Why “Just Checking In” Emails Make My Eye Twitch

The dreaded "Just checking in"! email. You know the one. It lands in your inbox like a pebble thrown into a still pond, creating ripples of frustration. These emails are well-meaning, of course, but they can make my eye twitch every time I see them.

Picture this: you’re deep in the trenches of a busy workday. Your to-do list is long enough to rival War and Peace, your phone is pinging with messages, and your coffee is dangerously close to turning cold. Suddenly, an email pops up. "Hi [Your Name], just checking in"!

Your first thought? If I had an update, you’d have it already.

Don’t get me wrong. I understand the good intentions behind these emails. They’re meant to nudge, to prompt action, or to show interest. But the problem is, they often do the exact opposite. They clutter inboxes, interrupt workflows, and create a sense of pressure without offering anything actionable in return.

The Problem with "Just Checking In"

Let’s face it: "Just checking in" is as vague as it gets. It doesn’t tell the recipient what you need, why you’re writing, or what you’re hoping to accomplish. And as a new or aspiring manager, these are exactly the kinds of communication habits you want to avoid.

In my years of managing people and leading teams, I’ve learned that unclear communication is one of the fastest ways to derail progress. Whether you’re following up with a colleague, chasing a client, or checking in on a team member, clarity is your best friend.

Here’s an example to illustrate my point:

I once had a team member who was brilliant at her job but struggled with follow-ups. She’d send emails like, "Hi, just checking in on this. Let me know". The problem? The recipient often didn’t know what to let her know about. Was she asking for a status update? Did she need help? Was there a deadline looming?

After some coaching, we reworked her approach. Instead of “just checking in,” she started using emails like this: “Hi [Name], I wanted to follow up on [specific project]. I’m looking to finalise this by [deadline], but I need your input on [specific detail]. Let me know if there’s anything I can do to help move things along”.

The difference was night and day. Her emails got faster responses, and her projects moved forward with far less back-and-forth.

Email Etiquette Made Simple

If you’re guilty of sending “just checking in” emails, don’t worry - you’re not alone. But it’s time to kick the habit and replace it with something better. Here’s a quick formula you can use:

1. State the Purpose: Why are you writing? Be upfront about what you’re following up on.
2. Be Specific: Mention the project, task, or topic. Vague emails often end up ignored.
3. Offer Support: Show you’re invested in progress. Ask if the recipient needs anything from you to move forward.

For example: “Hi [Name], I wanted to check on the status of [specific task]. I’m aiming to complete [related goal] by [deadline], and I’d like to know if you need anything from me to help wrap this up”.

It’s clear, it’s professional, and - most importantly - it’s actionable.

Why This Matters for New Managers

As a manager, your communication sets the tone for your team. If you’re vague and unclear, your team will struggle to understand your expectations. But if you’re precise and purposeful, you’ll inspire the same in them.

Think about it: Would you rather your team members come to you with a “just checking in” on their projects, or would you prefer a detailed update with specific questions or requests? The same principle applies to your own communications.

Take Action Now

If you’re ready to up your email game - and trust me, you are - I’ve got just the thing for you. My self-study training programmes (like the Email Etiquette Training Program)are designed to help you develop the skills you need to thrive as a new manager.

The courses are packed with actionable tips, real-world examples, and plenty of activities to keep you engaged. You’ll learn how to communicate effectively, manage your time, and lead with confidence. And yes, there are loads of handouts to help you build a training and development folder you’ll actually want to use.

So, the next time you’re tempted to send a “just checking in” email, stop yourself. Remember what you’ve learned here and take action. Better communication starts with you, and the benefits - for your team, your projects, and your sanity - are worth every effort.

Are you ready to say goodbye to vague emails and hello to clear, actionable communication? Sign up for my self-study programmes today and take the first step towards becoming the manager you aspire to be.

You’ve got this. Now, let’s get to work.