A Manager’s Guide to Politely Asking for an Update EMail

Ever stared at your inbox, waiting for a reply that never comes? You’re not alone. In fact, according to a Boomerang study, emails with a polite tone and clear call to action see up to 30% higher response rates.

Whether you're chasing a status update, nudging after a previous email, or drafting that perfect follow up email, this guide has your back.

You’ll get real phrases, pro tips, and ready-to-send templates—without sounding pushy or robotic. Let’s help you write an asking for update email that actually gets a response with this blog post.

What is A Status Update Email?

A status update email is a short, clear message you send when you want to know what’s going on with a task, project, or request. It’s usually sent as a follow up email after you’ve had a previous email or chat. These emails help you stay in the loop without being annoying.

Let’s say you sent a proposal last week, but haven’t heard back. Instead of waiting and wondering, you can write an asking for update email to check in. It shows you care and that you’re being professional.

Why is Writing a Status Update Request Email Important?

You may think, “Why bother following up?” But here’s the truth: inboxes get full. People forget. That’s why writing a status update or update request email matters.

1. Keeps Everyone on the Same Page: Let’s say your project status changed. A quick email message helps make sure everyone knows what’s going on. No one’s left out.

2. Shows Professionalism: Using a polite tone, a proper subject line, and a clear call to action shows that you respect the other person’s time. It’s basic but powerful business communication.

🔍 Research Insight:

According to a 2023 report by Grammarly Business, emails that use plain, concise language and avoid jargon are 45% more likely to receive a timely response.

Furthermore, emails that show empathy—by acknowledging the recipient’s time or challenges—received 18% more positive replies than those that were purely transactional.

3. Prevents Delays: Waiting too long without sending a follow up email can delay tasks. According to a LinkedIn report, sending a follow-up within 2 days improves reply rates by 24%.

4. Creates a Written Record: It’s smart to have things in writing. This way, you can go back and check the conversation or previous email anytime.

5. Helps Prioritize Tasks: When you send an asking for update email, it tells the other person this is important. It helps them focus on what matters now.

6. Drives Better Project Outcomes: A clear, polite status update helps avoid mistakes and speeds things up. Everyone wins.

How to Write an Update Request Follow-Up Email

1. Begin with a Warm Greeting and a Polite Tone

The first impression starts with your greeting. Always use a polite greeting to sound respectful and approachable. Depending on the formality, try:

• Hi [First Name]
• Dear [Ms. Johnson]
• Hello [Team]

Maintaining a polite tone throughout your email message is a key aspect. Don’t rush into your request. Make the reader feel respected. Here are some better ways to phrase things:

• Instead of: “Why haven’t you replied yet?”
• Try: “Just checking in to see if there’s been any update on the project status.”

A professional yet warm tone improves your chance of hearing back. In fact, Harvard Business Review found that polite, clearly written follow-ups can increase response rates by up to 30%.

Your subject line also matters. Keep it simple and relevant:

• “Quick Follow-Up on [Task Name]”
• “Status Update Request: [Project Name]”

2. Reference the Previous Communication

People often forget what your last email was about. That’s why it’s important to reference your previous email or conversation clearly. You can say:

• “Just following up on our discussion from last week…”
• “I wanted to check in on the email I sent regarding [specific topic].”

This helps provide context and makes your follow up feel timely and relevant.

Always include a clear call to action so the recipient knows what you’re asking for and by when:

• “Could you share a quick status update by Friday?”
• “Please let me know if there’s any progress on this request.”

A simple, respectful asking for update email goes a long way in building trust and moving work forward—without annoying the other person.

3. State Your Purpose Clearly

When sending an asking for update email, don’t beat around the bush. Be clear and to the point. People appreciate honesty and direction in a follow up asking for an update email.

Let them know why you're writing. Are you waiting for a project status? Do you need an answer before taking the next step? Explain and write it simply.

Here’s how to do it:

• Use a short, clear email message.
• Mention the task, request, or project.
• Be specific about what you need and when.

