Yuka Kato
Follow-up emails are a necessity, especially in business. This is why a follow-up email template can be helpful. It can show you what to do and what to avoid.
In many scenarios, a follow-up email holds great value. It can help you convert leads, close sales, or simply remind someone that you exist and are waiting for a response.
But to accomplish these, a follow-up email has to be done right. When it isn’t crafted correctly, it may sound too aggressive and may have the opposite effect of what you intended.
In this article, we’ll take you through a number of follow-up email templates that actually work (as well as some that don’t).
Good and Bad Follow-up Emails Based on Different Situations
Follow-up emails are necessary for a number of different situations.
To get a bit more specific with our templates, our first follow-up email examples have been made to fit a number of real-world scenarios.
We’ve also included a few bad examples to go along with each, so you understand exactly which bad habits to avoid.
Scenario 1: Template for Following Up After Receiving No Response
When you’ve been waiting a long time for a reply, it can get frustrating. However, this annoyance could lead you to send follow-up emails that are passive-aggressive at best, and confrontational at worst.
Bad Follow-Up Email: Too Aggressive
Dear {recipient},
It’s been a while. Since you haven’t replied in {number} days, I’m assuming you’re no longer interested in {service}. If I’m right in assuming so, there’s no need to reply to this mail.
If you still want {service}, I hope you will reply as quickly as possible.
Thanks,
{Your signature}
What’s wrong with this email? Well, where do we even start?
- It’s way too aggressive.
- You come across as entitled. Remember, the recipient has no obligation to reply.
- You’re putting the recipient under too much pressure to respond.
This follow-up email is unlikely to generate a positive response anyway, so what’s the point of sending it?
Let’s take a look at how we can improve on this bad example, while also communicating a sense of urgency to the recipient. Take a look at these polite follow-up email samples.
Good Follow-up Email: Template 1
Dear {recipient},
It’s been a while. I hope you didn’t miss my previous email!
But in case you did, I just wanted to remind you about the benefits of {subject}.
I don’t mean to push too hard, but I genuinely think this offer is worth your consideration, and I wouldn’t want you to miss out.
In case you have any questions for me, I’d be glad to answer them.
Best regards,
{Your signature}
Good Follow-Up Email: Template 2
Hi {recipient},
I think you might have missed my previous mail. I understand how hectic things can be, and I hope you and your loved ones are doing well.
Last time we spoke, you had mentioned {topic}.
Please let me know if you’re still interested in moving forward. I look forward to hearing from you!
Best regards,
{Your signature}
Scenario 2: Following Up After a Meeting
Follow-up emails can be a great way to keep a conversation going with a potential client (or employer, or even a professor) with whom you’ve had an in-person or virtual meeting.
When we send these emails out after a meeting, we tend to assume that the information is still as fresh in their minds as it is in ours. So, we can easily fall into the trap of being too vague in our follow-up emails.
Bad Follow-up Email Example: Being Too Vague
Hi {recipient],
I’m the person from the meeting that you said should email you a few weeks ago.
Do you remember how we discussed some things that would be useful to both of us? I just wanted to follow up with you and make sure you’re still on board with our plans.
Best regards,
{Your signature}
What’s wrong with this email?
- It’s extremely vague and could refer to any meeting ever held!
- No specific dates or times are mentioned.
- No clarity on what happened during the meeting or where it even occurred.
- You’re giving the recipient very little reason to reply to you.
Let’s take a look at some good follow-up email examples:
Good Follow-Up Email: Template 1
Hi Dave,
I’m Bill Dempsey, writing on behalf of Northwest Mutual.
You may remember me from our meeting at Starbucks on April 15 at 10 in the morning.
During our meeting, we discussed the possibility of purchasing a life insurance policy from Northwest Mutual. From what I recall, you were pleased with the benefits and premiums I shared. I’m writing to you to ask if you’re still interested in getting a policy with us.
If you’re still keen on it, I would love to hear back from you. If something has changed or you have questions, please don’t hesitate to reach out, and we can discuss things further.
Best regards,
Bill
Good Follow-up Email: Template 2
Dear {recipient},
It was a pleasure meeting with you at {place, date, and time}.
The meeting was a great success in my opinion, considering that our views on {subject} seem to match perfectly.
