Crafting the Perfect Response to “I’ll Follow Up with You”
In business, receiving the phrase “I’ll follow up with you” in an email can sometimes create uncertainty. Let's explore the best ways to respond to such messages and why these approaches work.
Understanding the Email
Often, replies like “I’ll follow up with you” are vague and may indicate that the sender is less than confident in their communication skills or has other priorities to tackle first. This vagueness can lead to anxiety on the recipient's part, as you want to know what the next steps are. Therefore, it's crucial to make your follow-up response clear and assertive.
Examples of Effective Follow-Up Responses
Here are some effective ways to respond to an email that says “I’ll follow up with you”:
1. Promptly Follow Up with a Clear Request
You could say:
Thank you. I look forward to your follow up. Please let me know when I can expect to see your response.
This response acknowledges the sender's note and provides a clear timeline. It also leaves room for the sender to suggest a more specific date if they require more time. This approach is professional and maintains a positive tone.
2. Suggest a Date in Advance
Another effective strategy is:
I appreciate that you’ll be following up with me. I’ve marked my calendar for [insert date] to remind myself. If I haven’t heard back from you, I’ll check back in with you. Does that work for you?
This gives the sender the flexibility to suggest a later date if they need more time. It shows that you are proactively managing the timeline and willing to accommodate their needs.
3. Take Initiative and Encourage Prompt Follow-Up
Consider the following response:
I will take care of this right away. I will follow up on this and should be able to give you an update by [date/time].
This response acknowledges the sender's request and shows that you are proactive in addressing the matter. It also provides a specific timeline, giving you some buffer time to handle other tasks while maintaining a clear deadline.
Dealing with Delayed Follow-Ups
What if you don't hear from the emailer after a few days? Here are steps to take:
1. Referring to the Subject
In your response, you could say:
Thank you for your message. Could you please let me know when you might be able to provide a response regarding [subject, e.g., job application progress, report, etc.]?
By referring to the subject, you keep the conversation relevant and show that you haven't forgotten about the matter.
2. Expressing Eager Anticipation
End your email with a statement that reflects your eagerness:
I am eager to work for this company/this position and am awaiting your response. Thank you for your time and consideration.
This expresses your enthusiasm and maintains a positive tone, which can be a driving factor in moving the process forward.
3. Setting Deadlines for Subordinates
When responding to a subordinate, you might say:
Good. I’ll need that information by [date/time].
Expressing gratitude for the subordinate's efforts can go a long way, followed by a clear deadline. If they miss the deadline, follow up promptly but politely to ensure timely completion.
In conclusion, effectively managing follow-ups is an essential skill in business communication. By being clear, proactive, and maintaining a positive attitude, you can streamline processes and foster better relationships.