There are many ways to tell someone that you are waiting for their reply, want to talk to them, or express your expectations for something. The following is a summary of commonly used sentences in courtesy, answering your question How Do You Say Politely I am Waiting for Your Reply?
Using “Look forward”
“I’m looking forward to hearing from you” or “I look forward to hearing from you” is the most regular and common phrase to let others know that you are waiting for a reply.
You can use this form if you write a note to a friend, family member, or colleague that you still keep in touch with. If you are sincere and genuinely eager to hear from them about the updated information and situation in their lives, this sentence will convey familiarity and warm sentiment.
However, the use or not depends on the context and purpose of the letter.
- It was friendly, familiar, and polite.
- It allows the recipient to know that you are hoping for a response.
- It will convey real affection in the context of writing to relatives, friends, and colleagues politely.
- It’s a bit canned, and it’s too general to set the context where you’re looking forward to immediate feedback or exchange work with colleagues and bosses.
- It puts you in a passive position, unable to move forward until you hear from others.
Small tip: Which one is a better choice? “I look forward to hearing from you,” or “I’m looking forward to hearing from you.”
Both are nice and correct; however, grammatically, one of them uses more active language. “Am looking” is a weaker sentence, requiring an auxiliary word (helper), (am), to make sense. “I look forward” is the better choice.
To find out how you should respond to a “Looking forward to it” check out this post.
Another phrase you can use is “Looking forward to your response/email/reply”. Typically, this phrase appears at the end of your message. If you reach someone for the first time, whether they expect you or not, this is a polite phrase.
Ending your email with this phrase means you can ask questions or send your email recipients some valuable information. Instead of writing, “I’m looking forward to hearing from you” which passively communicates substantial expectations of response, you just need to inform the receiver that you expect some form of response from them.
The expression is highly optimistic, it helps to give us a first impression and to demonstrate your behavior. Around the same time, closing your email with this paragraph, lets people know you appreciate what they’re saying to you.
I provide Facebook advertising services for local businesses. I see you are new in town and would like to provide you with a 25% local discount off of your first year with my agency. I hope we can work together in the future.
Looking forward to your response soon.
“I appreciate any information you may have”
This sentence is also a respectful way of signaling that the receiver wants more detail. If you don’t press the receiver will have any valuable details that you need.
Instead, you let them know you very much appreciate the knowledge that they can give you. And that shows your appreciation for those who participate.
This sign-off is a perfect way for recipients to feel welcome, without placing any pressure on them to participate. In this way, you also accept their sense of experience, as well as recognize that not all the answers are available.
This sentence is suitable when you are emailing a colleague to discuss work, or with a team member running the project. This is also suitable in case you are the leader of the group and want to talk with members, or in the role of a boss, or manager email for employees.
You can also use this when you email a reply to the service advisor you are using.
- It helps to build a sense of equal treatment between the sender and the recipient.
- They may not respond because they feel they do not have any information that is right for them.
“I’ve searched the website, as well as Google Earth and Google Maps, and couldn’t find any Rabbit location information. I’m not sure if I just looked at the wrong location, or closed the branch. I know you do not know your own answer, but I hope you can give me the way. I appreciate any information you may have.”
“I appreciate your quick response”
You can use this phrase when you want the answer as quickly as possible, but you have no time limit. It gives the recipient a little more nudge.
This is yet another closing that in the wrong context may sound pushy. If your email has a generally positive tone, then this sign-off seems positive. It could look more like a stern warning in a more business-like setting:
“I expect a reply.“
It shows that you’re serious about a response without being intimidated or intimidated. However, you should drop it for ending the email with why their quick response is important. For example:
“I appreciate your quick response on this matter because our legal team is waiting on an answer before drawing up the contract details.”
Use a call-to-action
This is necessary in case you need to specifically reply-email, such as sending documents or feedback, reports, etc. from the recipient. It also means “I’m waiting for your reply,” but more specifically.
However, if you don’t know how to do it, you can make yourself look rude and aggressive, even severe. Here are some sample statements that express a desire to respond politely:
Please could you send me / Could you send me …, please?
