“Looking forward to hearing from you” is a polite way to end an email—but when used too often, it can feel routine or overly formal. Strong alternatives like “Eager to hear your thoughts,” “Let me know what you think,” or “I’ll be waiting for your reply” can help you match tone and context more effectively.
Whether you’re writing to a colleague, client, or potential employer, the right closing phrase leaves a lasting impression. Below are versatile, professional, and friendly ways to replace “Looking forward to hearing from you”—each suited for different situations and levels of formality.
Table of Contents
- Introduction
- Definition and Explanation
- Structural Breakdown
- Types and Categories
- Examples
- Usage Rules
- Common Mistakes
- Practice Exercises
- Advanced Topics
- FAQ
- Conclusion
Definition and Explanation
The phrase “looking forward to hearing from you” is a closing remark used in written communication to express anticipation of a response from the recipient. It serves as a polite way to encourage a reply and indicates that the sender is awaiting further information or action from the other party. The phrase implies a sense of expectation and eagerness to continue the conversation or move forward with a particular matter. It falls under the category of conventional closings, which are standard phrases used to end letters or emails gracefully.
The primary function of this phrase is to maintain a positive and professional tone. It signals respect for the recipient and reinforces the sender’s interest in their input. Additionally, it subtly prompts the recipient to respond in a timely manner. Understanding the nuances of this phrase and its alternatives is crucial for effective communication in various professional and personal contexts.
The phrase is typically used in business correspondence, job applications, follow-up emails, and other situations where a response is expected. However, it’s important to note that its appropriateness can vary depending on the relationship between the sender and recipient, the formality of the communication, and the specific context of the message.
In some cases, a more direct or specific closing might be more effective.
Structural Breakdown
The phrase “looking forward to hearing from you” can be broken down into the following components:
- Looking forward: This is a present participle phrase acting as an adjective, describing the sender’s state of anticipation. It conveys a sense of excitement or eagerness.
- to: This is a preposition that connects “looking forward” to the gerund phrase “hearing from you.”
- hearing: This is a gerund (a verb form ending in “-ing” that functions as a noun). In this case, it represents the act of receiving communication.
- from you: This prepositional phrase specifies the source of the anticipated communication. “You” refers to the recipient of the message.
The entire phrase functions as a polite closing remark that expresses the sender’s expectation of a response. The grammatical structure is relatively simple, but its impact on the overall tone of the communication is significant.
The use of the present participle and gerund creates a sense of ongoing action and anticipation, while the prepositional phrase clarifies the source of the expected response.
Understanding this structural breakdown can help you appreciate the subtle nuances of the phrase and its alternatives. By recognizing the function of each component, you can better choose the most appropriate closing remark for any communication situation.
Furthermore, grasping the grammatical structure allows you to create your own variations and tailor the closing to your specific needs.
Types and Categories
Alternatives to “looking forward to hearing from you” can be categorized based on their level of formality, their focus on action, and their specificity in requesting a response. Here’s a breakdown of the key categories:
Formal Alternatives
These alternatives are suitable for professional correspondence, especially when addressing individuals in positions of authority or when maintaining a formal distance. They often convey respect and professionalism.
Semi-Formal Alternatives
These alternatives are appropriate for most business communications and when you have a slightly more established relationship with the recipient. They strike a balance between professionalism and friendliness.
Informal Alternatives
These alternatives are best used in casual communications with colleagues, friends, or acquaintances. They convey a sense of familiarity and informality.
Action-Oriented Alternatives
These phrases emphasize the desired action from the recipient, such as providing information or completing a task. They are useful when you want to be clear about what you expect.
Specific Request Alternatives
These alternatives clearly outline the information or action you are seeking from the recipient. They are helpful when you need a particular response or want to avoid ambiguity.
Examples
Here are some examples of alternative phrases, categorized by formality and context:
Formal Examples
These phrases are suitable for formal business correspondence, legal documents, and communications with senior management or clients.
