How To Write Follow-Up Emails That Work (50+ Examples)

Following up on emails is an essential skill, but it can feel tricky. How do you nudge someone without coming across as pushy? How do you craft a compelling message that actually gets a response? This guide is here to help!

Here’s what we will discuss:

• Writing the best follow-up emails with examples.
• An effective email dialogue between two professionals.
• Follow-up email templates for various scenarios.
• Words and phrases to use when writing effective follow-up emails
• Words and phrases to avoid, and much more.

How To Write A Follow-Up Email? (With Examples)

Step 1: Clearly Define Your Purpose

Before you write a follow-up email, be clear about what you want to achieve. Whether it’s nudging a client for a delayed payment, seeking a response to a previously sent proposal, or simply moving a conversation forward, your email needs to be purpose-driven.

Examples:

• Following up on a job interview:

“I am writing to express my continued interest and to inquire about any updates regarding the position.”

• Seeking a response to a proposal:

“I would appreciate any feedback you might have on the proposal sent last week.”

• Asking for a meeting:

“I’m reaching out to see if you could spare some time next week for a quick discussion about our next steps.”

• Reminder for an overdue payment:

“I wanted to gently remind you about the invoice #12345 which was due last Friday.”

• Encouraging a decision:

“Please let me know if you’ve had a chance to review the options we discussed.”

Step 2: Time Your Email Appropriately

The timing of your follow-up email can greatly influence the response rate. Avoid sending emails during weekends or holidays. Research shows that emails sent midweek have higher response rates.

Examples:

• After a networking event:

Send a follow-up email within 24 hours while the connection is still fresh.

• After submitting a job application:

Wait about a week before following up to show eagerness without seeming desperate.

• After a sales pitch:

Give them two to three days to digest the information before following up.

• Following a service complaint

Follow up within 24 hours to demonstrate your commitment to service quality.

• After sending a quote:

Follow up in a couple of days to address any questions and reinforce the value of your offer.

Step 3: Start with a Friendly Reminder of Your Last Interaction

Begin your email by referencing your last interaction or conversation. This helps the recipient remember who you are and the context of your email.

Examples:

• Post-interview:

“It was a pleasure discussing how my skills in project management align with your needs last Thursday.”

• After a conference:

“I enjoyed our conversation at the ABC Conference about innovative marketing strategies.”

• Post-meeting:

“Thank you for the insightful meeting last week about your marketing needs.”

• Following a product demo:

“I hope you found last week’s demo of our software helpful in understanding how it can simplify your workflows.”

• After an introductory call:

“I appreciated our discussion last Monday and your interest in learning more about our services.”

Step 4: Be Concise and to the Point

Keep your follow-up email brief and focused. Long emails may be daunting and often end up unread. Aim for no more than three short paragraphs.

Examples:

• Job application follow-up:

“I wanted to check in on my application status and reiterate my enthusiasm for joining your team.”

• Client project update:

“I am writing to update you on the project timeline and next steps required from your team.”

• Payment reminder:

“This is a polite reminder that invoice #12345 is overdue. Please let us know if there are any issues.”

• Feedback request:

“Could you please provide your feedback on the report I submitted last week?”

• Meeting confirmation:

“Could you confirm your availability for the meeting we discussed for the 20th of this month?”

Step 5: Personalize Your Email

Personalization shows that you value the relationship. Mention specific details relevant to the recipient to make your email feel tailored and less generic.

Examples:

• Client follow-up:

“I hope you enjoyed your recent vacation to Hawaii! I’m touching base to revisit our last discussion on your marketing strategy.”

• After a presentation:

“I hope you found our presentation on renewable energy solutions insightful, especially the points on solar advancements.”

• Post-networking:

“It was great learning about your journey into graphic design at the XYZ event. I believe there’s a lot we can collaborate on.”

• Vendor follow-up:

“I enjoyed our conversation about your new product line. Have you released the additional specs we talked about?”