Or, would you please send me your feedback by [Time]
Could you …
Remind your recipient to take a specific action with time, and location (if applicable). Here are some examples:
“I plan to hand off this report to my financial team by Friday. Please could you send me your feedback by Thursday?”
“Would you like me to send you our research when it’s completed?”
It takes the guesswork out of your timetable to give your prospects a time limit to follow. You eliminated the inclination of your prospect to send an email later, or say, “I’m going to get to that next week”. Instead, you mentioned your goals upfront and gave them a clear target to achieve.
If your deadlines are flexible, you can add: “Does this timeline meet your expectations?”
That allows your prospect to step back if more time is needed. But make sure there is still a deadline. When your prospect responds, “I think I’ll just need a few more days,” reply, “Not a problem. Let’s push the deadline to next Wednesday.” You’ve given them the flexibility they need while keeping to a firm goal date.
In general, people tend to feel content in helping others. Turn this reality to your advantage. This approach is beneficial in the sales process when you determine the decision-maker
To better understand this explanation, please see the following two contents of the email:
“I would like to discuss the proposal with the technology team, but I’m not sure who to reach out. Could you help me?
“Are you in charge of the company’s technology department?”
Of course, the first email is far more persuasive than the second.
“Always happy to hear from you / Always happy to see your reply soon.”
This is also a sign-off that is polite, friendly, and open, creating a positive atmosphere. I encourage you to use this phrase when sending letters to relatives and friends, and close relationships.
It should not be used in a formal context or working environment.
Using the phrase “I expect to hear from you soon.”
Saying “I expect to hear from you soon” demonstrates a touch of solicitude: because it is. You’re likely to find yourself using this as a sign-off last resort when you’re sure the receiver will probably not respond at all.
This statement is rather respectful, being used with the suggestion that you want the receiver to address you. You may have sent emails or follow-up messages but you have not got a reply.
By asking for their help you will drive them in the right direction. Saying “I expect to hear you early/ I expect to hear from you soon” means you’re probably disappointed if you don’t get the answer and it’s the person who didn’t return your correspondence.
- Be courteous, and friendly; let them know you expect a response.
- Somewhat passive in case someone regularly ignores your messages.
just follow the email I sent you last week about next month’s email. Please check the information on my previous emails or let me know if you want to resend them.
I expect to hear from you soon.”
Use the phrase “Please respond at your earliest convenience.”
It is one of the most friendly ways of signing a message that you need an answer to. By so signing off your message, you reduce any sense of urgency or pressure on the recipient to respond to your email quickly.
You’re letting them know that you’re going to let the conversation go on at their own pace while not denying that you’re looking forward to their response.
This is best used if you don’t wait for some time-sensitive details, but then want to leave the rest of the conversation to your correspondent in their own time to answer in their own time.
- Courtesy and friendliness, remove any burden on the recipient.
- It is likely to increase the time between responses because you’ve allowed the receiver to respond when it’s most convenient for them.
“We ‘re thinking of holding a Meeting Event for our company. Do you think the location would have a big enough room for 10,000 people? Please respond at your earliest convenience.”
Using the phrase “Patiently awaiting your response”
In very hierarchical organizations, for example, this can be helpful.
However, keep in mind that this wording always sends a message of submission, which can lead to your request not being processed as quickly as possible.
Use this formulation only when you do not need a prompt response to move forward with your tasks.
- Expresses politeness in formal emails, as you don’t seem pushy.
- Can be an effective business communication in formal hierarchies.
- Respects the recipient’s time.
- It shows that the sender is willing to wait.
- Often perceived as passive and may cause the recipient to delay responding.
- Not suitable when an immediate response is needed.
- Makes the sender appear less results-oriented.
“I wanted to inquire about the status of the project plan for project XYZ and am patiently awaiting your response.”
The above examples will help you let other people know that you are waiting for their response. In case you want to tell other people to be patient, here is a guide on how to politely ask someone to wait.
Katie Holmes is a senior author at everyday-courtesy.com with over 15 years of experience in marketing and psychology. As a freelance consultant, she also supports companies and executives in overcoming communication challenges. Katie is a passionate digital nomad working on her first book on the art of communication.