How to Chase Emails Politely Without Being Annoying

The problem with "Gentle Reminder"

In Singapore, we love phrases like "Gentle reminder" or "Please revert asap". While well-intentioned, to an international audience, these can often sound passive-aggressive or demanding.

Remember, most people aren't ignoring you—they are just busy. Your goal isn't to annoy them into replying; it's to bump your email to the top of their inbox politely.

The Golden Rules of Chasing

• Wait long enough: Don't chase after 2 hours. Give it 24-48 hours for standard requests.
• Keep it brief: Don't re-write the entire original email.
• Add value (optional): If possible, provide a new piece of information instead of just asking "Any update?".
• Clear Call to Action (CTA): Reiterate exactly what you need from them.

3 Templates to Use Instead

1. The Casual Bump (Standard Follow-up)

Simple, polite, and effective for most situations.

Subject: Following up on [Original Topic]

Hi [Name],

Just floating this back to the top of your inbox.

Do you have any thoughts on the proposal below? Let me know if you have any questions.

Thanks,
[Your Name]

2. The Deadline Approaching

Use this when time is running out. It's direct but professional.

Subject: Checking in: [Project Name] deadline

Hi [Name],

I'm just checking in on the [document/approval] mentioned below.

As our deadline is coming up on [Date], I need your input by [Time/Date] to ensure we stay on track.

Thanks for your help!

Best,
[Your Name]

3. The "Value Add" Follow-up

The least annoying way to chase. You are offering help, not just asking for it.

Subject: Re: [Original Subject] + new info

Hi [Name],

Further to my email below, I also realized that [add a small piece of new, relevant info or confirm something].

I look forward to hearing your thoughts on the main proposal when you have a moment.

Best,
[Your Name]