“Thank you for reaching out”: how to say it politely

Say this instead

1. 01

   Thanks for your note about the revised timeline. I'll go through the details and send you a proper reply by Thursday.

   Client · Email

   Fits a detailed client email, since it names the topic and gives a day for your full reply.

   Use for my message
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2. 02

   Hi Camila, thanks for your message. We're checking your order now and will reply by this afternoon.

   Customer · SMS

   Helps when a customer texts and you need a little time to check before answering.

   Use for my message
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3. 03

   Thanks for flagging this. I'll update you by 4 pm once I've checked the numbers.

   Boss · Chat

   Suits a quick reply to a manager because it acknowledges the issue and promises an update at a set time.

   Use for my message
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4. 04

   Thanks for the heads-up, that's useful. I'll take a look after my 2 pm call.

   Coworker · Chat

   Good for a casual note from a teammate when you can't act on it right away.

   Use for my message
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5. 05

   Hi Eoin, I saw your text. I'm in a meeting until 3, so I'll call you straight after.

   Client · SMS

   Handy when you can't talk now, since it gives the reason and says when you'll call.

   Use for my message
   Copy
6. 06

   Thanks for getting in touch about the role. Could you send the job description and salary range before we arrange a call?

   Recruiter / HR · Email

   Useful with a recruiter when you want details first, because it replies politely and asks for what you need.

   Use for my message
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7. 07

   Thanks for raising this. I want to understand it properly, so can we talk for 15 minutes tomorrow?

   Someone you manage · Chat

   Right for a team member who raises a concern, as it shows you take it seriously and proposes a next step.

   Use for my message
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8. 08

   Thank you for telling us about the delay with your order. I'm looking into it now and will write again once I know what happened.

   Customer · Email

   Best for a complaint you can't answer yet, since it names the problem and says what comes next.

   Use for my message
   Copy

Examples

What to avoid

• Opening every reply with the same stock line is a habit to drop, so start with what the person actually said.
• Vague promises like “will get back to you” need a rough time attached or they leave people waiting.
• Stacked thanks, such as “thanks so much for kindly reaching out”, read as padding when one thank-you would do.
• Thanking someone for reaching out and then ignoring their actual request leaves them wondering if you read it.

Related phrases

• Alternatives to “we were wondering” at work→
• A kinder way to say “approved”→
• “Completed”: how to say it politely→
• Saying “don't worry” at work→
• “I'll look into it”: how to say it politely→
• Alternatives to “I don't want to talk” at work→