Looking Forward to Hearing from You: How to Write Emails That Get Responses

Writing a great email is a must. Also, it doesn’t matter if you’re reaching out for work, asking a quick question, or just following up. And keep in mind that a bunch of people when writing them, use phrases like “Looking forward to hearing from you” to get a reply. Let’s be honest—most emails miss the mark at first. But the thing is… you shouldn’t worry, we’re here to help!

In this note, we are going to get into some simple tips to help you write emails that people want to read and reply!

Ready to learn? Let’s go!

Why “looking forward to hearing from you” emails works

When writing professional emails, “looking forward to hearing from you” is a common phrase many people use. 

Honestly, it might seem like a simple sign-off, but it actually carries a lot of weight and works well with recipients. 

Let’s see why this phrase is so effective and how it helps with successful communication.

1. It sets a positive tone

The phrase shows positivity and excitement, which can leave a strong impression. Plus, it suggests you’re eager to keep talking or working together, making things feel welcoming. 

As a result, this good vibe encourages the recipient to respond.

2. Encourages a response

By showing anticipation, this closing gently nudges the recipient to respond. 

It’s polite but still gets the message across without feeling pushy. Plus, people are more likely to reply when they feel welcomed instead of pressured.

3. Personalizes the interaction

Using this phrase makes your email feel warmer and more human. It balances formality with friendliness, helping you build a connection with the recipient and avoid sounding robotic.

4. Keeps it formal

Remember that “Looking forward to hearing from you” is a bit casual but still professional. Adding to that, it’s great for formal or semi-formal emails, and it doesn’t matter who you’re writing. It could be your boss or your colleague. 

How to use “looking forward to hearing from you” on your emails?

Okay, so ending an email can be a little tricky, right? You want to sound all professional, but not like a total robot. That’s why this phrase is such a classic. 

Actually, it works for almost any email. But remember, the thing is, you need to use it the right way. So, let’s break it down!

1. Match the context

To start, before adding this phrase, consider the nature of your message. For formal correspondence, such as job applications or client outreach, “looking forward to hearing from you” conveys politeness and professionalism. 

In more casual interactions, it can still work but might benefit from slight variations like “I’m eager to hear back from you.”

2. Place it strategically

This phrase works best as part of your closing line. To start, you have to put it just before your sign-off, following a brief summary or call to action. For example:

“In case you have questions, just send me a message. Also, I’m really looking forward to hearing from you! – [Your Name]”

This placement ensures it flows naturally and doesn’t feel forced.

3. Adjust the tone to suit your audience

Clearly, emails to colleagues, clients, or superiors might require a slightly different approach. As an example, if you’re addressing someone in a formal setting, stick to the full phrase. For a more casual exchange, variations like “Hope to hear from you soon” can keep things friendly yet professional.

4. Combine it with a Call to Action

To make your email more engaging, pair this phrase with a clear action step. For example:

“Please review the attached document at your earliest convenience. Looking forward to hearing your thoughts.”

Although this combination prompts a response, it also makes it clear what you expect next.

5. Use it sparingly

While “looking forward to hearing from you” is a fantastic phrase, overusing it can diminish its impact. Rotate it with alternatives such as:

• “I’m eager to hear your feedback.”
• “Hope to receive your input soon.”
• “I await your reply with interest.”

6. Avoid over-formality

Even in professional emails, this phrase shouldn’t feel stiff or overly rehearsed. Honestly, write as you would in your day to day. By this, keeping your tone close and respectful. 

Moreover, this makes your email more relatable and increases the chance of a positive response.

How to write emails that get responses?

It’s really hard to get your email read, let alone getting a reply. So, if you want them, you need a bit more.

So, try to keep your messages loud and clear.

Also, adding a personal touch and a clear CTA, can work wonders. So, let’s get in and see how you can write emails that people want to reply to.

Craft a clear subject line

In the first place, your impression matters and the subject line if that for your email. That’s what decides if people see the message or not. 

A clear and catchy subject line tells them what your email is about right away. Why does this matter? Well, a good subject line grabs attention and gives them a reason to open it. On the flip side, vague ones like “quick question” are easy to ignore, but specific ones make them curious.

Effective examples:

• “Meeting follow-up: Action items from Monday”
• “Exclusive offer: 20% off your next purchase”
• “Feedback needed: New project proposal draft”

Aim to make your subject line specific, relevant, and aligned with the email’s content.

Personalize the greeting

If you use generic opening like “Dear Sir…” or “To whom it may concern” maybe you shouldn’t. Since it can feel cold and distant. 

Instead, try using the person’s name. That’s because it adds a personal touch and shows you care. 

Why does this work? Well, personalizing your message helps create a connection. Plus, people are more likely to reply to emails that feel like they’re meant just for them.

Suggestions for different contexts:

• Formal: “Dear Dr. Smith,” or “Dear Mr. Johnson,”
• Informal: “Hi Mark,” or “Hey Taylor,”
• Professional yet friendly: “Good morning, Maria,” or “Hello, David,”

Remember to always choose a tone that matches the tone of your email!