✅ Example: “I’m writing to check the status of the proposal we discussed last week. Could you please confirm if it’s been approved?”

4. Add a Gentle Reminder

Sometimes, people read your email and forget to reply. That’s normal. That’s why it helps to add a gentle reminder.

Keep your tone kind and professional. Use a polite tone to avoid sounding demanding. You want to sound polite, not pushy.

Here’s what you can include:

• A quick mention of the previous email or conversation.
• A phrase like “just a quick reminder” or “following up on my last message.”
• A clear call to action like “please respond by Friday” or “let me know if you need anything from my side.”

✅ Sample: “Just following up on my earlier email about the project status. Please let me know if there’s any update by Thursday.”

5. Offer Assistance if Needed

When writing an asking for update email, don’t just ask for an update on something—also offer help. It makes you sound professional, helpful, and easy to work with.

Sometimes, the other person is delayed because they’re stuck or missing information. Your offer to support them can speed things up.

Here’s what you can say in your email message:

• “If you need any additional documents or info, let me know.”
• “I’m happy to help move the project forward.”
• “Please let me know if there's anything I can do from my side.”

This shows teamwork and respect. It also makes your follow up email feel more thoughtful.

6. Conclude with Gratitude and a Call to Action

End your asking for update email with a simple “thank you.” A little gratitude goes a long way. It leaves a positive feeling and shows good manners.

You can also wrap it up with a clear call to action. This tells the recipient exactly what you want them to do next.

Here’s how:

• “Thanks again for your time. I look forward to your response.”
• “Please share the latest project status by end of day Friday.”
• “Let me know if there are any updates on the status update we discussed.”

Use friendly sign-offs:

• Best regards
• Kind regards

💡 Expert Tip from Harvard Business Review:

“A follow-up email that is courteous and clear can increase response rates by up to 30%—especially when it includes context and a defined timeline.” — Harvard Business Review, “The Science of Email Follow-Ups”

Best Times and Days to Send Follow-Up Emails (Based on Industry Studies)

📈 LinkedIn Report Insight:

“Follow-up emails sent within 48–72 hours receive 24% more replies than delayed ones.” — LinkedIn B2B Sales Trends Report

Top Phrases to Use for Quick Status Updates in Emails

1. “Just checking in to see if there’s any update on…”

This is a friendly way to get follow up emails. It's short and clear. You can use it when you’ve sent a previous email but haven’t heard back.

Example: “Just checking in to see if there’s any update on the project status we discussed last week.”

2. “Would you mind sharing a quick update on the current status of…”

This phrase sounds thoughtful. It works well if you're asking for an update on something specific.

Email sample: “Would you mind sharing a quick update on the current status of the marketing deliverables?”

3. “Can you please let me know where things currently stand?”

This line is direct but still respectful. It’s a great call to action that tells the reader exactly what you're looking for.

Use it like this: “Can you please let me know where things currently stand on our Q3 budget approvals?”

4. “I wanted to follow up and see if there’s been any progress on…”

This is a good phrase when you’ve already sent a previous email or had a chat with your team. It works well when checking in on a project that’s already started.

Sample email line: “I wanted to follow up and see if there’s been any progress on the Q2 roadmap presentation.”

5. “Could you give me a quick heads-up on the latest status?”

This one sounds casual but respectful. It's great when you want a latest update but don’t want to take too much of their time.

Example: “Could you give me a quick heads-up on the latest status of the budget approval process?”

You can use this in both internal and external messages. It works across different business communication styles.

6. “Any updates on this when you get a moment?”

This is one of the most gentle and flexible ways to follow up. It tells the recipient you respect their time. You're asking for timely response and an update, but not rushing them.

Use this line when:

• You’re not in a rush.
• The task isn’t time sensitive.
• You just want to keep things moving.

Example: “Hi Sarah, any updates on this when you get a moment? Hope things are going smoothly.”

7. “Do you have a quick update on this item?”

This phrase is short and respectful. Use it when you’ve already had a conversation or sent a previous email.

