Effective Waiting Email Sample: How to Write a Professional Email While Waiting for a Response

Are you tired of refreshing your email inbox every five minutes, hoping for a response from a potential employer or a client? We’ve all been there. Waiting for an email can be nerve-wracking, especially when it is crucial to your professional or personal life. But what if we told you that you don’t have to suffer in silence? We have compiled a list of waiting email samples that you can use as a template to communicate with the recipient. You can edit these samples to match your situation and make the waiting period a little less excruciating. In this article, we will share some expert tips on how to write waiting emails that are effective and courteous, ensuring that you get the response you need. So, sit tight and keep reading for some helpful tips and waiting email samples.

The Best Structure for a Waiting Email Sample

When it comes to waiting emails, structure plays a vital role in achieving your desired results. A waiting email is a message that you send to someone to follow up on a previous request or inquiry that you made to them. The objective of this type of email is to get the recipient to respond to your message within a certain period. Here is the best structure to follow when crafting a waiting email sample:

1. Greeting: Start by greeting the recipient in a polite and professional manner. This sets the tone for the rest of the email and shows that you respect their time and attention.

2. Reminder: In this section, remind the recipient of the previous message you sent, including the date and the context of the conversation. This serves as a reminder and helps them understand why you are following up with them.

3. Request: This is the most critical part of the email. Here, you should clearly state your request or ask for action from the recipient. Be specific about what you want them to do and provide any relevant details to help them understand your request.

4. Actionable Deadline: Set a deadline for the recipient to respond or take the desired action. This gives them a sense of urgency and helps them prioritize your request.

5. Gratitude: End the email by expressing gratitude for their time and attention. You can also offer help or support if needed.

By following this structure, you increase the chances of getting a response from the recipient. Remember to keep your email concise, to the point, and easy to read. Avoid using jargon or complex language that might confuse or intimidate the recipient. With this in mind, crafting a waiting email sample that achieves your objectives becomes achievable.

7 Sample Waiting Email Templates for Different Reasons

1. Job Application Status

Dear [Applicant Name],

Thank you for taking the time and effort to submit your application for the [Position] role. We appreciate your interest in our company and the skills and qualifications you have to offer.

We have received your application and are in the midst of reviewing it. The hiring process may take some time, but rest assured that we will be in touch with you as soon as possible to provide updates on your application status.

Please feel free to reach out to us should you have any further questions or concerns. We appreciate your patience and interest in joining our team.

Best regards,
[Your Name]
Human Resources

2. Service Request Update

Dear [Customer Name],

Thank you for reaching out to us regarding your [Service Request]. We understand that you are looking for updates on the status of your request, and we apologize for any inconvenience caused by the delay.

We want to assure you that our team is working diligently to resolve your issue as quickly as possible. Our team is currently investigating the issue and we will keep you informed about the progress and any updates that arise.

Thank you for your patience and trust in our company. We appreciate your business and will do our best to ensure your satisfaction.

Best regards,
[Your Name]
Customer Service

3. Scholarship Application Outcome

Dear [Applicant Name],

Thank you for your application to the [Scholarship Name] program. We commend you on your outstanding academic achievements and your passion in pursuing your chosen field of study.

We understand that you are eager to know the outcome of your application. Please be informed that our team is currently reviewing all applications and taking the necessary time in ensuring a thorough evaluation.

Rest assured that we will be in touch with you in due course to provide an update on your application status. We thank you for your patience and understanding throughout this process.

Best regards,
[Your Name]
Scholarship Committee

4. Sales Order Confirmation

Dear [Customer Name],

Thank you for your recent order with our company. We appreciate your business and look forward to fulfilling your order to your satisfaction.

We are pleased to confirm that we have received your order and your payment has been approved. Our team is working hard to process and pack your order for shipment, which will be sent out within the estimated delivery time frame.

We will send you a separate email with the tracking number and any further updates on the delivery status of your order. Thank you for your continued support and trust in our products and services.

Best regards,
[Your Name]
Sales Team

5. Event Invitation R.S.V.P

Dear [Invitation Recipient Name],

We are delighted to invite you to the [Event Name] that we are hosting on [Date] at [Location]. This event is a celebration of [Purpose/Raison d’ĂȘtre of the event] and we would be honored to have you join us for this special occasion.

Please let us know if you are able to attend the event by [R.S.V.P deadline]. We look forward to hearing from you and whether you can be a part of this celebration. In the meantime, if you have any queries or concerns, please do not hesitate to contact us.

We hope to see you there and share in this joyous occasion with you.

Best regards,
[Your Name]
Organizing Committee

6. Feedback on Service or Product

Dear [Customer Name],

Thank you for choosing our company for your [Service/Product] needs. We appreciate your business and look forward to delivering the best quality service to our valued customers.