Get to the point quickly

Trust us, nobody has time for long and nonsense emails. So, keeping them short shows you respect their time and gets straight to the point. 

But why does it matter? Well, a quick, clear opening tells them why you’re reaching out and keeps them hooked, so they’re less likely to just skip over it.

Concise opening examples:

• “I’m reaching out to discuss the updates on [specific project].”
• “I wanted to follow up on our conversation about [topic].”
• “I’m writing to request your input on [issue].”

Avoid lengthy introductions and focus on the purpose of your email from the start.

Use action-oriented language

Ultimately, the words you choose can influence how your recipient feels about replying. So, action-oriented language you can make the reader respond. But with overcomplicated phrases, you can make them get bored.

Why it works: Action words create urgency and encourage the recipient to take the next step. Instead of using vague statements, offer clear instructions or requests.

Examples of effective phrases:

• “Please share your feedback by Friday so we can proceed”
• “Could you confirm your availability for a meeting next week?”
• “Let me know if we can finalize this by tomorrow”

Overall, these phrases prompt action. Yet maintaining politeness, unlike “Looking forward to hearing from you,” which can feel passive and uninspiring.

Close with a clear Call-to-Action (CTA)

Equally, how you finish your email can totally change its effectiveness. For example, a clear, actionable, and polite closing can make the recipient knows exactly what to do next.

Why it matters: An actionable CTA eliminates guesswork. Instead of leaving the recipient wondering, you guide them toward the desired outcome.

Examples of vague vs. actionable CTAs:

• Vague: “Let me know what you think”
• Actionable: “Actually, could you provide your feedback on the attached document by Thursday?”
• Vague: “I hope to hear from you soon”
• Actionable: “Also, please reply with your preferred date for the meeting”

So, by being concise, you make it easier for the recipient to respond!

Examples of effective “looking forward to hearing from you” emails

Here are practical, ready-to-use email templates tailored for various scenarios. For instance, each incorporates clarity, personalization, and actionable requests to make your emails stand out and encourage responses.

Follow-up email template

Subject line: Follow-up on our conversation

Body:

Hey [Recipient’s Name],

I hope this email finds you doing great! I just wanted to follow up on the [specific meeting/event] we had on [date] where we chatted about [topic]. As we mentioned, I’ve attached [relevant document or information] for you to take a look at.

Do you mind to check it out and letting me know what you think by [specific date]? I’m really hoping we can get everything sorted and lined up for the next steps.

Overall, I’m looking forward to hearing from you soon! Meanwhile, feel free to reach out.

Best, 

[Your Name]

Networking email template

Subject line: Great connecting at [event name]

Body:

Hey [Recipient’s Name],

It was great meeting you at [event]! Also, the chat was amazing and you gave me awesome ideas. All in all, I’d really love to catch up.

So, how about a quick call or coffee next week?

In short, I’m looking forward to hearing from you!

Cheers,

[Your Name]

Inquiry email template

Subject line: Inquiry about [Service/Product]

Body:

Hello [Recipient’s Name],

To start, I hope you’re doing great! I saw your [service/product] and I’m really curious about how it could help with [specific need]. I’m especially interested in [specific detail or feature].

Would you mind sending me more info or let me know when’s a good time to chat?

To conclude, I can’t wait to hearing from you and your service!

Cheers,

[Your Name]

Proposal submission email template

Subject line: Submission of proposal for [Project Name]

Body:

Hello [Recipient’s Name],

I really hope you’re doing well! I’ve attached my proposal for [specific project]. 

Also, if you have any questions, feel free to ask. And by the way, you confirm you got it and let me know the next steps by [specific deadline]?

Honestly, I’m looking forward to hearing from you!

Best,

[Your Name]

Tips for customizing these templates

• Personalization: Add details that are specific to your relationship or context with the recipient.
• Clarity: Always state your purpose and include a clear call-to-action.
• Tone: Match your tone to the recipient and context—formal for professional emails, friendly for casual exchanges.

Arvin AI can help you write better “looking forward to hearing from you” emails: Are you ready to try it?

Making the perfect “looking forward to hearing from you” email can sometimes feel like a challenge. As an example, when you try to find the right tone, it can time and effort. But what if you had a tool that simplified the process?

Arvin AI, a powerful Chrome extension, is here to help. So, it’s okay if you need pre-designed templates. Or instead want to refine the emails you’ve already written; Arvin AI has you covered. 

Plus, its real-time translation feature can convert your email into multiple languages, helping you connect with a wider audience and ensuring your message reaches its mark.

Ready to elevate your email game and save time? Give Arvin AI a try today!

FAQs

When is okay to use “looking forward to hearing from you” in an email?

Actually, you can definitely employ this phrase when you’re expecting a reply—especially after making a request. In fact, it’s actually pretty common in formal or work emails.

Are there other ways to say “looking forward to hearing from you”?

Yes, there are a few variants to mix this phrase up, like:

• I look forward to your reply
• I’m eager to hear from you
• I await your response

How long should I wait for an email reply?

Honestly, this has to do a lot on the situation. In conclusion, we recommend you to wait around 3-7 days before following up.