how to say i will get back to you politely

2 min read 17-01-2025

how to say i will get back to you politely

Responding to inquiries promptly is crucial for maintaining professional relationships and building trust. However, sometimes you need more time to gather information or make a thoughtful response. This guide provides various ways to politely inform someone you'll get back to them, ensuring you maintain a positive impression.

Why a Polite Response Matters

A simple "I'll get back to you" can sometimes feel curt or dismissive. Adding a touch of politeness goes a long way in showing respect for the other person's time and query. It builds rapport and strengthens your professional image. Your choice of words can significantly impact how your message is received.

How to Say "I'll Get Back to You" in Different Situations

Here are several ways to politely let someone know you'll respond later, tailored to different contexts:

1. The Quick & Simple Response

"I'll get back to you by [time/date]." This provides a concrete timeframe, managing expectations and demonstrating consideration.
"Thanks for reaching out! I'll get back to you shortly." Adding "Thanks for reaching out!" shows appreciation. "Shortly" is less precise than a specific time, but works well for quick responses.
"I'll respond to your email/message as soon as possible." This general option is suitable for most situations. Remember to actually follow through as soon as possible!

2. When You Need More Time

"I'm looking into this now and will get back to you by [time/date]." This shows proactive action and sets a realistic expectation.
"This requires a bit more investigation. I'll aim to have an answer for you by [time/date]." This is transparent and honest about the time commitment.
"I'll need some time to gather the necessary information. I anticipate getting back to you within [timeframe]." This explains the delay and provides a timeframe.

3. When Dealing with Complex Issues

"This is a complex issue that requires careful consideration. I'll be in touch within [timeframe] to discuss further." This sets appropriate expectations for a more involved response.
"Thank you for your patience. I'll need to consult with [person/team] before I can provide a comprehensive response. I expect to get back to you by [time/date]." This clarifies the process and gives a realistic timeline.

4. Email Specific Phrases

In emails, adding a closing statement further enhances politeness. Consider using phrases such as:

"Thank you for your patience and understanding."
"I appreciate your understanding."
"I look forward to speaking with you soon."

What Not to Say (and Why)

Avoid vague or dismissive responses like:

"I'll get back to you." (Too impersonal and lacks a timeframe)
"Later." (Extremely unprofessional)
"Soon." (Too vague and lacks commitment)

These responses can leave the other person feeling ignored or unimportant.

Following Up

If the timeframe you provided passes and you haven't yet responded, it's crucial to follow up. A brief message apologizing for the delay and providing an updated timeline is vital to maintain professionalism.

Conclusion

Saying "I'll get back to you" politely involves choosing your words carefully based on the context. By offering a specific timeframe, explaining any delays, and adding a touch of personal consideration, you can maintain positive relationships and demonstrate professionalism in all your communications. Remember, prompt and polite responses are key to building trust and success.