What to Say Instead of “Per My Last Email”

Few phrases sound more passive-aggressive at work than “Per my last email.” You probably mean “just a reminder,” but what many people hear is “you clearly didn’t read what I wrote.” Polishing the way you follow up by email can protect relationships, reduce conflict, and make it more likely you actually get a response.

This guide walks through practical, respectful alternatives to that dreaded phrase, plus examples, templates, and a quick-reference table you can adapt to your own tone and workplace culture.

Why “Per My Last Email” Often Backfires

The words themselves are technically neutral, but tone in email is easy to misread. Research on workplace communication shows that short, ambiguous digital messages are especially likely to be interpreted as negative, even when the sender intended a neutral or positive tone. That means any phrase that can sound like a scolding is risky.

• Implied blame: It highlights that the other person missed something, instead of focusing on what needs to happen next.
• Defensive posture: It suggests you are mainly concerned with proving you already did your part.
• Unclear ask: It usually repeats history instead of stating clearly what you need now.

Replacing it with language that focuses on clarity, next steps, and collaboration makes you sound more solution-oriented and easier to work with.

Principles of a Great Follow-Up Email

Before swapping in new phrases, it helps to understand what makes follow-ups effective in general. Good follow-up emails typically:

• State the purpose of the email in one sentence.
• Anchor to context (previous email, meeting, or request) without assigning blame.
• Offer a clear call to action—what you need and by when.
• Keep it brief so it can be answered quickly.
• Use a respectful tone, assuming positive intent (e.g., “in case this slipped your radar”).

Career services and sales communication guides emphasize that follow-ups should be specific, concise, and polite, with a clear subject line and a direct request.

Polite Phrases to Use Instead of “Per My Last Email”

Here are practical alternatives you can plug into different situations, from light reminders to urgent nudges. Mix and match language to fit your own style and your relationship with the recipient.

1. Gentle Reminders When Deadlines Are Flexible

Use these when you are checking in for the first time and there is no immediate emergency.

• “Just circling back on the note I sent on [date] about [topic].”
• “When you have a moment, could you take a look at my email from [date] regarding [topic]?”
• “I wanted to follow up on my earlier message in case it got buried in your inbox.”

These phrases assume the best—that the message was missed, not ignored—and explicitly mention the date and topic to jog memory.

2. Clear References When Details Matter

When it is important to point back to a specific document or decision without sounding accusatory, try:

• “To recap my email from [date], we had discussed [key point].”
• “As mentioned in my previous note, the main items are [bullet list].”
• “For convenience, I am reattaching [file name] that outlines [brief description].”

Framing it as a recap or for convenience signals you are trying to make things easier, not building a case against anyone.

3. Time-Sensitive Follow-Ups

Use more direct language if a deadline is close or the project is blocked. Guides on professional follow-ups recommend being honest about urgency while keeping the tone courteous.

• “Because we’re aiming for [deadline], I wanted to check whether you’ve had a chance to review [item].”
• “This is a quick reminder that we’ll need your input on [topic] by [date] to stay on track.”
• “If you are able to share an update on [topic] today, it will help us move forward with [next step].”

Note how each example links the request to a shared goal (“stay on track,” “move forward”), not just your personal preference.

4. When You Suspect Your Email Was Overlooked

If you are fairly sure your original message was not seen, naming that explicitly can lower defensiveness.

• “In case my earlier message didn’t reach you, I’m resending the key information below.”
• “Recognizing how busy your inbox must be, I wanted to resend this note about [topic].”
• “You may have already seen this, but I’m following up here so it doesn’t get lost.”

These phrases communicate empathy—acknowledging heavy workloads and crowded inboxes—which can improve cooperation.

5. Escalating Firmly Without Sounding Rude

Sometimes you have already followed up politely and now need to be more direct while staying professional.

• “I wanted to check in again, as we’re still waiting on your decision about [topic].”
• “Since I haven’t heard back, could you confirm whether you’re the right person to speak with about this?”
• “If it’s easier, I’m happy to connect briefly by phone to clarify any questions before you decide.”

Offering an alternative (like a call or a quick chat) shows you are trying to solve the problem, not simply chase an email.

Sample Follow-Up Email Templates

Below are short templates you can adapt for common scenarios. Keep them under a few short paragraphs so they are easy to answer quickly.

Template A: Internal Project Reminder

Subject: Quick follow-up on [project/task name]

Hi [Name],

I hope things are going well. I wanted to follow up on the email I sent on [date] about [brief topic]. For convenience, I’ve summarized the key points below:

• [Point 1]
• [Point 2]

Could you let me know your thoughts or approvals by [date] so we can stay aligned with the [project/launch] timeline?