Here is a table with 20 examples:
| Example | Context |
|---|---|
| I await your response with anticipation. | Formal letter to a potential investor. |
| I anticipate your reply at your earliest convenience. | Email to a busy executive. |
| Your prompt attention to this matter is greatly appreciated. | Request to a department head. |
| I would be grateful for your timely feedback. | Soliciting input from a supervisor. |
| Thank you for your consideration, and I look forward to your decision. | Formal proposal submission. |
| I remain at your disposal should you require further information. | Offering assistance in a formal setting. |
| I trust to hear from you soon regarding this matter. | Following up on a formal request. |
| Your insights would be invaluable to this project. | Requesting expert advice. |
| We eagerly await your confirmation. | Confirming a meeting or agreement. |
| We anticipate a favorable response from your organization. | Submitting a grant application. |
| I respectfully await your decision on this matter. | Addressing a formal board of directors. |
| Your feedback is essential for the completion of this task. | Seeking input from a critical stakeholder. |
| We look forward to the opportunity to collaborate with you. | Expressing interest in a partnership. |
| I shall be pleased to receive your response in due course. | Formal communication in international business. |
| Your expertise in this field is highly valued. | Acknowledging the recipient’s skills. |
| We appreciate your time and consideration. | Concluding a formal presentation. |
| I am confident that your input will be beneficial. | Expressing belief in the recipient’s contribution. |
| I would welcome the opportunity to discuss this further. | Inviting a formal discussion. |
| Thank you for your attention to this important issue. | Concluding a serious discussion. |
| We value your opinion and look forward to your feedback. | Gathering stakeholder feedback on a critical project. |
These examples maintain a high level of professionalism and respect while still conveying the anticipation of a response.
Semi-Formal Examples
These phrases are suitable for general business communication, emails to colleagues, and letters to acquaintances. They strike a balance between professionalism and approachability.
Here is a table with 25 examples:
| Example | Context |
|---|---|
| I look forward to your input on this matter. | Email to a colleague regarding a project. |
| I’m keen to hear your thoughts on this proposal. | Seeking feedback from a team member. |
| Let me know what you think when you have a chance. | Casual follow-up email. |
| I’d appreciate your feedback on this report. | Requesting comments on a document. |
| Please advise at your earliest convenience. | Requesting urgent information. |
| I’m eager to learn more about your experience. | Expressing interest in a candidate’s background. |
| I hope to hear from you soon. | General follow-up email. |
| Looking forward to connecting with you. | Concluding a networking email. |
| I’m excited to discuss this further. | Expressing enthusiasm for a potential collaboration. |
| I await your response. | Direct but polite request for a reply. |
| It would be great to hear your perspective on this. | Requesting a colleague’s opinion. |
| Your insights would be valuable. | Acknowledging the recipient’s expertise. |
| I’m hoping to get your thoughts on this soon. | Gentle reminder for feedback. |
| Looking forward to your reply. | Simple and direct request for a response. |
| I’m interested to see what you come up with. | Expressing anticipation for a project outcome. |
| Please let me know if you have any questions. | Offering assistance and inviting inquiries. |
| I anticipate hearing back from you. | Formal but friendly request for a response. |
| I’m eager to get started on this project. | Expressing enthusiasm and readiness to begin. |
| I’m available to discuss this at your convenience. | Offering flexibility for a meeting. |
| I’m looking forward to your collaboration. | Expressing anticipation for teamwork. |
| I appreciate your attention to this matter. | Acknowledging the recipient’s efforts. |
| Your expertise is highly sought after. | Complimenting the recipient’s skills. |
| I’m keen to move forward with this plan. | Expressing a desire for progress. |
| I’m hopeful that we can work together on this. | Expressing optimism for collaboration. |
| I’m excited about the potential of this project. | Expressing enthusiasm for the project. |
These examples balance professionalism with a friendly tone, making them suitable for a wide range of business communications.