It’s been {duration} since we last spoke, and I think that it’s time to take things a step further. If you still need more time to deliberate or have any further questions about {subject}, let me know and we can arrange another meeting sometime soon.
Thank you for a lovely chat.
Best regards,
{Your signature}
Scenario 3: After A Customer Has Shown Some Interest
Let’s say you own a car rental company and a customer has entered their contact details on a website, indicating that they would like to book a car for the weekend. At this stage, the only thing you can do to ruin a sure deal is not offer the potential customer a way to move forward or not be clear enough with the next steps.
Bad Follow-up Email Example: Not Being Clear Enough
Hi Jack,
Thank you for showing an interest in Motorwise Car Rentals. It means the world to me that you would want to learn more about the services we offer. I received all your details and would be happy to answer any questions you may have about any of our cars.
Don’t hesitate to reach out. Until then, I wish you all the best.
Best regards,
Henry
What’s wrong with this email?
- It’s polite enough, but you aren’t really saying anything of value.
- You aren’t offering the client a way to proceed.
- You aren’t pushing your product/pitch enough.
Let’s take a look at an example of a good follow-up email template to a potential client.
Good Follow-up Email: Template 1
Dear Jack,
Thank you for showing an interest in Motorwise Car Rentals.
We offer hundreds of happy customers state-of-the-art cars every day, and we’re sure that we’ll find something that fits your needs as well.
What are the next steps for you?
- Click on this link to pick and book a car in less than 5 minutes.
- Check out some of our pricing options here.
I trust that you’re probably aware of the discounts we’re currently offering on SUVs and luxury cars. If you aren’t sure, check out the information on our website, or reach out if you have any questions.
I hope you find this information useful. Have a lovely day!
Best regards,
Henry
Good Follow-up Email: Template 2
Hi Jack,
Thank you for sharing your details. I see that you’re interested in booking a car with Motorwise Car Rentals.
You’re in good company! Eighty percent of our customers pick that exact model for their day trips, as you can see from our dazzling reviews.
Now that you’ve shown some interest, I just wanted to let you know about:
- Our great offers and discounts for compact cars
- Our commitment to excellence, quality, and cleanliness
You’re one click away from making a great decision. Don’t hesitate now!
If you need more assistance, I’ll be happy to answer any questions.
Best regards,
{Your signature}
Scenario 4: Following Up To Offer New Information
Follow-up emails aren’t always intended to nag someone you went to a meeting with, or to force a sale. They’re an extremely valuable tool to divulge new information you have to offer. Maybe you’re finally offering a service that the client was waiting for, or maybe someone you met with asked you a question that you can finally answer.
In this case, it would be a terrible practice to burden the recipient with too much information and too little personality.
Bad Follow-up Email Example: The Info Dump
Hi {recipient}
Did you know that 66% of users are {random statistic}?
In fact, data from 2012 shows that this is a 10% jump in {random subject} from 2010.
I’ve come up with a solution that’s 100% guaranteed to meet guidelines laid down by {government department or institute}.
And that’s why you should consider me an expert! Hope to hear from you soon.
Best regards,
{Your signature}
What’s wrong with this email?
- It takes too long before it gets to the point.
- Sometimes, too much information is like giving no information at all.
- It’s honestly very boring.
Let’s look at a different way to phrase a sample follow-up email to a prospective client.
Good Follow-up Example: Template 1
Dear {recipient},
Things have changed since we last spoke.
I’ve recently come up with the perfect solution to help your company cut costs by XX%. This solution is in accordance with all {guidelines}.
With it, I believe we can work together to {include a statistic or results here}.
I hope that you see the value in this proposition. Hope to hear from you soon.
Best regards,
{Your signature}
Good Follow-up Example: Template 2
Dear {recipient},
Times have changed.
When I last reached out to you, we were unable to reach a compromise due to clashing schedules. I’m happy to inform you that I’ve figured out a way to make this work without needing {a big commitment from the recipient}.
This solution will help save {insert a statistic about time or money saved here}.
I’m happy to schedule a call with you on {insert calendar link} to discuss this further.
Hope to hear back from you soon.
Best regards,
{Your signature}
Scenario 5: Following Up on RSVP
RSVPs can be sent out as a response to personal and business invitations. Whichever the case, when writing a follow-up RSVP mail, each guest must be approached with a personalized message.
