Asking for Updates - Email & Chat (For Software Professionals)
Here's a breakdown of how to ask for updates, tailored for software professionals, with examples for both email and chat. Focus is on clarity, respect for time, and getting actionable information.
General Principles
- Be Specific: Don't just ask "Any updates?". State what you need an update on.
- Context is Key: Briefly remind the recipient what you're referring to. They're likely juggling multiple tasks.
- Respect Time: Keep it concise. Get to the point.
- State Your Need: Explain why you need the update. This helps prioritize.
- Offer Help (If Appropriate): "Let me know if there's anything I can do to help unblock you."
- Choose the Right Channel: Urgent requests are better suited for chat. Less time-sensitive, more detailed requests are better for email.
- Consider the Recipient's Role: Adjust your tone and level of technical detail accordingly. (e.g., talking to a PM vs. a developer).
Email Examples
1. Gentle Check-in (Non-Urgent)
Subject: Checking In: [Project Name] - [Specific Task/Feature]
Hi [Name],
Just wanted to quickly check in on the progress of [Specific Task/Feature, e.g., the user authentication module]. We're aiming to have this completed by [Date] to stay on track with the [Sprint/Milestone].
Could you provide a brief update on where things stand? No need for a detailed report, just a quick overview of progress and any potential roadblocks.
Thanks,
[Your Name]
2. More Direct (Approaching Deadline)
Subject: Update Request: [Project Name] - [Critical Bug/Task] - Deadline Approaching
Hi [Name],
Following up on [Specific Bug/Task, e.g., the performance issue with the API]. The deadline for resolution is [Date].
Could you please share an update on the investigation and estimated time to fix? This is impacting [Affected Area/Users].
Let me know if you're facing any challenges or if I can assist in any way.
Thanks,
[Your Name]
3. Requesting a Status Report (More Formal)
Subject: Status Update Request: [Project Name] - [Component/Area]
Hi [Name],
Could you please provide a status update on [Component/Area, e.g., the database migration]? I'm preparing a report for [Stakeholders/Meeting] on [Date].
Specifically, I'm interested in:
* Current progress against the plan
* Any risks or issues encountered
* Estimated completion date
Please let me know if a brief meeting would be helpful to discuss this further.
Thanks,
[Your Name]
Chat Examples (Slack, Teams, etc.)
1. Quick Check-in (Informal)
Hey [Name], quick check on the [Task/Feature, e.g., API integration]. How's it going? Just need a rough idea of progress for a planning meeting.
2. Addressing a Blocked Task
Hi [Name], just checking in on [Task, e.g., the deployment script]. Are you still blocked on [Dependency/Issue]? Let me know if I can help with anything.
3. Urgent Issue - Seeking Immediate Update
@[Name] - Urgent: We're seeing reports of [Issue, e.g., errors on the login page]. Can you give me a quick update on what you're seeing and if a fix is in progress? Impact is [Severity, e.g., widespread user impact].
4. Following up on a previous request (Chat)
Hey [Name], just circling back on my earlier question about [Task/Feature]. Any updates when you have a moment?
Phrases to Use (Mix & Match)
- "Just checking in on..."
- "Could you provide a quick update on..."
- "What's the current status of..."
- "Are there any roadblocks I should be aware of?"
- "Do you anticipate any delays?"
- "Let me know if you need anything from my end."
- "Happy to help if you're stuck."
- "Just wanted to get a sense of where things stand."
- "Following up on..."
- "Circling back on..."
Things to Avoid
- Demanding Tone: Avoid phrases like "I need this ASAP!" unless it's a genuine emergency.
- Vague Requests: "Any updates?" is unhelpful.
- Excessive Follow-Ups: Give the recipient reasonable time to respond before following up.
- Blaming: Focus on the issue, not on who is responsible.
- Ignoring Context: Don't assume the recipient remembers everything.