A Waiting-For List That Actually Nags You
A waiting-for list only works if something tells you when to follow up. Give every line a chase-on date, and the list starts nagging you instead of the other way round.
A waiting-for list is where you track what other people owe you: a reply, a refund, a repair, a parcel, a signed form. To make it work for follow up, give every line a chase-on date when you write it down. Then the list tells you when to nudge, instead of waiting for you to reread it.
You asked the landlord about the leaky tap two weeks ago. The store said the refund would take five to seven business days. A colleague promised the numbers "by Thursday." None of these are your tasks, but all of them become your problem if nobody follows up.
What is a waiting-for list?
It is a list of things you are waiting on from someone else. The idea comes from David Allen's Getting Things Done method, where "Waiting For" is its own list, separate from your own next actions. The point is to get these items out of your head without losing them.
In the official GTD Weekly Review checklist, one step is: review the Waiting For list, record actions for any needed follow-up, and check off the ones you have received.
Why does a waiting-for list stop working?
Because it depends on the review. A list without dates is accurate, but silent. If you skip two weekly reviews, a refund that should have arrived ten days ago just sits there. Most waiting-for lists fail quietly in the weeks you are busiest, which are the weeks things slip most.
Frank Buck, an organization consultant, suggests a simple fix in his post on the waiting-for list: put the item on your list and give it a due date that prompts you to follow up. That turns the list from something you check into something that tells you when to check.
How do I set up a waiting-for list with follow-up dates?
Use five columns:
| Who | What | Asked on | Chase on | How |
|---|---|---|---|---|
| Landlord | Fix kitchen tap | Oct 1 | Oct 8 | Text |
| Online store | Refund for returned shoes | Oct 3 | Oct 15 | Order page, then chat |
| Colleague | Q3 numbers | Oct 6 | Oct 10 | Slack |
| Repair shop | Laptop screen quote | Oct 5 | Oct 9 | Call |
The example rows are made up. The "chase on" date is the one that matters. Write it when you add the line, while you still remember what was promised.
The same steps in short:
- Write the line when you ask, not later.
- Add a chase-on date: the promised date plus a buffer, or a default for the type of thing.
- Note how you will chase: the thread, the phone number, the order page.
- Check on the dates, with the weekly review as a backup.
- Close it or roll it forward with a new, shorter date.
How long should I wait before following up?
When there is a promised date, chase a day or two after it. When there is none, these defaults are reasonable starting points:
| Waiting on | Default chase-on |
|---|---|
| Reply to a work email | 3 business days |
| Repair or quote | 1 week |
| Refund after a return | The store's stated time, plus 2 days |
| Parcel without tracking updates | 2 days after the expected date |
| Borrowed item | The date they said, or 2 weeks |
| Job application | 1 to 2 weeks |
These are our rules of thumb, not anyone's official policy. Adjust them to the person: a fast colleague gets less time, a slow landlord gets a firmer date.
Where should I keep a waiting-for list?
Anywhere you will see the dates. Common choices:
- A to-do app with a "Waiting" tag or project and a due date on each item. Works well if you already live in one.
- A note or spreadsheet with the five columns. Easy to start, but nothing reminds you; you have to open it.
- Email: flag or snooze the sent message to come back on the chase-on date. Good for email items only.
- An assistant you send things to. In dEssence, you forward the email screenshot, the return label or the order page to Tracy in Telegram and say when to chase it. She keeps the item with its details and messages you first on that date.
Tracy does not email or call anyone for you, and she does not read your inbox. You send her what you are waiting for; she brings it back on the day, with what you need to follow up. The Free plan covers 20 saves and 20 messages a day.
How do I follow up without sounding pushy?
Short, specific and with a next step. Mention what was promised and when, and ask for one thing: "Hi, following up on the refund for order 4521, returned Oct 3. Could you confirm when it will be issued?" One polite nudge is normal. If the second one gets no answer, change the channel: call instead of email, or ask someone else.
Frequently asked questions
Is a waiting-for list only for work?
No. Refunds, repairs, landlords, school replies and borrowed items fit the same list. Keeping work and home on one list is often easier.
How often should I review it?
On each chase-on date, and once a week as a backup. The dates do most of the work.
What if I follow up twice and hear nothing?
Change the channel or the person. Call instead of writing, or ask a manager or another contact.
Should I tell people when I will follow up?
It helps. "If I have not heard by Friday, I will call" sets the chase-on date for both of you, and people often answer before it.