Email sample: “Hi Alex, do you have a quick update on this item? Just trying to stay on track with the team.”

8. “Is there any progress or delay I should know about?”

This line is helpful when you’re unsure what’s happening. It’s a great way to ask about the status update in a kind, clear way.

Use this when:

• The task is tied to a job application or deadline.
• You want to offer help if there’s a delay.

Email sample: “Is there any progress or delay I should know about before Thursday’s meeting?”

9. “Just following up to stay aligned on next steps.”

This is a smart phrase when you’re working with others. It helps you and the recipient stay on the same page.

Example: “Just following up to stay aligned on next steps for the campaign.”

10. “Would appreciate a quick update when you’re free.”

This phrase is warm and flexible. It lets the reader know you care, but you're also giving them time.

Try this: “Would appreciate a quick update when you’re free. Hope everything’s going well on your side!”

Bonus Tips:

• Add context before the phrase: Remind them what the project or task is about.
• Use a subject line like: “Quick Follow-Up on [Project Name]” or “Status Check – [Task Name]”.
• Always end with appreciation: A simple “Thanks in advance!” goes a long way.

Key Elements to Include in An Update Request Email Before Sending

1. Clear Subject Line

The subject line should tell the reader what the email is about. Keep it short. Be specific. Avoid vague titles. You want your email to stand out in the recipient’s inbox.

Example: “Follow-Up: Quick Status Update on Website Fixes”

2. Friendly Greeting

Start with a polite greeting like “Hi [Name]” or “Hello [Team].” It sets a respectful tone right away.

3. Brief Context

Don’t assume they remember your previous email. Add a quick reminder like: “I emailed last week regarding the design update request.” This brief context helps them place your email.

4. Specific Request

Be clear about what you need. A simple request like: “Can you share a progress update on the landing page redesign?”. It shows you’re focused and professional.

5. Deadline or Timeframe (If Needed)

If timing matters, add a time frame. For example: “If possible, could I get the update by Thursday afternoon?”. It helps the other person plan their reply.

6. Professional Sign-Off

Close your asking for update email with a polite wording and professional sign-off like “Best regards” or “Kind regards.” These make your email sound thoughtful and well-mannered.

7. Contact Info (if needed)

If this is your first email or you're writing to someone new, add your contact details. It helps them respond or ask for more info.

Include: Your name, job title, phone number, or email message signature.

Quick Status Update Email Templates

1. When You’re Following Up After No Response

Use this when you haven’t heard back after your last email. It’s a polite nudge to get things moving again.

Example Template:

2. For Ongoing Projects That Need a Check-In 

Send this if you're managing a project and want to stay in the loop. It helps everyone stay on track.

Example Template:

3. When You Have a Tight Deadline Coming Up

Use this when time is short and you need updates fast. It shows urgency without sounding pushy.

Example Template:

4. For Clients or External Stakeholders

This one is for reaching out to people outside your company. It’s friendly and professional.

Example Template:

5. Quick Internal Update Request to a Teammate

Use this when you need a fast check-in from someone on your team. It keeps things simple and clear.

Example Template:

6. After a Meeting or Call to Keep Track

Send this after a meeting to recap what was discussed and ask for updates on next steps.

Example Template:

7. When You’re Waiting on a Deliverable

Use this when someone promised to send you something and it’s late. It helps remind them nicely.

Example Template:

8. To Keep Things Moving in Multi-Person Projects

This template is great for projects with many people involved. It keeps everyone aligned and up to date.

Example Template:

9. Gentle Reminder Email When Things Are Delayed

Use this when things are running late. It’s soft and respectful while still asking for an update.

Example Template:

Pro Tips for Crafting Follow-Up Emails

1. Avoid Overcrowded Recipient’s Inbox

You might think sending lots of emails helps you get a faster response. But filling your recipient's inbox actually slows things down. Studies show most workers get over 120 emails per day. Imagine that! Sending too many emails can annoy your reader or even cause them to miss your request completely.