Thanks in advance,
[Your name]

Template B: Manager Check-In on Outstanding Feedback

Subject: Reminder: Your feedback on [item]

Hi [Name],

Just a brief reminder about the [document/report] I shared on [date]. Your feedback on [specific aspect] will help us finalize things and move forward.

If you prefer a short discussion instead of email comments, I am glad to jump on a quick call—whatever is easiest.

Thank you,
[Your name]

Template C: External Partner or Client Follow-Up

Subject: Following up on [proposal / request]

Hi [Name],

Thank you again for taking the time to review the information I sent over about [topic] last week. I’m checking in to see if you have any questions or if there is anything else you need from me at this stage.

Our next step would be [brief next step], and it would be helpful to know your decision by [date] so we can plan accordingly.

Looking forward to hearing from you,
[Your name]

Quick Reference: Swap This for That

Use this table as a shorthand guide when you are tempted to type “per my last email.”

Best Practices Beyond the Wording

Even the most tactful phrasing cannot fix a poorly timed or unclear email. Research and professional guidelines on follow-ups highlight a few broader best practices.

1. Time Your Follow-Ups Thoughtfully

• For internal matters, many career services offices recommend following up within 24–48 hours after an important interaction to keep context fresh.
• For cold outreach or external clients, communication studies suggest waiting several days before the first follow-up, then spacing additional messages at least a few days apart to avoid annoyance.
• Avoid stacking multiple follow-ups in a short period unless the situation is truly urgent and time-bound.

2. Limit the Number of Follow-Ups

Sales and client-communication research consistently shows diminishing returns after a small number of attempts. While the exact number depends on context and relationship:

• For everyday work tasks, one or two follow-ups are usually reasonable.
• For high-stakes deals or job opportunities, you might send two to three well-spaced messages before stepping back.

If there is still no response, consider changing the channel—such as a quick call, instant message, or asking a mutual colleague whether the person is out of office—rather than escalating the tone of your emails.

3. Make It Easy to Respond

People are more likely to answer when your email makes the decision simple and low effort.

• Ask a specific question instead of a vague “thoughts?”
• Offer clear options (e.g., “Would Tuesday or Wednesday work better for a 15-minute check-in?”).
• Put the main question early in the email so it is visible even in preview panes.
• Keep attachments and links easy to find, and briefly explain what each is for.

4. Default to Respect and Empathy

Assuming good intent can protect your professional relationships. Many delays are caused by workload, competing priorities, or unclear ownership—not bad faith. Emotion research suggests that written messages are often read as more negative than intended because they lack nonverbal cues. Choosing kinder phrases can counter that bias.

• Avoid language that sounds like keeping score (“as I already said,” “as you should know”).
• Emphasize shared goals (“so we can stay on schedule,” “so the team has what it needs”).
• Thank people for their time, context, or clarification—even when you are frustrated.

Frequently Asked Questions (FAQs)

Q1: Is it ever acceptable to write “per my last email”?

It is not inherently wrong, but it is often risky because many readers interpret it as irritated or condescending. Choosing more neutral phrases like “to follow up on my email from [date]” or “to recap my earlier note” communicates the same information with less chance of sounding upset.

Q2: How long should I wait before sending a follow-up?

For internal colleagues, 24–48 hours after a time-sensitive request is common. For external contacts, several days is more typical, and some outreach guides recommend waiting 3–7 days before the first follow-up, then spacing later messages at least a few days apart to avoid inbox fatigue.

Q3: What if I still do not get a response after multiple follow-ups?

If two or three polite follow-ups have gone unanswered, consider changing your approach: try a different communication channel, ask if someone else is the correct contact, or speak with your manager about how important the request is and whether escalation is appropriate.

Q4: How can I sound professional but not overly formal?

Use clear, everyday language, keep sentences short, and avoid legalistic or overly stiff phrases. For example, “I wanted to check in on…” or “Could you please let me know…” generally feels more natural than “Herein I am writing to inquire…”. Adjust your tone to match your workplace culture but err on the side of politeness in writing.

Q5: Should I reply in the same thread or start a new email?

For most follow-ups, replying in the same thread helps by keeping the history and attachments together, making it easier for the recipient to recall the context. A new email may be better if the subject has significantly changed or the original thread has become long and confusing.

Written by

Medha Deb

Medha Deb is an editor with a master's degree in Applied Linguistics from the University of Hyderabad. She believes that her qualification has helped her develop a deep understanding of language and its application in various contexts. Medha specializes in the areas of beauty, health, sports, and wellness and is committed to ensuring that the content on the website is…