How to Say ‘I am following up’ at Work
If you need to check on the status of a project, remind someone about a previous request, or simply nudge a colleague for a response, the phrase “I am following up” is the standard professional way to do it. This article gives you direct, practical alternatives for saying “I am following up” in workplace conversations and emails, with clear examples for formal and casual settings.
Quick Answer: What to Say Instead of ‘I am following up’
Use these ready-to-use phrases depending on your situation:
- For a polite email check-in: “I wanted to check in on the status of…”
- For a gentle reminder: “Just circling back on…”
- For a formal request update: “I am reaching out regarding the progress of…”
- For a casual conversation: “Any update on that?”
- For a direct but professional nudge: “I am writing to follow up on our previous conversation about…”
Understanding the Tone: Formal vs. Casual
The phrase “I am following up” sits in the middle of the formality scale. It is professional but can feel slightly stiff in casual conversation. Below is a comparison table to help you choose the right version for your context.
| Context | Formal Version | Casual Version | When to Use |
|---|---|---|---|
| Email to a manager or client | “I am writing to follow up on the proposal we discussed last week.” | “Just checking in on that proposal.” | Use formal for external clients or senior leadership. Use casual for close colleagues. |
| Slack or Teams message | “I wanted to follow up on the timeline for the report.” | “Hey, any update on the report timeline?” | Formal is safe for any written message. Casual works for ongoing team chats. |
| In-person conversation | “I am following up on the action items from our meeting.” | “What’s the latest on those action items?” | Formal for one-on-one meetings with superiors. Casual for peer check-ins. |
| Phone call | “I am calling to follow up on the invoice you sent.” | “Just calling to see where we are with the invoice.” | Formal for first contact. Casual for follow-up calls with familiar contacts. |
Natural Examples for Workplace Speaking
Here are realistic examples you can adapt for your own communication. Notice how the phrasing changes based on the relationship and medium.
Email Examples
Formal email to a client:
“Dear Ms. Chen,
I hope this message finds you well. I am writing to follow up on the contract review we discussed during our call on Tuesday. Please let me know if you need any additional information from my side.”
Casual email to a teammate:
“Hi Tom,
Just following up on the design files. Do you have an ETA? Thanks!”
Conversation Examples
In a meeting:
“Before we move on, I want to follow up on the marketing budget approval. Has anyone heard back from finance?”
At someone’s desk:
“Hey, I’m just following up on the data you were going to send over. No rush, but I need it by Friday.”
Phone Call Examples
Formal:
“Hello, this is Sarah from accounting. I am following up on the expense report you submitted last week. Could you confirm the receipt numbers?”
Casual:
“Hi Mark, it’s Jenny. Just following up on the project timeline. Give me a call when you have a moment.”
Common Mistakes When Saying ‘I am following up’
Even native speakers make these errors. Avoid them to sound more professional.
Mistake 1: Being too vague
Wrong: “I am following up.”
Why it’s a problem: The listener does not know what you are following up about. It sounds like a generic reminder.
Correct: “I am following up on the budget approval request I sent yesterday.”
Mistake 2: Using it too often
Wrong: Sending “Just following up” every day.
Why it’s a problem: It becomes annoying and can damage your professional relationship.
Correct: Wait at least 2-3 business days before following up, and vary your phrasing. Use “Checking in” or “Circling back” instead.
Mistake 3: Forgetting the context
Wrong: “I am following up” in a casual Slack channel where everyone is joking.
Why it’s a problem: It sounds stiff and out of place.
Correct: In casual settings, use “Any word on that?” or “What’s the status?”
Mistake 4: Using it as a complete sentence
Wrong: “I am following up.” (as a full email subject line or opening)
Why it’s a problem: It is incomplete and unprofessional.
Correct: “I am following up on the Q3 report.” or “Following up: Q3 report status.”
Better Alternatives to ‘I am following up’
Expand your vocabulary with these professional alternatives. Each one has a slightly different nuance.
For Polite Check-Ins
- “I wanted to check in on…” – Soft and friendly. Best for ongoing projects.
- “Just circling back on…” – Casual but professional. Implies you discussed it before.
- “I am touching base about…” – Common in sales and client management.
For Reminders
- “This is a gentle reminder about…” – Polite and clear. Use for deadlines.
- “I wanted to bring this back to your attention.” – Formal and respectful.
- “Just a nudge on…” – Very casual. Use only with close colleagues.
For Status Updates
- “Could you provide an update on…” – Direct and professional.
- “I am checking the status of…” – Neutral and clear.
- “What is the latest on…” – Casual and conversational.
When to Use ‘I am following up’ vs. Alternatives
Use the original phrase “I am following up” when:
- You are writing a formal email to someone you do not know well.
- You need to be very clear and direct about your purpose.
- You are following up on a specific document, request, or action item.
Use alternatives when:
- You want to sound friendlier or less pushy.
- You are in a casual conversation or chat.
- You have already used “following up” recently and want to vary your language.
Mini Practice Section
Test your understanding with these four questions. Write your answers down or say them aloud.
Question 1: You need to remind your manager about a report due tomorrow. Write a polite email opening using an alternative to “I am following up.”
Answer: “Hi Sarah, I wanted to check in on the status of the monthly report. Please let me know if you need any help finishing it.”
Question 2: A colleague promised to send you a file three days ago. Write a casual Slack message.
Answer: “Hey, just circling back on that file you were going to send. Any update?”
Question 3: You are on a phone call with a client and need to ask about a proposal. Write a formal sentence.
Answer: “I am calling to follow up on the proposal we submitted last week. Have you had a chance to review it?”
Question 4: You have already sent two follow-up emails this week. Write a third one using a different phrase.
Answer: “I wanted to bring this to your attention once more. Please let me know if there is anything I can do to move this forward.”
Frequently Asked Questions
1. Is it rude to say “I am following up”?
No, it is not rude. It is a standard professional phrase. However, if you say it too often or without context, it can sound pushy. Always add what you are following up about and be polite.
2. Can I use “I am following up” in a subject line?
Yes, but make it specific. For example: “Following up: Q3 Marketing Report” or “Follow-up on invoice #1234.” A vague subject line like “Following up” may be ignored.
3. What is the difference between “follow up” and “follow-up”?
“Follow up” (two words) is a verb: “I will follow up with you.” “Follow-up” (with a hyphen) is a noun or adjective: “I am sending a follow-up email.” Use the correct form for professional writing.
4. How long should I wait before following up?
For most workplace situations, wait 2-3 business days after your initial request. For urgent matters, you can follow up after 24 hours. For very formal situations, wait one week. Always consider the other person’s workload.
Final Tip for English Learners
Practice using these phrases in low-stakes situations first. Send a polite follow-up to a colleague you know well, or use a casual alternative in a team chat. The more you use them, the more natural they will feel. For more workplace phrases, explore our Workplace Speaking Phrases section. You can also check Polite Everyday Phrases for general conversation tips. If you have questions about our content, visit our FAQ page or contact us. For more formal email alternatives, see our Professional Email Alternatives category.