Informal Examples
These phrases are suitable for casual emails, text messages, and conversations with friends or close colleagues. They convey a relaxed and friendly tone.
Here is a table with 30 examples:
| Example | Context |
|---|---|
| Hit me back when you get a chance. | Text message to a friend. |
| Let me know what’s up. | Casual email to a colleague. |
| Give me a shout when you’re free. | Arranging a casual meeting. |
| Talk soon! | Ending a casual email. |
| Catch you later! | Concluding a text message. |
| Holler when you can. | Informal request for a response. |
| Keep me in the loop. | Requesting updates on a project. |
| Buzz me when you’re around. | Arranging a quick chat. |
| Ping me when you have a moment. | Requesting a brief response. |
| Get back to me whenever. | Casual request for a reply. |
| Looking forward to hearing from you! | Slightly more enthusiastic informal closing. |
| Can’t wait to hear back! | Expressing strong anticipation. |
| Hope to hear from you soon! | Friendly and casual closing. |
| Lemme know! | Very informal request for information. |
| Cheers! (followed by a request) | British informal closing. |
| Keep in touch! | Encouraging continued communication. |
| Write soon! | Friendly request to write back. |
| Let’s chat soon! | Suggesting a future conversation. |
| Hope to connect soon! | Expressing a desire to connect. |
| Looking forward to catching up! | Anticipating a future meeting. |
| Get in touch when you can! | Friendly reminder to connect. |
| Let’s link up soon! | Suggesting a casual meetup. |
| Hope you’re well, and talk soon! | Combining well-wishing with a closing. |
| All the best, and let me know! | Offering good wishes and requesting a response. |
| Take care, and keep me posted! | Offering well-wishing and requesting updates. |
| Later! Let me know your thoughts. | Casual farewell with a request. |
| See ya! And tell me what you think. | Informal sign-off with a request. |
| Peace out! And drop me a line. | Very casual farewell with a request. |
| Ciao! And let’s catch up soon. | Using an Italian farewell with a suggestion. |
| Cheers! And give me a shout when you’re free. | British casual farewell and request. |
These examples use slang, abbreviations, and a relaxed tone to create a friendly and approachable atmosphere.
Action-Oriented Examples
These phrases focus on the specific action you want the recipient to take, such as providing information, confirming details, or completing a task.
Here is a table with 20 examples:
| Example | Context |
|---|---|
| Please confirm receipt of this document. | Requesting confirmation of delivery. |
| Kindly provide your feedback by [date]. | Setting a deadline for feedback. |
| Please submit your application by [date]. | Specifying the application deadline. |
| We require your approval before proceeding. | Seeking authorization to continue. |
| Please send us the requested information as soon as possible. | Requesting urgent data. |
| Your immediate attention to this matter is required. | Emphasizing the urgency of the task. |
| Please review and sign the attached contract. | Requesting a formal agreement. |
| Kindly update your profile with the latest information. | Requesting profile updates. |
| Please RSVP by [date] so we can finalize arrangements. | Requesting a timely response for planning. |
| We need your input to move forward with this project. | Highlighting the importance of the recipient’s contribution. |
| Please complete the survey at your earliest convenience. | Requesting participation in a survey. |
| Kindly verify the details provided in this report. | Requesting data verification. |
| Please let us know your availability for a meeting next week. | Scheduling a meeting based on availability. |
| We would appreciate it if you could provide a brief summary. | Requesting a concise overview. |
| Please forward this message to the appropriate department. | Requesting message forwarding. |
| Your prompt response will help us resolve this issue quickly. | Emphasizing the impact of a quick reply. |
| Please ensure all fields are completed accurately. | Requesting accurate information. |
| We rely on your expertise to guide us in this decision. | Acknowledging expertise and requesting guidance. |
| Please provide a detailed explanation of the process. | Requesting a thorough explanation. |
| We need your authorization to access these files. | Requesting access permission. |
These examples provide clear instructions and emphasize the desired action, making them effective for task-oriented communication.