• Customer service follow-up:

“I hope your issue with our software was resolved to your satisfaction last week. I’m here for any further assistance you might need.”

Step 6: Use a Clear, Action-Oriented Subject Line

Your subject line is your first (and sometimes only) chance to capture the recipient’s attention. Make it concise, clear, and direct, indicating the action required or the purpose of the email.

Examples:

• Job follow-up:

“John Doe – Following Up on Marketing Coordinator Position”

• Payment reminder:

“Reminder: Invoice #12345 Due Date Passed”

• Proposal feedback request:

“Request for Feedback on Submitted Proposal – Jane Doe”

• Meeting request:

“Proposing a Follow-Up Meeting on Project X”

• Report submission:

“Report on Q1 Sales Performance – Awaiting Your Approval”

Step 7: Acknowledge Their Busy Schedule

Showing respect for the recipient’s time not only exhibits professionalism but also increases the likelihood of a response. Acknowledge that they are busy and express appreciation for the time they spend reading and responding to your email.

Examples:

• General follow-up:

“I understand you have a packed schedule, and I appreciate you taking the time to read this email.”

• After sending the information:

“Knowing how busy you are, I greatly value any feedback you can provide on the document I sent.”

• Post-interview:

“Thank you for the opportunity to interview; I appreciate the time you took from your busy day to meet with me.”

• Customer support:

“We appreciate your patience as we resolve this issue and value your continued business.”

• Business proposal:

“I recognize your busy agenda and appreciate your consideration of our proposal at your convenience.”

Step 8: Express Gratitude

 Gratitude goes a long way in building and maintaining professional relationships. Thanking the recipient for their time, consideration, or previous collaboration can set a positive tone for your follow-up.

Examples:

• After a meeting:

“Thank you for the insightful discussion we had last week. Your perspectives were incredibly valuable.”

• Post-conference:

“I’m grateful for the chance to connect with you at the conference and learn about your work.”

• Service or product feedback:

“Thank you for providing feedback on our new product line; your insights are crucial to our improvement.”

• After a referral:

“Thank you for referring me to your colleague, Mr. Smith. I look forward to connecting with him soon.”

• Long-term client follow-up:

“We truly appreciate your continued partnership and trust in our services.”

Step 9: Be Specific

Specificity helps prevent miscommunication and makes it easier for the recipient to respond appropriately. Be precise about what you are following up on and what you need from the recipient.

Examples:

• Clarifying project details:

“Could you specify which elements of the project plan need revisions?”

• Requesting specific feedback:

“Please let me know your thoughts on the budget section of the proposal I sent.”

• Asking for a specific document:

“Could you please send the signed contract at your earliest convenience?”

• Inquiring about a decision:

“Have you had a chance to review the terms we discussed in our last meeting?”

• Confirming details:

“Please confirm if the meeting venue for next Tuesday is Room 402.”

Step 10: Propose a Clear Next Step

Don’t leave the next action ambiguous. Suggest a clear next step, whether it’s a meeting, a phone call, or simply a request for a document or a piece of information. This helps move the conversation forward.

Examples:

• After a proposal:

“Could we schedule a call to discuss any questions you might have about the proposal?”

• Post-interview:

“Could you provide an update on the recruitment timeline? I remain very interested in the position.”

• Networking follow-up:

“Would you be available for a coffee meeting next week to continue our discussion?”

• Client project:

“Please review the attached project outline and let me know if we can proceed with the next phase.”

• Feedback request:

“Could you please review the attached report and provide your feedback by Friday?”

Step 11: Use a Professional Tone

Maintaining a professional tone is crucial in follow-up emails, as it reflects your respect and seriousness towards the interaction. Avoid overly casual language and maintain politeness throughout the message.

Examples:

• General Business Communication:

“I hope this message finds you well. I am writing to follow up on our previous discussion regarding the upcoming project.”

• Post-Job Interview:

“I would like to express my gratitude once again for the opportunity to interview for the position of [Position Name].”

