On this page15 sections
- Quick picker
- At work: gentle follow-ups
- At work: firmer follow-ups
- Very formal versions
- After a job interview or application
- With friends and family
- When you are worried
- Example follow-up emails
- Subject lines for a follow-up email
- In chat apps and team messages
- Teachers, landlords and services
- Phrases that sound passive-aggressive
- How long to wait before following up
- Practice
- Quick answers
The most useful alternatives to “I haven’t heard from you” are “Just following up on my email from Tuesday” and “I wanted to check whether you’d had a chance to look at this” (work, waiting for a reply), and “It’s been ages – how are you?” or “I’ve been thinking about you” (a friend who has gone quiet). The right one depends on what you mean: are you chasing an answer, or do you miss someone? Below the phrases are grouped that way, from gentle to firm for work, and from casual to caring for friends, with complete example emails, phrases that sound passive-aggressive, and how to follow up a second or third time.
Grammar note: “I haven’t heard from you” (present perfect) is correct for an ongoing silence. “I didn’t hear from you” refers to a finished time: “I didn’t hear from you last week, so I assumed the meeting was off.” Both “heard from you” and “had a reply from you” are fine; “heard of you” means something different (knowing that you exist).
Quick picker
- Gentle work follow-up: Just following up on… / I wanted to check in on… / Have you had a chance to look at…?
- Firmer, with a deadline: Could you let me know by Friday? / I need an answer by… to keep things on schedule.
- Very formal: I am writing to follow up on my email of 3 May. / I would be grateful for an update at your earliest convenience.
- A friend who has gone quiet: It’s been ages! / How are you doing? / I’ve been thinking about you. / Long time no see!
- Worried about someone: I haven’t heard from you in a while – is everything OK? / Just checking you’re all right.
- Last try: I’ll assume this isn’t a priority right now. / I’ll close this for now, but feel free to reach out any time.
At work: gentle follow-ups
Most unanswered emails are not ignored on purpose; they are buried. A gentle follow-up assumes good faith and makes it easy to reply.
| Phrase | Tone and use | Example |
|---|---|---|
| Just following up on my email from [day]. | Neutral, very common; name the day so they can find it | “Hi Sam, just following up on my email from Tuesday about the venue.” |
| I wanted to check in on… | Friendly, slightly softer | “I wanted to check in on the contract – any thoughts so far?” |
| Have you had a chance to look at…? | Polite; gives them an easy reason for the delay | “Have you had a chance to look at the draft I sent?” |
| Just bumping this to the top of your inbox. | Informal; fine with colleagues you know | “Just bumping this to the top of your inbox – no rush.” |
| Any update on…? | Short, direct; best in chat or quick emails | “Any update on the invoice?” |
| I know you’re busy, so I’ll keep this short. | Acknowledges their time | “I know you’re busy, so I’ll keep this short: can we confirm Thursday?” |
| Just checking this reached you. | Useful after a long silence; gives a face-saving reason | “Just checking my last email reached you – it had a large attachment.” |
“Touch base” and “circle back” are common office phrases (“Just touching base about the proposal”), but some readers find them jargon. “Following up” is plainer and never wrong.
At work: firmer follow-ups
When a reply is holding up your work, say so clearly and give a date. Being specific is not rude; it helps the other person prioritise.
- “Could you let me know by Friday? I need to confirm numbers with the caterer on Monday.”
- “We can’t move to the next stage until we have your sign-off. Could you approve it by the 12th?”
- “I’ve followed up a couple of times and haven’t had a reply. Is there someone else I should be speaking to?” – polite but makes the silence visible.
- “If I don’t hear back by Wednesday, I’ll go ahead with option A.” – sets a default so the work can continue.
- “Is this still on your radar? If priorities have changed, that’s completely fine – just let me know.”
Very formal versions
For official letters, legal matters, clients you have not met, or applications:
| Phrase | Use |
|---|---|
| I am writing to follow up on my email of 3 May regarding… | Standard formal opening |
| I have not yet received a response to my enquiry of… | States the facts plainly; firmer |
| I would be grateful for an update at your earliest convenience. | Polite close |
| Could you please advise on the current status of my application? | Applications, orders, claims |
| We have yet to receive your confirmation. | Company to client; a little cool |
| I look forward to hearing from you. | Standard formal close |
Avoid stacking formal phrases. “Your prompt attention to this matter would be appreciated at your earliest convenience” says the same thing twice and sounds like a threat.
After a job interview or application
It is normal to follow up about a week after the date they gave you, or a week to ten days after an interview if no date was given.
- “I hope you’re well. I’m writing to follow up on my interview on 14 March for the Marketing Assistant role. I’m still very interested in the position and would be glad to hear about the next steps when you have an update.”
- “I wanted to check on the status of my application for the Data Analyst role, submitted on 2 April.”
Do not say “I haven’t heard from you” in these emails. It sounds like a complaint. “I’m writing to follow up” says the same thing politely.
With friends and family
When a friend has gone quiet, “I haven’t heard from you” can sound like an accusation. Most people prefer a message that is warm and asks nothing in return.
| Phrase | Tone | Example |
|---|---|---|
| It’s been ages! | Light, cheerful | “It’s been ages! How’s the new flat?” |
| How are you doing? | Simple, open | “Hey, how are you doing? Haven’t caught up in a while.” |
| I’ve been thinking about you. | Warm, caring | “I’ve been thinking about you – hope things are good.” |
| Long time no see / long time no talk | Informal, friendly | “Long time no talk! Coffee this week?” |
| What have you been up to? | Casual, curious | “What have you been up to? Last I heard, you were training for a marathon.” |
| Saw this and thought of you. | Reconnecting through something shared | “Saw this and thought of you” (with a photo or link) |
| Miss you! | Affectionate, close friends and family | “Miss you! When are you next in town?” |
For more ways to reconnect, see other ways to say “long time no see” and other ways to say “I miss you”.