Specific Request Examples
These phrases clearly state the specific information or action you are requesting from the recipient, leaving no room for ambiguity.
Here is a table with 20 examples:
| Example | Context |
|---|---|
| Could you please send me the project timeline? | Requesting a specific document. |
| Please provide the contact information for [person]. | Requesting specific contact details. |
| I would appreciate it if you could share the meeting minutes. | Requesting meeting documentation. |
| Could you please clarify the budget allocation for this project? | Requesting clarification on financial matters. |
| Please confirm whether you will be attending the conference. | Requesting attendance confirmation. |
| I would be grateful if you could provide a reference letter. | Requesting a letter of recommendation. |
| Could you please send me a copy of your resume? | Requesting a resume for review. |
| Please provide the tracking number for the shipment. | Requesting shipment tracking information. |
| I would appreciate it if you could explain the new policy. | Requesting an explanation of new regulations. |
| Could you please share your insights on the market trends? | Requesting expert opinion. |
| Please confirm the delivery address for the package. | Requesting verification of delivery details. |
| I would be grateful if you could send me the presentation slides. | Requesting presentation materials. |
| Could you please clarify the payment terms for the contract? | Requesting clarification on payment conditions. |
| Please provide the expiration date of your membership. | Requesting membership information. |
| I would appreciate it if you could share the latest sales figures. | Requesting sales data. |
| Could you please send me the agenda for the upcoming meeting? | Requesting the meeting agenda. |
| Please provide the customer ID for this transaction. | Requesting customer identification. |
| I would be grateful if you could share your feedback on the design. | Requesting feedback on a design. |
| Could you please clarify the requirements for this assignment? | Requesting assignment requirements. |
| Please provide the registration code for the software. | Requesting software registration details. |
These examples leave no doubt about what you are requesting, ensuring a clear and efficient communication process.
Usage Rules
When choosing an alternative to “looking forward to hearing from you,” consider the following rules:
- Formality: Select a phrase that matches the formality of the communication and your relationship with the recipient.
- Context: Choose a phrase that is relevant to the topic of the communication and the desired outcome.
- Specificity: If you need a specific response, use a phrase that clearly states what you are requesting.
- Clarity: Ensure the phrase is easy to understand and avoids ambiguity.
- Professionalism: Maintain a professional tone, even in informal communications.
- Avoid Overuse: Vary your closing remarks to avoid sounding repetitive.
Exceptions:
- In very informal settings, a simple “Thanks” or “Best” might suffice.
- When no response is expected, a closing remark may not be necessary.
Common Mistakes
Here are some common mistakes to avoid when using alternatives to “looking forward to hearing from you”:
| Incorrect | Correct | Explanation |
|---|---|---|
| “Looking forward to hear from you.” | “Looking forward to hearing from you.” | Incorrect use of the infinitive “hear” instead of the gerund “hearing.” |
| “Hope to hear you soon.” | “Hope to hear from you soon.” | Missing preposition “from” changes the meaning. |
| “I’m waiting your reply.” | “I’m awaiting your reply.” | Incorrect verb usage; “await” is a transitive verb and doesn’t need a preposition. |
| “Give me answer.” | “Give me an answer.” | Missing article “an” before the noun “answer.” |
| “Reply me back.” | “Reply to me.” or “Get back to me.” | Redundant use of “back” after “reply.” |
| “I want you to respond.” | “I would appreciate a response.” | Too direct; more polite alternatives exist. |
| “Answer quickly.” | “Please respond at your earliest convenience.” | Too demanding; a polite request is better. |
| “Let me know ASAP.” (in a formal email) | “Please advise as soon as possible.” | “ASAP” is too informal for formal communication. |
| “Waiting for you.” | “Awaiting your response.” | Too vague; needs more context and a professional tone. |
| “Reply fast!” | “Your prompt response is appreciated.” | Too informal and demanding; use a polite request. |
By avoiding these common mistakes, you can ensure your communication is clear, professional, and effective.