• Client Follow-Up:

“We appreciate your continued partnership. Please let us know if there are any further details we can provide regarding our last meeting.”

• Supplier Request:

“We are keen to resolve the current issue swiftly and would appreciate your urgent attention to the matter.”

• Feedback Request:

“Your insights are invaluable to us, and we would greatly appreciate your feedback on the recent proposal.”

Step 12: Address Any Attachments or Previous Communications

If your follow-up involves an attachment or refers to previous communications, make sure to mention this clearly. This helps the recipient understand the context and ensures they have all the necessary information.

Examples:

• Attachment Mention:

“Please find attached the revised version of the contract as discussed. I look forward to your feedback.”

• Referring to Previous Emails:

“As mentioned in my email dated [Date], I am following up to see if there have been any updates on this matter.”

• Reminder of Past Communication:

“I am reaching out again to remind you about the pending issue we discussed in our last conversation.”

• Documentation Follow-Up:

“Attached is the document I referenced during our phone call last Thursday. Please review it at your earliest convenience.”

• Summary of Previous Discussion:

“To recap our meeting on [Date], I have summarized the key points in the attached document for your review.”

Step 13: Avoid Over-Communication

While follow-ups are essential, it’s important to avoid being overly persistent as it can be perceived as intrusive. Space your emails appropriately based on the urgency and the nature of the request.

Examples:

• After Initial Email:

“I understand that you have a busy schedule, so I wanted to follow up on my last email sent a week ago regarding [Subject].”

• Project Deadline:

“As the deadline approaches, I wanted to ensure all necessary steps are on track. Please let me know if you need any further information from our side.”

• Post-Conference Follow-Up:

“It has been a couple of weeks since we met at [Event Name], and I wanted to reconnect to discuss any potential areas of collaboration.”

• Service Inquiry:

“I hope this message is timely. I am following up to inquire about any decisions regarding the services we discussed last month.”

• Feedback Request:

“Given the upcoming project deadline, I would appreciate your feedback on the proposal by the end of this week, if possible.”

Step 14: Sign Off Politely

How you conclude your email can influence the tone of the entire message. Use a polite and professional sign-off to reinforce a positive impression.

Examples:

• General Business Email:

“Thank you for your attention to this matter. I look forward to your reply.”

• Job Application:

“Thank you once again for considering my application. I am eager to potentially join your team and contribute to your success.”

• Client Interaction:

“We value your partnership. Please do not hesitate to reach out if you have any further questions.”

• Supplier Communication:

“Thank you for your cooperation. I hope to resolve this matter efficiently together.”

• Networking Email:

“I appreciate your time and consideration. I hope to hear from you soon and explore possible opportunities together.”

Step 15: Follow Up Strategically

If a response to your initial follow-up email is not forthcoming, plan a strategic second follow-up. Consider a different approach or add new information to provide additional value and prompt a reply.

Examples:

• Second Follow-Up After No Response:

“I wanted to touch base again as I haven’t heard back from you regarding [Subject]. I understand your schedule might be busy, and I’ve included some additional information that might be helpful.”

• Adding Value in Follow-Up:

“In addition to my previous message, I’ve attached a recent case study that highlights the benefits of our services in a similar context to yours.”

• Changing the Medium:

“If email is not convenient, would you be open to a brief phone call at a time that suits you? I believe it could be an efficient way to discuss [Subject].”

• Addressing Potential Concerns:

“I suspect you might have reservations about our proposal. I would be more than happy to discuss any concerns and explore flexible terms that might suit your needs better.”

• Final Polite Reminder:

“I understand that decisions like these take time and consideration. As a final reminder, I would be grateful for any update you might have, as it will help us plan our next steps.”

Effective Email Dialogue: From Inquiry to Project Wrap-Up

This section offers a detailed example of professional email communication between a client (Person A) and a sales professional (Person B) during various stages of a project. It includes emails about the initial inquiry, discussions, updates, final adjustments, and project conclusion.

