Life admin
The waiting-for list
A waiting-for list is one place where you note everything you are waiting on from someone else: a reply, a refund, a quote, a parcel, a signature. For each item write who, what and since when, and choose a date to follow up. Look at it once a week, so nothing quietly disappears.
Why it helps
Many open loops are not yours to close. The plumber has to send a quote, the insurer has to decide, the school has to confirm. You cannot do anything about them today, but your head keeps them open anyway, and some of them quietly stall. A waiting-for list moves them out of your head and gives each one a moment to check.
It is one of the most useful parts of the Getting Things Done method, and one that people who drop the rest of GTD often keep.
What goes on it
| Type | Examples | Follow up after |
|---|---|---|
| Replies | An email to the landlord, a message to a friend about dates | 3 to 5 working days |
| Quotes | Roofer, plumber, a removal company | 1 week |
| Refunds | A returned order, a cancelled flight, an overpaid bill | The period they promised, then 1 week |
| Decisions | An insurance claim, a planning application, a school place | The date they gave you |
| Deliveries | A parcel, a repair, a replacement part | 2 days after the expected date |
| Things lent out | A book, a drill, a dish after a party | 2 to 4 weeks |
| Signatures and forms | A form your partner or an employer still has to sign | 3 working days |
The follow-up times are a sensible starting point, not a rule. If someone promised a date, use that date.
How to keep one in four steps
- Write it down when you hand something offThe moment you send the email or place the order, add a line: who, what, since when.
- Choose a follow-up dateUse the date they promised, or one of the times in the table above.
- Look at it once a weekIn your weekly review or weekly reset: what has come in, what is overdue?
- Nudge, then decideSend one friendly reminder. If nothing comes after the second, decide: escalate, look elsewhere or let it go.
Polite reminders you can copy
- A reply: "Hi Anna, just checking whether you had a chance to look at my message from Tuesday. No rush, but I would like to plan the weekend."
- A quote: "Good morning, last week you came to look at our gutter and said you would send a quote. Could you let me know when to expect it?"
- A refund: "I returned order 12345 on 3 October and you confirmed receipt. Your returns page mentions 14 days. Could you tell me when the refund will be paid?"
- Something lent out: "No hurry, but if you are done with the drill, I will need it next weekend."
Paper, email or app?
| Where | Good for | Watch out |
|---|---|---|
| A page in your planner | Quick, visible | Easy to forget to look at |
| An email folder or label | Replies by email | Misses phone calls, parcels and things lent out |
| A list in your planner app | Everything in one place, with dates | Only works if you use the app every day |
Common mistakes
- No date. "Waiting for the plumber" without a date stays on the list forever. Always add since when.
- Too many nudges. One friendly reminder usually works better than three short ones.
- Mixing it with your to-do list. Your to-do list is what you can do; the waiting-for list is what others have to do. Keeping them apart makes both lists shorter.
How SortYourMind does it
Waiting for reply, in its own place
In SortYourMind, you put a task on hold with the hourglass: it moves to waiting for reply, with since when, who you are waiting on and a date to follow up. It stays out of your daily plan but in view, and comes back on the follow-up date.
- Waiting for reply apart from your own tasks, with a follow-up date
- The people view shows what is open for whom
- A weekly MindSweep to check what has come in
- Tell SyMon: "waiting for the quote from the roofer"
Everything included, no card needed. Then you decide. Works in the browser on any device.
Questions
What is a waiting-for list?
A list of everything you are waiting on from someone else, with who, what and since when. It comes from the Getting Things Done method and keeps those loose ends out of your head.
How often should I check my waiting-for list?
Once a week is enough for most households, for example during your weekly review. Urgent items get their own follow-up date.
When should I follow up on an email?
After three to five working days for most personal and household emails, or on the date the other person promised. One friendly reminder usually does it.