Practice Exercises
Test your understanding with these practice exercises:
Exercise 1: Choosing the Right Phrase
Choose the most appropriate alternative to “looking forward to hearing from you” for each scenario:
| Scenario | Options | Answer |
|---|---|---|
| Email to your supervisor requesting feedback on a report. | a) Holler when you can. b) I would be grateful for your timely feedback. c) Let me know! | b) I would be grateful for your timely feedback. |
| Text message to a friend arranging a casual meetup. | a) Please advise at your earliest convenience. b) Let’s link up soon! c) Your prompt attention is required. | b) Let’s link up soon! |
| Formal letter to a potential investor. | a) I await your response with anticipation. b) Keep me in the loop. c) Get back to me whenever. | a) I await your response with anticipation. |
| Email to a colleague regarding a project update. | a) Please confirm receipt of this document. b) I look forward to your input on this matter. c) Ping me when you have a moment. | b) I look forward to your input on this matter. |
| Requesting a client to sign a contract. | a) Please review and sign the attached contract. b) Talk soon! c) Keep me posted. | a) Please review and sign the attached contract. |
| Informal E-mail to a close colleague. | a) I anticipate a favorable response from your organization. b) Let me know what’s up. c) I remain at your disposal should you require further information. | b) Let me know what’s up. |
| Following up on a job application. | a) We eagerly await your confirmation. b) I hope to hear from you soon. c) Lemme know! | b) I hope to hear from you soon. |
| Requesting authorization to access confidential files from the IT department. | a) We need your authorization to access these files. b) Cheers! c) See ya! | a) We need your authorization to access these files. |
| Requesting urgent data from a department. | a) Please send us the requested information as soon as possible. b) Take care, and keep me posted! c) Buzz me when you’re around. | a) Please send us the requested information as soon as possible. |
| Email to a team member regarding a project outcome. | a) I’m confident that your input will be beneficial. b) I’m interested to see what you come up with. c) I respectfully await your decision on this matter. | b) I’m interested to see what you come up with. |
Exercise 2: Rewriting Sentences
Rewrite the following sentences using a more appropriate alternative to “looking forward to hearing from you”:
| Original Sentence | Rewritten Sentence |
|---|---|
| I am looking forward to hearing from you regarding the project proposal. | I anticipate your feedback on the project proposal. |
| We are looking forward to hearing from you about your availability for the interview. | Please let us know your availability for the interview next week. |
| She is looking forward to hearing from you soon. | She hopes to hear from you soon. |
| They are looking forward to hearing from you about the contract details. | They request clarification on the contract details. |
| I’m looking forward to hearing from you, talk soon! | Talk soon! |
| I’m looking forward to hearing from you about the presentation slides. | I would be grateful if you could send me the presentation slides. |
| We’re looking forward to hearing from you; ping me when you have a moment. | Ping me when you have a moment. |
| He is looking forward to hearing from you about the latest sales figures. | He would appreciate it if you could share the latest sales figures. |
| I am looking forward to hearing from you about the report. | I look forward to your input on this matter. |
| We are looking forward to hearing from you when you finalize the details. | We shall be pleased to receive your response in due course. |
Exercise 3: Identifying Inappropriate Usage
Identify whether the use of “looking forward to hearing from you” is appropriate or inappropriate in each scenario. If inappropriate, suggest a better alternative.