When you are worried
If the silence is unusual and you are concerned, say so directly and make it easy to answer with one word.
- “Haven’t heard from you in a while – is everything OK?”
- “Just checking you’re all right. A thumbs-up is enough.”
- “No pressure to reply, but I’m here if you want to talk.”
- “I know things have been hard lately. Thinking of you.”
If you are seriously worried about someone’s safety, a message is not enough. Call them, contact someone close to them, or contact local emergency services.
Example follow-up emails
First follow-up (after about 3-5 working days)
Subject: Re: Venue options for 18 June
Hi Priya,
Just following up on my email from Monday about the venue. Have you had a chance to look at the three options? If it helps, I’d lean towards the Riverside room – it fits 60 and is free that week.
Thanks,
Leo
Second follow-up (about a week later)
Subject: Re: Venue options for 18 June
Hi Priya,
I wanted to check in again on the venue. The Riverside room is holding our booking until Friday, so could you let me know by Thursday whether to confirm it? If I don’t hear back, I’ll release it and look at other dates.
Best,
Leo
Final follow-up
Subject: Closing the loop on the June event
Hi Priya,
I haven’t been able to reach you about the June event, so I’ll assume it’s on hold for now and close this on my side. If it becomes a priority again, just reply here and I’ll pick it up.
All the best,
Leo
Each email is shorter than the last, gives a reason to act, and never blames the reader.
Subject lines for a follow-up email
Replying in the same thread is usually best, because the reader sees the history. If you start a new email, make the subject say what you need:
- Following up: venue for 18 June
- Quick question about invoice #2041
- Decision needed by Friday: print run
- Checking in: application for Data Analyst role
Avoid subject lines like “Second request” or “URGENT – no reply”. They raise the temperature before the reader has opened the email.
In chat apps and team messages
Workplace chat is shorter and more casual than email, and silences are often just a busy day.
- “Hey, any thoughts on the doc I shared yesterday?”
- “Gentle nudge on this one when you get a sec.” – “gentle nudge” is friendly and common.
- “No rush – just want to make sure it’s on your list.”
- “Happy to jump on a quick call if that’s easier.” – offers a faster route than typing.
Teachers, landlords and services
- A teacher or tutor: “I wanted to check whether you’d received my essay draft. I sent it on Monday and wasn’t sure it came through.”
- A landlord: “I’m following up on my message of 4 October about the broken heater. Could you let me know when it can be repaired?” Keeping dates in writing helps if the problem continues.
- A company or customer service: “I contacted you on 2 September (reference 58812) and haven’t yet had a reply. Could you update me on my refund?” Always include the reference number.
- A doctor’s office: “I’m calling to check on my test results from last week.” Phone is often quicker than email here.
Phrases that sound passive-aggressive
- “As per my last email…” – widely read as “you didn’t read what I wrote”.
- “Per my previous email, which you may have missed…” – the same, with more edge.
- “I’m still waiting to hear back from you.” – true, but sounds impatient. “Just following up” says the same thing kindly.
- “Did you get my message?” on its own – can sound like an accusation. Add a reason: “Did my message come through? I sent it from my new address.”
- “Hello?” or “???” as a whole message – fine between close friends as a joke, rude anywhere else.
- “Your input on this matter is highly valued” in a chasing email – sounds like a form letter.
- “I’ve been meaning to reach out” means you have not been in touch. It is an apology for your own silence, not a way of saying you have not heard from them.
How long to wait before following up
- Work emails: two to three working days for routine questions; a week for bigger requests. Sooner if there is a real deadline.
- After a job interview: the date they gave you, then a few days; otherwise about a week to ten days.
- Clients and suppliers you don’t know: about a week, then once more a week later, then a final message.
- Urgent matters: if something cannot wait, don’t rely on a second email at all. Phone, or message through another channel, and say why: “Sorry to call – I emailed about the delivery but it needs a decision today.”
- Friends: there is no rule, but one warm message is better than several. People who are struggling often reply later.
Practice
Rewrite each sentence so it sounds polite.
- “I haven’t heard from you about the invoice.” (to a client)
- “As per my last email, I need the figures.”
- “You never reply to my messages.” (to a friend)
- “I am still waiting for your answer.” (formal letter)
Possible answers
- “Just following up on the invoice I sent on 2 June – could you let me know when it’s likely to be paid?”
- “Just checking in on the figures – could you send them by Thursday?”
- “It’s been ages! How are you doing?”
- “I am writing to follow up on my letter of 10 May and would be grateful for an update.”
Quick answers
How do you professionally say “I haven’t heard from you”?
“I’m following up on my email of [date]” or “I wanted to check whether you’d had a chance to review…”. Both state the silence without blaming anyone.
What do I text someone who hasn’t texted back?
Wait a day or two, then send something light that doesn’t mention the silence: “How did the interview go?” or “Still on for Saturday?” A question with an easy answer gets more replies than “Why haven’t you replied?”
Is it “hear from you” or “hear back from you”?
Both are correct. “Hear back” stresses that you are waiting for an answer to something you sent: “I’m waiting to hear back from the bank.” “Hear from” is more general: “It’s lovely to hear from you.”
What if I am the one who hasn’t replied?
Apologise briefly and get to the point: “Sorry for the slow reply – here’s the update.” See other ways to say “sorry for the late reply”, and for the follow-up itself other ways to say “I will follow up with you”.