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Sep 12, 2022

Writing

9 email check in samples and templates

Just checking in? Check these 9 email examples to get the result you are after.

Blog writer

Saku Kähkönen

Marketing

Blog writer

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Table of contents

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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 Flowrite to write repetitive check-ins and follow-ups faster. In fact, Flowrite writes your emails for you using AI. Check out how our follow-up email template works here:

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. 

Hi (Recipient’s Name),

I just wanted to check in.

(Your name)

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:

(Role Name) Interview Follow-Up - (Your Name)

If you’re checking up on a sales lead, consider a subject line like:

(Your Service) Follow-Up – (Your Company)

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:

“I’m available Tuesday and Wednesday afternoon. Looking forward to speaking soon.”

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.

Dear (Recipient’s Name),

I just wanted to reach out and say thank you for taking time out of your day yesterday to speak with me.

I appreciate the opportunity to tell you a little more about myself and learn more about (Company Name). Now that I’ve learned more about you and the role, I’m even more excited about this opportunity.

Thank you again for your time! If you have any additional questions, please do not hesitate to reach out.

I am looking forward to hearing from you.

Sincerely,
(Your name)

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.

Dear (Recipient’s Name),

Thank you again for the opportunity to be considered for the (job title) role at (Company Name).

I just wanted to check in and see if you happen to have any updates for me on the hiring process. I believe you mentioned that you were hoping to make a decision by (insert date).

Thank you again for your time! If you have any additional questions for me, please do not hesitate to reach out.

Sincerely,
(Your name)

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. 

Dear (Recipient’s Name),

I hope you had a great weekend.

I wanted to follow up on our call from last week and ask for progress on (Insert relevant details).

Thank you again for your time! If you have any questions for me, please do not hesitate to reach out.

Best,
(Your name)

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.

Dear (Recipient's name),

I hope you are doing well.

I was just hoping to check in and see if there was anything I could do to help you with (insert service details and why).

We thank you for choosing (Your Company).

If you have any feedback or questions, please do not hesitate to reach out.

Best regards,
(Your name)

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.

Hi (Recipient's name),

How's it going?

I just wanted to check in on (task details). Last time we spoke you mentioned that you would hope to have an update today.

Please let me know if there’s anything I can help with to move this task along.

Thanks,
(Your name)

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.

Dear (Recipient’s Name),

Thank you again for speaking with me about the (job title) role at (Company Name) last week.

I just wanted to check in and see if you have an update on the recruitment process.

If you or (Hiring Manager Name) have any additional questions for me, please do not hesitate to reach out.

Sincerely,
(Your name)

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.

Hi (Recipient's name),

I hope you are doing well.

As discussed, I just wanted to follow up on our meeting yesterday.

Here is a summary of what we discussed: (Insert summary details).

Thanks again and don't hesitate to shoot me any questions.

Best,
(Your name)

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.

Dear (Recipient’s Name),

I hope you are doing well. I just wanted to check in again on my email regarding (insert details).

I haven’t heard back but I wanted to follow up since we have a deadline next week. I would appreciate your support and expertise in helping us finish (insert project details).

Kindly let me know if you can accommodate the deadline above.

Best,
(Your name)

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. 

Hi (Recipient's name),

My name is (Your Name) and we met yesterday at (event details).

I enjoyed hearing about the progress you have been making with (Company/Product name).

You mentioned that you’d be willing to meet to discuss (include details). Would next Thursday or Friday work for you?

If you have a prior commitment, please feel free to let me know. I am happy to find another suitable time.

Best,
(Your name)

Checking in with Flowrite email template

There is no 100% right or wrong way to write a check-in email. But having email templates at your fingertips can help you write better and more engaging emails.

No matter the reason for checking in, Flowrite's AI-powered smart templates can help you craft the correct email every time.

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.

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