Email 1: Project Initiation

From: Person A (Client)

Subject: Inquiry About Your Custom Solutions for Our Upcoming Project

Hi [Person B],

I hope this message finds you well. We are launching a new initiative aimed at [brief description of the project initiative], and your company comes highly recommended. We would appreciate learning more about your offerings, especially in [specific area of interest].

Could we set up a time this week to discuss this in detail? I am available on [list a couple of options], but I am willing to adjust to your schedule.

Looking forward to your prompt response.

Best regards,

[Person A][Title][Company Name][Contact Information]

Email 2: Proposal Discussion

From: Person B (Sales Professional)

Subject: Re: Inquiry About Your Custom Solutions for Our Upcoming Project

Hello [Person A],

Thank you for considering us for your needs in [specific area of interest]. I’m glad to hear about your initiative and am confident that we can provide you with the support you need.

I am available to discuss this further on [choose one of the options provided by Person A]. During our call, I would like to cover the potential solutions we can offer and understand more about your specific requirements.

Thank you once again for reaching out. I am looking forward to our conversation.

Warm regards,

[Person B][Title][Company Name][Contact Information]

Email 3: Progress Update

From: Person B (Sales Professional)

Subject: Update on Project Solutions Proposal

Hi [Person A],

I hope all is well. Following our recent discussion, I’ve outlined a proposal that tailors our [specific services or products] to meet the needs of your project. I’ve attached the document for your review.

Please take your time to go through it, and let me know if there are any areas you would like us to adjust or further elaborate on. I am here to ensure everything aligns perfectly with your expectations.

Looking forward to your feedback.

Best wishes,

[Person B][Title][Company Name]

Email 4: Final Adjustments and Confirmation

From: Person A (Client)

Subject: Re: Update on Project Solutions Proposal

Hello [Person B],

Thank you for the detailed proposal. Everything looks good, and I only have a few minor adjustments to discuss before we can finalize everything. Could we have a quick call to finalize these details? Please let me know a convenient time for you.

Appreciate your assistance and quick responses throughout this process.

Best,

[Person A][Title][Company Name]

Email 5: Project Conclusion and Thanks

From: Person B (Sales Professional)

Subject: Confirmation and Thanks

Dear [Person A],

It’s been a pleasure working with you and your team. I’m glad we could finalize the adjustments and that everything is now set for implementation. Your project is now fully supported by our solutions, and we are excited to see the outcomes.

Thank you for your collaboration and trust in our company. Please don’t hesitate to reach out for any further assistance or new projects in the future. We look forward to continuing our relationship.

Best regards,

[Person B][Title][Company Name]

10 Effective Follow-Up Email Templates For Various Scenarios

For those looking to improve their follow-up email game, crafting messages that prompt responses and spur action can pose a difficulty. Uncertainty about tone and urgency can add to the challenge. Below, you’ll find 10 email templates tailored to various scenarios, all aimed at increasing the chances of eliciting a favorable response from your recipients.

1. Post-Interview Follow-Up

Subject: Thank You for the Opportunity – [Your Name] Email Body: Hi [Interviewer’s Name], Thank you for the chance to interview for the [Job Title] position. I enjoyed discussing how my background in [Relevant Experience] aligns with [Company’s] goals and appreciated learning more about the team’s vision. Could you provide any updates regarding the decision timeline? I am very enthusiastic about the opportunity to contribute to [Company] and am eager to bring my expertise in [Your Skill Area]. Thank you once again for considering my application. I look forward to your response. Warm regards, [Your Name]

2. Client Project Update Request

Subject: Update Needed: Status of [Project Name] Email Body: Dear [Client’s Name], I hope this message finds you well. I am writing to request an update on the progress of the [Project Name] as we approach our next milestone. Could you kindly inform me about the current status and confirm if there are any outstanding issues or decisions required from our side? Ensuring we meet our agreed timeline is a priority, and your feedback will be invaluable. Thank you for your attention to this matter. I am looking forward to your prompt reply. Best regards, [Your Name]