We are constantly striving towards improving and providing the highest level of customer satisfaction possible. In this regard, we would like to invite you to share any feedback you may have about your recent [Service/Product] experience with us.

Your input is incredibly valuable to us and would help us in our continuous efforts towards enhancing our services and products. We welcome your feedback and appreciate your support.

Thank you and best regards,
[Your Name]
Feedback Team

7. Response to Leave Request

Dear [Employee Name],

Thank you for submitting your leave request for [Leave Type]. We appreciate your dedication and commitment to your work, and we understand the need for break or time off.

We have received your request and would like to inform you that it is currently under review. Once a decision has been made, we will notify you as soon as possible regarding the outcome of your request.

Please note that while we try to accommodate all leave requests, we may sometimes have to balance staff workload and staffing requirements. If you need any clarification or have further questions regarding your leave entitlement, please do not hesitate to contact us.

Thank you for your understanding and patience throughout this process.

Best regards,
[Your Name]
Human Resources

Tips for Managing Waiting Emails

Waiting for an email can be a frustrating experience, especially when you have urgent matters to attend to. However, there are strategies you can adopt to manage your waiting emails effectively. Below are some tips that can help you stay on top of your inbox and maintain your productivity:

1. Set Expectations Upfront

The best way to deal with waiting emails is to avoid them in the first place. When you are communicating with people, set expectations upfront about response times. You can do this by stating how long it usually takes you to respond to emails or by highlighting situations where you might not be able to respond quickly. By doing this, you’ll set expectations with others, and they’ll understand what to expect from you.

2. Use Email Tools

With so many emails coming in, it’s hard to keep track of everything. Luckily, there are email tools that can help you manage your inbox effectively. You can use apps like Boomerang that remind you to follow up on emails or send them at a later time. You can also use filters to prioritize emails from the most important people or clients. Moreover, unsubscribe from unimportant newsletters that fill up your inbox, so you get only relevant emails.

3. Have a Follow-Up System

When you’re waiting for an email or response, it’s essential to have a follow-up system. This involves setting reminders or alarms to follow up with people who haven’t responded after a reasonable period. You can also take advantage of tools like Trello or Asana to track conversations and set reminders to follow up with people. This will help you keep the conversation going and ensure you don’t miss important messages.

4. Be Mindful of Your Responses

Responding to emails that require you to wait can be tricky. It’s essential to be mindful of your response to avoid giving the wrong impression. For example, if an email is urgent, but you can’t respond right away, acknowledge the situation and let the person know when to expect a response. Also, if you need more time, be honest and set a realistic timeframe. Finally, remember that sometimes it’s better to communicate with someone on the phone or face-to-face, especially when you’re dealing with sensitive and urgent matters.


Waiting for an email can be a daunting experience that puts a dent in your productivity. However, by setting expectations upfront, using email tools, having a follow-up system, and being mindful of your responses, you can take control of your inbox and stay on top of waiting emails. Remember, the idea is not to wait for emails but rather to stay ahead of them.

Waiting Email FAQs

What does a waiting email mean?

A waiting email is a message sent to acknowledge receipt of a request or inquiry and to inform the sender that they should expect a reply within a specific time period.

How soon should I expect a response to my waiting email?

The time frame for a response to a waiting email depends on the policy of the recipient. They may specify the expected response time in their email auto-reply or on their website. However, most organizations respond within 24-48 hours.

What should I include in a waiting email?

A waiting email should include a polite acknowledgment of the request or inquiry, the expected response time, and any other relevant information for the sender.

Can I send a follow-up email if I don’t receive a response to my waiting email?

Yes, it is appropriate to send a friendly follow-up email if the expected response time has passed without a reply. However, be sure to give the recipient enough time to respond before following up.

Is it rude to send a waiting email?

No, it is not rude to send a waiting email. In fact, it is a common practice in business and communication to acknowledge receipt and set expectations for a response time.

What if I need a faster response than the expected response time in the waiting email?

If you need a faster response than the expected response time in the waiting email, you may consider sending a follow-up email with an urgent request or alternative contact information.

Should I include my contact information in a waiting email?

Yes, it is helpful to include your contact information in a waiting email to make it easier for the recipient to respond to your request or inquiry.

Can I use an out-of-office message as a waiting email?

An out-of-office message can serve as a waiting email if it includes the expected response time and a polite acknowledgement of the request or inquiry.

What if I receive a waiting email but don’t know the expected response time?

If you receive a waiting email but don’t know the expected response time, you may consider reaching out to the sender for clarification or giving them a reasonable amount of time to respond before following up.

Hope You Get That Email Soon!

Thanks for taking the time to read this waiting email sample. Waiting for an email can be tough, especially if it’s something important. Hopefully, these templates have helped you craft a polite and professional response. Remember, it’s okay to follow up on an email if you haven’t heard back after a few days. Just make sure to do it in a courteous and friendly way. Thanks again for reading and please come back to visit us soon!