How to do it:

• Give your reader some space. Wait at least two or three days before sending another follow up email.
• Put several questions or updates into one clear message. That way, the recipient gets fewer messages and stays happier.

2. Use Bullet Points for Clarity

People like easy-to-read emails. When your recipient sees a wall of words, they might lose focus. A standard practice to keep things clear is to use bullet points.

Using bullet points helps your reader quickly see important things like the next steps or time frames. It also shows your message is organized and professional.

Here’s an example:

Hi Alex,

Could you please give me a quick status update on the following?

• Final edits for the job ad
• Update on our company website
• Deadline for the new article

Thanks for your help! I hope to hear from you soon.

Using short, simple phrases makes your email easy to read and respond to quickly.

3. Double-Check Before Hitting Send

It’s important to double-check your follow-up email before sending it. A simple mistake can affect how the recipient perceives your message. Here's how to ensure your follow-up email template is polished and error-free:

What to Check:

• Spelling and Grammar: Use tools like Grammarly to spot errors.
• Recipient’s Details: Verify the recipient’s email address and name to avoid sending it to the wrong person.
• Polite Tone: Ensure your language sounds polite and professional throughout the article.

How to Do It:

• Re-read Your Email: Carefully read it aloud to spot errors or awkward phrasing.
• Use Bullet Points: If you included bullet points, confirm they are clear and formatted correctly.
• Test Links or Attachments: Ensure any links or files included in the email work as intended.
• Addressing common pain points clearly in your email helps get quicker responses.

FAQ

1. What’s a polite way to request a project update?

When asking for update requests or email replies, using polite wording is key. Start your message with a warm tone. Use phrases like:

• “Hope you're doing well. Just checking if there’s any project status update.”
• “Could you kindly share any progress made so far?”

You can also say, “I just wanted to ask for an update on the task we discussed in our last conversation.” This sounds respectful and keeps things professional. If you’re unsure, add a note like: “No rush if it’s still in progress.”

2. How often can I send follow-up emails without seeming pushy?

This is a common mistake many people make. Experts suggest waiting 48–72 hours after the first follow up email. If you still don’t hear back, it's okay to follow up once more the next week. But don’t send too many messages, or you might clutter the recipient's inbox.

3. What subject lines are best for status update requests?

A clear subject line helps your message stand out. Here are a few examples:

• “Quick check-in: Any update on [Project Name]?”
• “Follow-up on our last email regarding [Topic]”
• “Status Update Request: [Task or File Name]”

4. How do I respond professionally if someone ignores my update request?

It’s normal to feel unsure when someone doesn’t reply. But don’t panic. If you’ve sent an asking for update email and got no response, wait a few days before sending a follow-up email.

Here’s a simple and polite message you can send: “Hi [Name], just checking in to see if there’s any update on the last request. Please let me know if you need anything from me.”

This shows professionalism and keeps the conversation open. If you still don’t hear back, try calling or discuss the issue in your next meeting. Always sound polite, not pushy.

5. Should I copy others (CC) when asking for a quick update?

Yes—if the project involves a team or multiple departments. Copying others helps create transparency and speeds up the response. For example, if you’re requesting a quick call to fix a delay, looping in the project lead can make things move faster.

But avoid overusing CC. Filling up everyone’s inbox without purpose is a common mistake in business communication.

6. Are short emails better when asking for updates?

Absolutely. Short emails are easier to read. Use simple phrases like:

• “Just checking in.”
• “Any progress on this?”
• “Appreciate a quick update.”

Use bullet points to keep things clear. If the message is too long, people may skip it. End with a clear call to action, like: “Please reply by Friday if possible.”

Always include a time frame, and don’t forget a polite greeting and a professional sign-off like “Best regards.”

Conclusion

Writing a good asking for update email doesn’t need to be hard. Use clear words, a polite tone, and a friendly greeting. If you’re requesting a quick update, make it easy to read—short sentences and bullet points help. Always direct your message to the right person and include any additional information they might need. When in doubt, address one point at a time to avoid common mistakes. Be clear, be kind, and you’ll get better replies.

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