3. Networking Follow-Up

Subject: Great Connecting at [Event Name] Email Body: Hello [Contact’s Name], It was a pleasure meeting you at [Event Name]. I really enjoyed our conversation about [Topic Discussed] and found your insights into [Related Topic] particularly enlightening. I would love to explore potential collaboration opportunities between our companies. Are you available for a coffee next week to discuss this further? Please let me know your availability, and I can arrange a meeting accordingly. Looking forward to staying in touch and hopefully working together soon. Best, [Your Name]

4. Feedback Request After Submission

Subject: Your Feedback Requested on [Document/Proposal Name] Email Body: Hi [Recipient’s Name], I hope you are doing well. Following our recent discussions, I have submitted the [Document/Proposal Name] for your review. I am keen to hear your thoughts and feedback. Could we schedule a brief meeting or call next week to discuss your feedback? Your insights would be greatly beneficial to refine our approach and ensure alignment with your expectations. Thank you for your attention and cooperation. Best regards, [Your Name]

5. Gentle Reminder for Overdue Payment

Subject: Friendly Reminder: Invoice #[Invoice Number] Past Due Email Body: Dear [Client’s Name], I hope you are well. I wanted to bring to your attention that payment for Invoice #[Invoice Number], which was due on [Due Date], has not yet been received. We understand that oversights happen and wanted to ensure this hadn’t slipped through. Please could you check this from your side and let us know the status? We appreciate your prompt resolution of this matter. Thank you for your cooperation. Best regards, [Your Name]

6. Second Follow-Up After No Response

Subject: Re: Checking In On [Previous Subject] Email Body: Hello [Recipient’s Name], I wanted to touch base again as I haven’t heard back from you regarding my last email about [Previous Subject]. I understand you have a busy schedule, and I don’t want to overwhelm you with emails, but I thought a quick follow-up might be helpful. Please let me know if there’s a more convenient time or method to reach you, or if there are other contacts I should engage with instead. Looking forward to your response. Best regards, [Your Name]

7. Post-Conference Connection

Subject: Inspired by Your Talk at [Conference Name] Email Body: Hi [Speaker’s Name], Your presentation on [Topic] at [Conference Name] was incredibly insightful—I left with several key takeaways that I’m excited to discuss further. Could we schedule a time next week to explore potential synergies? I believe there is much to gain from sharing further insights and possibly collaborating. Thank you for your consideration, and I hope to connect soon. Best wishes, [Your Name]

8. Thank You Email After Business Deal

Subject: Thank You for a Successful Partnership Email Body: Dear [Client’s Name], I wanted to extend my deepest thanks for your collaboration on [Project/Deal Name]. It’s been a pleasure working together, and your team’s professionalism has been instrumental in the project’s success. We are looking forward to more opportunities to work together in the future. Please keep in touch, and let me know if there are any further areas where we can assist or collaborate. Warm regards, [Your Name]

9. Follow-Up After Sending Information

Subject: Information Requested on [Topic] Email Body: Hello [Recipient’s Name], Per our recent discussion, I’ve sent over the details on [Topic]. I wanted to make sure you received everything and see if there are any questions I can answer. Would it be possible to get your thoughts by [Date]? Your feedback is crucial for our next steps. Thank you for your time and help. Best regards, [Your Name]

10. Service or Product Feedback

Subject: We Value Your Feedback on [Product/Service] Email Body: Hi [Customer’s Name], Thank you for choosing [Your Company] for your needs in [Product/Service]. We hope your experience was up to your expectations and would love to hear your feedback. Could you spare a few minutes to provide your insights or complete our short feedback form [Insert Link]? Your opinion is vital for our continuous improvement. Thank you for your support and trust in us. Warm regards, [Your Name]

Follow-up Email Words And Phrases

Here are some follow-up email words and phrases you can use to start your email:

General follow-up:

• I’m following up on my previous email…
• I’m reaching out again regarding…
• Just wanted to circle back on…
• I wanted to touch base about…
• Following up to see if you had a chance to…
• Checking in to see…

More specific follow-up:

• I hope you had a chance to review the [document/proposal/information] I sent in my previous email.
• I noticed you hadn’t responded to my previous email, so I wanted to check in and see if you have any questions about…
• I’m following up on our conversation about [topic] and wanted to see if you’re available for a call next week.