| Scenario | Appropriate/Inappropriate | Alternative (if inappropriate) |
|---|---|---|
| Ending a formal letter to the CEO of a company with “Looking forward to hearing from you.” | Appropriate | N/A |
| Ending a text message to a close friend with “Looking forward to hearing from you.” | Inappropriate | Talk soon! |
| Ending an email requesting a colleague to complete a task with “Looking forward to hearing from you.” | Inappropriate | Please submit your application by [date]. |
| Ending a follow-up email after a job interview with “Looking forward to hearing from you.” | Appropriate | N/A |
| Ending a casual email to a teammate regarding the project progress with “Looking forward to hearing from you.” | Inappropriate | Let me know what’s up. |
| Ending a formal legal document with “Looking forward to hearing from you.” | Inappropriate | I remain at your disposal should you require further information. |
| Ending an email requesting urgent data with “Looking forward to hearing from you.” | Inappropriate | Please send us the requested information as soon as possible. |
| Ending a formal email to a potential investor with “Looking forward to hearing from you.” | Appropriate | N/A |
| Ending a text message asking to let you know what you want for dinner with “Looking forward to hearing from you.” | Inappropriate | Lemme know! |
| Ending an email to a coworker regarding the details when you finalize them with “Looking forward to hearing from you.” | Inappropriate | We shall be pleased to receive your response in due course. |
Advanced Topics
For advanced learners, consider these more complex aspects:
- Cultural Sensitivity: Different cultures may have different communication norms. Research appropriate closings for international correspondence.
- Subtlety and Nuance: Master the art of conveying subtle meanings through your choice of words. Consider the implied message behind each alternative.
- Personalization: Craft unique closing remarks that reflect your personality and the specific context of the communication.
- Rhetorical Devices: Employ rhetorical devices such as metaphors and similes to create impactful and memorable closing remarks.
FAQ
- Is “looking forward to hearing from you” always appropriate?No, it’s not always appropriate. It depends on the formality of the communication, your relationship with the recipient, and the
context of the message. In some situations, it may sound too formal or too informal.
- What is the best alternative for formal communication?For formal communication, consider using phrases such as “I await your response with anticipation” or “Your prompt attention to this matter is greatly appreciated.”
- What is a good alternative for informal communication?For informal communication, you can use phrases like “Hit me back when you get a chance” or “Let me know what’s up.”
- How can I make my closing remarks more specific?To make your closing remarks more specific, clearly state the information or action you are requesting. For example, “Could you please send me the project timeline?”
- Is it okay to use abbreviations in closing remarks?Abbreviations should be used sparingly and only in informal communications. Avoid using abbreviations in formal or semi-formal correspondence.
- Can I use “looking forward to hearing from you” in a cover letter?Yes, it is generally appropriate to use “looking forward to hearing from you” in a cover letter. However, consider using a more specific alternative, such as “I am eager to discuss how my skills and experience align with the requirements of this position.”
- How do I avoid sounding repetitive when using closing remarks?To avoid sounding repetitive, vary your closing remarks and use different phrases depending on the context of the communication. Refer to the examples provided in this article for inspiration.
- What should I do if I don’t need a response from the recipient?If you don’t need a response from the recipient, you can omit the closing remark altogether or use a simple expression of gratitude, such as “Thank you for your time” or “Best regards.”
- How important is it to choose the right closing remark?Choosing the right closing remark is crucial for effective communication. It can impact the recipient’s perception of you and influence their willingness to respond to your message.
- Where can I find more examples of alternative closing remarks?You can find more examples of alternative closing remarks in this article, as well as online resources and style guides.
Conclusion
Mastering the art of closing remarks is essential for effective communication in both professional and personal contexts. While “looking forward to hearing from you” is a common and polite phrase, expanding your vocabulary with alternative expressions allows you to convey the same sentiment with greater nuance and impact.
By considering the formality, context, and specificity of your communication, you can choose the most appropriate closing remark for any situation. This detailed guide has provided you with a comprehensive overview of various alternatives, usage rules, common mistakes, and practice exercises to enhance your communication skills and make a lasting impression.
Remember to practice regularly and adapt your closing remarks to suit the specific needs of each communication scenario.