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

When you need to check on a previous message, request, or conversation, the phrase “I am following up” is clear but can feel stiff or overly corporate depending on the situation. The direct answer is that you should choose a formal version for professional emails to clients, managers, or people you do not know well, and a casual version for colleagues, friends, or relaxed written exchanges. This guide gives you the exact phrases, explains when each works best, and helps you avoid sounding pushy or too distant.

Quick Answer: Which Phrase Should You Use?

• Formal (email to a client or senior colleague): “I am writing to follow up on our previous conversation.” or “May I kindly check on the status of…”
• Casual (message to a teammate or friend): “Just checking in on this.” or “Any update on that thing we discussed?”
• Neutral (works for most situations): “I wanted to circle back on this.” or “Following up on my last email.”

Understanding Formal vs Casual Tone

The phrase “I am following up” is grammatically correct, but the tone depends entirely on the words around it. Formal language uses full sentences, polite qualifiers (kindly, please, I would appreciate), and avoids contractions. Casual language is shorter, uses contractions, and often includes friendly words like “just” or “quick.” The context also matters: a formal follow-up is usually for a written email about a deadline, proposal, or request. A casual follow-up works for a quick chat message, a phone call, or a note to someone you talk to daily.

Formal Follow-Up Phrases

Use these when you need to be respectful, clear, and professional. They are best for emails to external contacts, senior managers, or formal written communication.

• “I am writing to follow up on the proposal we discussed last week.”
• “May I kindly check on the status of the report?”
• “I would appreciate an update regarding the project timeline.”
• “This is a gentle reminder about the pending approval.”
• “I wanted to touch base regarding the next steps.”

Casual Follow-Up Phrases

Use these when you have an existing friendly relationship, or the communication channel is informal (chat, text, quick email).

• “Just checking in on this.”
• “Any update on that?”
• “Hey, following up on my last message.”
• “Quick check – any news on this?”
• “Circling back on this real quick.”

Comparison Table: Formal vs Casual

Natural Examples

Here are real-life examples showing how the same follow-up idea changes based on tone.

Formal Email Example

Subject: Follow-up on Marketing Proposal
Dear Ms. Chen,
I am writing to follow up on the marketing proposal I sent on Tuesday. I would appreciate an update at your earliest convenience. Please let me know if you need any further information.
Best regards,
James

Casual Email Example

Subject: Quick check on the proposal
Hi Sarah,
Just checking in on the proposal I sent earlier. Any thoughts?
Thanks,
James

Casual Chat Message Example

“Hey, following up on that spreadsheet. Did you get a chance to look?”

Formal Chat Message Example (rare but possible)

“Good morning, I am following up on the spreadsheet we discussed yesterday. Kindly let me know when you have reviewed it.”

Common Mistakes

1. Using “I am following up” too many times. If you say it in every email, it sounds repetitive. Mix it with “I wanted to check,” “Just circling back,” or “Any update?”
2. Being too casual with a new contact. Starting with “Hey, any update?” to a client you have never met can seem rude. Always start formal and adjust based on their reply.
3. Forgetting to include context. “I am following up” alone is vague. Always mention what you are following up about: “following up on the invoice,” “following up on our call,” etc.
4. Using “kindly” incorrectly. “Kindly” is formal but can sound old-fashioned in some workplaces. Use “please” or “I would appreciate” instead if you are unsure.

Better Alternatives and When to Use Them

For Formal Emails

• “I am writing to follow up on…” – Use when you need a clear, professional opening.
• “May I kindly check on…” – Use when you want to be extra polite, especially with a senior person.
• “I would appreciate an update regarding…” – Use when you need a response but want to sound respectful.
• “This is a gentle reminder about…” – Use for deadlines or overdue tasks.

For Casual Messages

• “Just checking in on this.” – Use for a friendly, low-pressure nudge.
• “Any update on that?” – Use for a quick, direct question.
• “Circling back on this.” – Use when you have discussed it before and want to reconnect.
• “Quick check – any news?” – Use for a very short message.

Mini Practice Section

Choose the best phrase for each situation. Answers are below.

1. You need to email a new client about a proposal you sent three days ago. What do you write?
   a) “Hey, any update on that proposal?”
   b) “I am writing to follow up on the proposal I sent on Monday.”
   c) “Got that proposal yet?”
2. You are messaging a close colleague about a shared task. What is natural?
   a) “I would appreciate an update regarding the task.”
   b) “Just checking in on the task – any progress?”
   c) “This is a gentle reminder about the task.”
3. You need to remind your manager about a document they promised. What is appropriate?
   a) “May I kindly check on the status of the document?”
   b) “Where is that document?”
   c) “Hey, document?”
4. You are following up on a casual conversation with a friend about weekend plans. What works best?
   a) “I am writing to follow up on our weekend discussion.”
   b) “Any update on the weekend plans?”
   c) “I would appreciate an update regarding the weekend.”

Answers: 1-b, 2-b, 3-a, 4-b

Frequently Asked Questions

1. Can I use “I am following up” in a text message?

Yes, but it can sound too formal for a text. Use “Just checking in” or “Any update?” instead for a more natural tone.

2. Is “I am following up” rude?

No, it is not rude. However, if you use it without a polite opener or context, it can feel abrupt. Always add “please” or “kindly” in formal settings.

3. What is the difference between “follow up” and “circle back”?

“Follow up” is more direct and common. “Circle back” is a business buzzword that means to revisit a topic later. Both are fine, but “follow up” is clearer for learners.

4. Should I use “I am following up” or “I am checking in”?

“I am following up” is more formal and implies you have already discussed something. “I am checking in” is slightly softer and can be used for general updates. Choose based on your relationship and the situation.

For more help with polite everyday phrases, visit our Polite Everyday Phrases section. If you need professional email alternatives, check Professional Email Alternatives. For workplace speaking, see Workplace Speaking Phrases. And for more comparisons like this one, explore Formal and Casual Versions. Learn more about our approach on our About Us page.