Adding value:

• In case it’s helpful, I’ve attached the [document/proposal/information] again for your reference.
• I wanted to share an additional resource that you might find helpful: [link/document]
• Since my last email, I [achievement/update] which may be relevant to our discussion about…

Closing:

• Please let me know if you have any questions.
• I look forward to hearing from you soon.
• Thanks again for your time and consideration.

Ditch These Follow-Up Phrases When Writing An Email

Writing effective follow-up emails is an art. You want to be clear and concise, reminding the recipient of your message while also prompting action. But peppering your email with tired phrases can make you sound unprofessional or even pushy. Here’s what to avoid and how to craft a stronger follow-up:

Nix the Apologies:

• “Sorry to bother you” – This instantly puts you on the back foot.  Assume your email is relevant and jump straight into the purpose of your follow-up.
• “No problem” – While seemingly polite, it downplays the importance of your request. If your previous email required a response or action, a simple acknowledgement is better.

Ditch the Filler:

• “Just following up” or “Just checking in” – These phrases are vague and don’t provide any value. Be specific about what you’re following up on and why it’s important.
• “Touching base” or “Circling back” – Clichés that can sound unprofessional.

Avoid Overstepping or Unclear Language:

• “As per my last email…” – The recipient might not have seen your previous email. Briefly remind them of the topic and the action you’re waiting for.
• “You should…” – This can come off as demanding. Instead, rephrase it as a suggestion or a question inviting their input.
• “Let me know if you have any questions” – If your email has a clear call to action, this is unnecessary.

Best Practices For Sending Follow-up Emails

Here are some best practices for sending follow-up emails that will get you the response you’re looking for:

Timing is Key:

Don’t be a pest: Resist the urge to follow up immediately. Generally, wait 2-3 business days after your initial email before sending a follow-up. Space subsequent follow-ups further apart, respecting the recipient’s time.

Consider the recipient: Think about the recipient’s schedule and workload.  Are they more likely to check emails in the morning or afternoon?  Tuesdays, Wednesdays, and Thursdays tend to be the best days for emails overall according to some studies [research on best days and times for sending emails].

Craft a Compelling Message:

• Subject line savvy: Your subject line is critical for getting your email opened. Keep it concise, and informative, and avoid spammy language like “URGENT” or “!!!!!!”
• Personalize it: A generic follow-up is easily ignored. Reference the specific topic of your initial email and personalize the greeting.
• Value first, ask second: Briefly remind the recipient of the context and why it’s important. Then, clearly state your call to action (CTA). What do you want them to do next?
• Keep it concise: People are busy. Get straight to the point and avoid lengthy messages.
• Proofread meticulously: Typos and grammatical errors scream unprofessionalism. Take the time to proofread carefully before hitting send.

Respectful Persistence:

• Know your limit: There’s a fine line between persistence and pestering. After 2-3 follow-ups with no response, consider an alternative communication method like a phone call or reaching out through a different channel (e.g., LinkedIn).
• End on a positive note: Even if you haven’t gotten the response you wanted, thank the recipient for their time and consideration.

How To Write Follow-Up Emails That Work: FAQs

Conclusion 

Nailed it! You’re officially a follow-up email champ. With these tips and those killer examples (seriously, there’s a ton!), you’ll be a follow-up machine.

But, was this blog useful? Did it answer your burning questions about writing emails that get responses? Hit us up in the comments if you’ve got anything else on your mind. We’re all about helping email ninjas out!