Formal vs Casual Ways to Say ‘I am following up’

When you need to check on the status of an email, a request, or a conversation, the phrase “I am following up” is a common starting point. However, the way you say it can change completely depending on who you are writing to. In formal settings, such as with a client or a senior manager, you need polite and structured language. In casual settings, like with a close colleague or a friend, you can be more direct and relaxed. This guide explains the best formal and casual alternatives to “I am following up,” with clear examples and practical advice for real emails and conversations.

Quick Answer: What to Use Instead of ‘I am following up’

Use a formal phrase when you want to show respect and maintain professional distance. Use a casual phrase when you have an established, friendly relationship. Here is a quick reference:

• Formal: “I am writing to follow up on…” / “I wanted to check in regarding…” / “May I kindly ask for an update on…”
• Casual: “Just checking in on…” / “Any update on…?” / “Following up on this.”

Understanding the Tone: Formal vs Casual

The phrase “I am following up” is neutral, but it can sound stiff in a casual email and too direct in a formal one. The key difference lies in word choice and sentence structure. Formal language uses complete sentences, polite requests, and indirect phrasing. Casual language uses contractions, shorter sentences, and direct questions. Your choice signals your relationship with the reader and the context of the conversation.

When to Use Formal Language

Use formal alternatives in these situations:

• Emailing a client or customer you do not know well.
• Writing to a senior executive or manager.
• Following up on a job application or interview.
• Communicating with a government office or official institution.
• Any situation where you need to be extra polite and respectful.

When to Use Casual Language

Use casual alternatives in these situations:

• Emailing a teammate or coworker you work with daily.
• Messaging a friend or family member.
• Following up on a casual plan or informal request.
• Internal team chats or quick updates.

Comparison Table: Formal vs Casual Alternatives

Natural Examples: Formal and Casual in Action

Formal Email Example

Subject: Follow-Up on Proposal Submission

Dear Mr. Chen,

I hope this message finds you well. I am writing to follow up on the proposal I submitted on March 10. I wanted to check if you have had a chance to review it and if there are any questions I can answer. I would appreciate an update at your earliest convenience.

Thank you for your time.

Best regards,
Sarah Mitchell

Casual Email Example

Subject: Quick check on the report

Hey Tom,

Just checking in on the report you were working on. Any update on when it might be ready? No rush, just want to plan ahead.

Thanks,
Sarah

Casual Conversation Example

In a chat message:

“Hey, any news on the meeting time? Just circling back on this.”

Formal Conversation Example

In a phone call:

“Good morning, Ms. Lee. I am calling to follow up on the invoice we sent last week. May I kindly ask if you have received it?”

Common Mistakes When Following Up

Even experienced English learners make these errors. Avoid them to sound more natural and professional.

Mistake 1: Being Too Direct in Formal Emails

Incorrect: “I am following up. What is the status?”

Why it is wrong: This sounds demanding and rude in a formal context. It lacks politeness markers.

Correct: “I am writing to follow up on the status. I would appreciate any update you can share.”

Mistake 2: Using Casual Language with a New Client

Incorrect: “Hey, just checking in on that thing we talked about.”

Why it is wrong: “Hey” and “that thing” are too vague and informal for a professional relationship.

Correct: “Dear Mr. Patel, I wanted to check in regarding the project timeline we discussed last week.”

Mistake 3: Repeating the Same Phrase

Incorrect: “I am following up on the email. I am following up because I need an answer.”

Why it is wrong: Repetition sounds unnatural and unprofessional.

Correct: “I am writing to follow up on my previous email. I would appreciate your feedback when you have a moment.”

Mistake 4: Forgetting to Add Context

Incorrect: “Just following up.” (No context given)

Why it is wrong: The reader may not remember what you are referring to.

Correct: “Just following up on the budget approval we discussed last Tuesday.”

Better Alternatives for Specific Situations

When You Want to Be Polite but Firm

Use: “I wanted to gently remind you about…” or “I am circling back on this as a friendly reminder.”

This works well when you have already sent one reminder and need to follow up again without sounding angry.

When You Want to Offer Help

Use: “I am checking in to see if you need any additional information from my side.”

This shifts the focus from demanding an answer to offering support, which is very polite.

When You Are Following Up on a Job Application

Use: “I am writing to reiterate my interest in the position and to inquire about the status of my application.”

This is formal and shows you are serious about the opportunity.

When You Are Following Up with a Friend

Use: “Hey, any word on that thing? No pressure, just curious.”

This is relaxed and friendly, perfect for informal relationships.

Mini Practice: Choose the Right Phrase

Read each situation and choose the best phrase from the options. Answers are below.

1. You are emailing a client you have never met. You want to ask about a contract.
A. “Hey, any update on the contract?”
B. “I am writing to follow up on the contract status. I would appreciate any update.”
C. “Following up on the contract.”

2. You are messaging a coworker you chat with daily. You need to know about a shared task.
A. “I am writing to inquire about the status of the task.”
B. “Just checking in on the task. Any update?”
C. “May I kindly ask for an update on the task?”

3. You have already sent two emails and need to follow up again politely.
A. “I am following up again. Please respond.”
B. “I wanted to gently remind you about my previous request. I would appreciate your response when possible.”
C. “Hey, you forgot to reply.”

4. You are following up on a casual dinner plan with a friend.
A. “I am writing to confirm our dinner plans.”
B. “Hey, are we still on for dinner? Just checking in.”
C. “I would appreciate confirmation of our dinner engagement.”

Answers: 1-B, 2-B, 3-B, 4-B

Frequently Asked Questions

1. Is it rude to say “I am following up”?

No, it is not rude, but it can sound neutral or slightly direct. In formal writing, it is better to use a softer phrase like “I wanted to check in” or “I am writing to follow up.” In casual settings, it is perfectly fine.

2. Can I use “I am following up” in a formal email?

Yes, but it is best to add a polite opener. For example: “I hope you are doing well. I am following up on the proposal I sent last week.” This makes it sound more courteous.

3. What is the difference between “follow up” and “check in”?

“Follow up” usually refers to a specific previous action or request. “Check in” is more general and can be used to ask about progress or well-being. “Check in” often sounds friendlier.

4. How many times can I follow up before it becomes annoying?

Generally, two to three follow-ups are acceptable if spaced out over a week or two. After that, it is better to wait or try a different approach, such as a phone call. Always be polite and offer an easy way for the person to respond.

Final Tips for Using These Phrases

Always consider your relationship with the reader. If you are unsure, it is safer to use a slightly more formal phrase. You can always adjust to a casual tone once you know the person better. Practice using these alternatives in your daily emails and messages. Over time, choosing the right tone will become natural. For more guidance on polite and professional language, explore our Polite Everyday Phrases and Professional Email Alternatives sections. If you have questions about our approach, please visit our About Us page or check our FAQ.