'd have Finance's sign-off by Tuesday. Any update? If it's still with Finance, who should I ask there?
Hi Maya, I haven't been able to get an answer on the launch approval, and Friday is at risk. Is there someone else who can confirm, or should I raise it with the launch team?
What not to write
- "Just checking in." It asks nothing, so it gets nothing.
- "Per my last email." Everyone reads the tone.
- A new thread that makes them hunt for the original.
- Their boss on Cc on the first chase. Save escalation for when it's needed.
The part a template can't do
The hard part of chasing isn't the wording. It's remembering: noticing that Thursday passed, that the answer only covered half the question, that the person you're waiting on is waiting on someone else. That's the part Emily takes.
Not done yet
Illustrative example. Names are made up.
Or skip the chasing: CC Emily.
Send the email you were already going to send and add Emily on Cc. If the answer isn't complete, she follows up in the same thread until it is, then closes the loop for everyone. No setup, no inbox access, no new app.
Questions
How long should I wait before following up on an email?
Two to three business days for a routine request. The next morning if there's a deadline in the next few days. If they promised a date, follow up the morning after it passes.
How many times can I follow up?
Two follow-ups a few days apart is normal. After the third with no answer, stop repeating the question: ask who else can answer, or raise it with someone who can unblock it.
Should I start a new email or reply to the old one?
Reply in the same thread. The person sees the original question and the context without searching for it, and the answer ends up next to the question.
Is it rude to follow up?
No. Most unanswered emails are buried, not ignored. A short, specific follow-up is a favour to a busy person. What reads as rude is vagueness ("just checking in") and passive aggression ("per my last email").
What if they only answered part of my question?
Thank them for what they answered and ask only for what's missing, in one sentence. Don't make them reread the whole original email.
Still unsure? Talk to Emily on Discord