How to Label Sent Emails: Awaiting Reply vs Done

Managing email is hard enough without overthinking what’s open and what’s finished. If you’re only considering sent emails, you can keep things simple with just two labels: Awaiting Reply and Done.

This binary system makes it crystal clear whether you still need to track an email or whether you can safely move on.

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1. Awaiting Reply

Use this when you’ve asked the recipient for a response, confirmation, clarification, or decision. Essentially, you’ve put the ball in their court, and you’re waiting for them to act.

Typical cases:

• You ask a question
• You request confirmation or approval
• You propose a meeting or call
• You share information but explicitly ask for feedback or next steps

Examples:

• “Can you approve this budget?”
• “What do you think of the proposal?”
• “Do you have time for a quick meeting on Friday at 13:00?”
• “Please confirm if this is okay.”

2. Done

Use this when your part of the conversation is complete and you don’t expect or need a reply. The loop is closed.

Typical cases:

• Automated replies (out-of-office, thank you messages, etc.)
• Sending a pure FYI, update, or report
• Delivering something promised without requiring acknowledgment
• Replying with a final confirmation that closes the loop

Examples:

• “Thanks for sending this over.”
• “Here’s the meeting link.
• “Noted.
• “Here’s the document you requested.” (with no follow-up asked)

⚖️ The Rule of Thumb

• If you’re waiting for a reply → label it as Awaiting Reply
• If it’s finished with no reply expected → label it as Done

Actor documentation

The follow-up reminders can be configured in Actor, so you don’t miss emails that you want to get replies for.