Checking in. Circling back. Following up.
No matter how you word it, these are all just different ways to say that you need something or are hoping to capture someone’s attention. Perhaps you’re looking to close a sale or hoping to get an answer to a question, or you send a check-in email after interview.
We’ve likely all found ourselves at both ends of an email check-in. When we require information or support from other individuals, we’ll often send a quick email check-in.
As the sender, there’s nothing wrong with checking in with someone. But as a recipient, receiving check-in emails can often be frustrating or even irritating.
That's why you’ll need to get the tone and messaging right for the email to land effectively.
This guide will cover some of the best practices regarding email check-ins. We’ll provide 9 check-in email examples and templates you can use in different situations.
P.S
You can use MailMaestro's Outlook AI, to write repetitive check-ins and follow-ups faster.
How to write a check in email
Depending on the context, there are many ways to write a check-in email, just as long as you’re professional and polite.
But some ground rules can help your check-in emails come across more favorably. We know that different recipients interpret check-in emails differently, so these tips can help you achieve your desired outcomes.
3 basic rules for checking in via email
Writing a check-in email that effectively communicates what you need is important. These 3 basic rules help nudge your email in the right direction.
1. Make the email personalized
Every email check-in is unique. From following up on a request to thank you notes, you might need to reach out to someone for many reasons. Personalizing the email to the situation and the individual can go a long way in ensuring that you get the wanted response.
A personalized email is more than just switching out the name. Here are some ways to personalize your check-in email.
- Include interests – This is particularly helpful if you’re checking in with someone you’re emailing for the first time. For example, if they mentioned they enjoy travel, you could say that you enjoyed hearing about their latest trip.
- Mention specific details – If there were timelines or details of a project that the recipient previously mentioned, be sure to recall those in your email.
2. Keep your message short
If you’re following up with someone, you likely need them to complete an action.
Make it clear what you’re looking for. Keeping your message clear and concise will ensure that the question is apparent.
Otherwise, the reason for your check-in might get lost in the rest of the message.
3. Don't just "check-in"
While you want to keep your message point, don’t be that person who sends that one-line email.
While yes, you are theoretically ‘just checking in,’ these short email feels abrupt and impersonal. There are many ways you can enhance your email, so you aren’t just making a demand.
Here are a few things you can include to improve your check-in email.
- Start with a greeting – “How are you?” or “I hope you had a good weekend” are a great way to start the ask on a softer note.
- Explain why – Is there a deadline? Do you value their opinion? Write an email that makes the recipient want to help you!
Check-in email format
While there is no specific format you must adhere to, check-in emails should follow the basic structure of an email. Here are some tips for nailing your subject line, body, and sign-off.
1. Check-in email subject line
Email inboxes are often filled to the brim. Your check-in email subject line should be simple and clearly indicate what you’re checking in about. If the recipient isn’t familiar with who you are, it’s often helpful to tell your company or role as well.
For example, if you’re checking in on a job interview, consider a subject like:
If you’re checking up on a sales lead, consider a subject line like:
2. Check-in email body
An email check-in should be relatively simple and concise. A short, skimmable email body is more likely to help the recipient understand the purpose of your email.
In your body, highlight why you’re checking in, what you need from the recipient, and other relevant details. Don’t veer too far off-topic, or the recipient may get distracted.
3. Ending a check-in email
An email should feel somewhat reciprocal. So make sure to thank the recipient for their time. You may also want to reiterate any asks to ensure that you’ve communicated that you require action on their end. For example, if you need the recipient to schedule a call, consider ending your email with:
Finally, make sure to end with an appropriate signature. In more formal scenarios, like interview check-ins, use traditional sign-offs such as:
- Sincerely,
- Best regards,
In more casual communications, you could use:
- Best,
- Regards,
- Get back to you,
Check-in email samples and templates
There are many situations where you may need to send an email check-in. We’ve put together a handful of check-in email templates and samples to provide some real-life examples.
We recommend using these templates and examples as a starting point. Rather than copying and pasting these emails, customize the content to your recipient and specific situation, and include relevant details.
9 check-in email examples
To help you action some of the best practices above, we’ve provided 9 practical examples. Use these example emails to understand better how to write an effective check-in email.
1. Check-in email after interview sample
After an interview, sending a quick thank you note is best practice. When writing a follow-up a day or two after an interview, you can use this short check-in after interview email template.
2. Job status check-in email sample
There’s nothing more nerve-wracking than waiting for an update on a potential new job. The process can take a long time, and you may not get updates as quickly as you’d like.
If you haven’t heard from the interviewer within a reasonable time frame, you can check in with an email like this. However, it’s essential to be understanding if they don’t have an update readily available.
3. Client check-in email template
Whether you’re following up on a sales call or reaching out to an existing client, it’s crucial to prioritize your client relationship when writing a check-in email. Ensure you’re highlighting any opportunities where you’re delivering value to the client.
4. Customer check-in email template
Customer check-in emails are often a way to improve the customer experience. This email aims to help the customer feel confident that you’re there to support them throughout their experience. Use this email to gather feedback and extend a helping hand.
5. Employee check-in email template
Many managers and leaders often find themselves checking in with their teams on outstanding projects or tasks. In some situations, you may simply need a status update, or there may be a missed deadline.
Since you speak with your employees often, the tone doesn’t need to be overly formal.
When checking in with your employee, keep your email clear and straightforward. Make sure to offer a hand if they need it.
6. Email check-in with recruiter sample
This email is similar to following up after an interview or with a hiring manager.
However, recruiters work with many prospective employees and employers. Make sure to write an email that makes it easy for the recruiter to identify who you are.
7. Follow-up check-in email sample
Sometimes a check-in email is simply just a follow-up from a previous interaction. Use this email example to follow up and summarize a recent meeting. Meeting summaries help provide value to the recipient.
8. Check-in email after no response sample
Sometimes initial emails get missed, or the recipient simply forgets to respond. We’ve all been there.
Don’t be afraid to check-in again if necessary. With this second email, it’s best to be direct and remind the recipient of any deadlines or commitments.
9. Networking check-in email sample
After meeting someone at a networking event, it’s helpful to check in a few days later. Since people tend to meet a lot of different individuals at events, it can be beneficial to reintroduce yourself.
Final thoughts
Check-in emails shouldn’t be taboo. They are a key piece of email communication that helps re-engage conversations.
While some check-in emails might generate eye rolls, yours don’t have to. In fact, with the right tone and messaging, your recipients might even enjoy your email check-in!
While writing emails isn’t a skill you’ll acquire overnight, these email best practices and templates should guide you in the right direction to master how to write a check-in email.
Whether you’re sending a check-in email after interview, sales call or networking event, with a little confidence and practice, you’ll be sending check-in emails like a pro.