One of the biggest mistakes you can make when sending out a follow-up RSVP email is sounding like you’re sending a mass email where only the names are different. It could sound something like this:
Bad Follow-up Email Example: Too Generic
Dear {recipient},
We can’t wait for you to attend {event}.
You and I go back a long way, and I would like it if you would attend {event}.
However, I need you to RSVP soon. I hope you can make some time from your busy schedule to reply and be there.
Best regards,
{Your signature}
What’s wrong with this example?
- It’s too impersonal and sounds too much like you’ve used a template.
- It contains no specifics regarding when the event will be held, or why this person was invited in the first place.
- It makes too many assumptions while showing no enthusiasm for the recipient’s attendance.
Let’s look at some better templates you can follow.
Good Follow-up Example: Template 1
Dear {recipient},
As you may remember, the {event} I have been organizing for months is coming up soon.
We last spoke about this on {insert date/time or something specific to the person}, when I sent a formal invitation.
I still haven’t received your reply, but I hope that you can send it across soon. It’s important that I have an accurate headcount during the planning stage.
It’s a big day for me and I would love it if I could have my {insert relationship with this person} attend the event. Hope to hear back from you soon!
Best regards,
{Your signature}
Good Follow-up Example: Template 2
Hey there,
We’re getting closer to our wedding day and we can’t wait to share it with you, {person’s name}.
To provide an accurate headcount to our organizer, we need you to officially RSVP. Even though we’re {insert relationship with this person}, we just need a formal confirmation. Don’t forget to let us know your menu choice while you’re at it!
We can’t wait to see you!
Best regards,
{Your signature}
Scenario 6: Follow-up Email for Fundraising
When sending out a follow-up email that is used to raise funds for a particular project or encourage donations for a cause, it’s important to avoid being too pushy or sounding inauthentic.
At the same time, you must be as clear and concise as possible. Where is the money from the donations going? What impact can a small donation make?
In this case, the worst mistake you can make is being too pushy with the recipient and forcing them to make a donation.
Bad Follow-Up Example: Being Too Pushy
Dear {recipient},
I’m writing to you to request that you make a small donation to {cause}.
We know that it’s not a large amount so we don’t expect you to refuse, especially considering the importance of what we’re doing.
We only need 50 more donations before we get to our goal, and we trust that we can count on you to make that number 49.
Best regards,
{Your signature}
What’s wrong with this email?
- It’s too pushy and aggressive.
- It makes too many assumptions about the recipient.
- It risks desensitizing the recipient to your cause.
Good Follow-up Email: Template 1
Dear {recipient},
I’m still trying to raise money for {cause}, but I’m happy to announce that we’re one step closer to reaching our goal. In order to complete our mission, we need to raise another {amount} by {date}.
I understand if you are not in a position to make a contribution. At the same time, I just wanted to remind you that even the smallest donation can go a long way.
Your donation will go toward {what will be done with the money}. We assure you that every cent we raise will be well accounted for and spent wisely.
If you have any further questions, please reach out to me and I’ll be happy to get on a call with you to explain further. If you know anyone else who would be interested in this cause, it would really help if you share this message with them.
Thank you for your time.
Best regards,
{Your signature}
Good Follow-up Email: Template 2
Dear {recipient}
It’s been a while since we last spoke. I hope everything is going well on your end.
I just wanted to remind you that I have been raising money for {insert cause}. The reason I’m reaching out to you is I know it’s in both our interests to reach our fundraising goal.
You’ve been a supporter of this cause for a long time. So, even if you can’t make a contribution at this time, you can still help by sharing details of {the cause} with your friends and family who might be in a position to help.
I only need 50 donations to reach my goal by {date}.
Any support you can extend will be much appreciated!
Best regards,
{Your signature}
Scenario 7: Follow-up Email Requesting Feedback
There are several situations where you might have to write a follow-up email requesting feedback.
Maybe you’ve been rejected from a job and you’d like to know why. Or you run a hotel or a restaurant and want to know what your customers think of your service.
One of the worst things you can do in this case is write an extra long email that isn’t being specific about what feedback you’re looking for. No customer will want to give their feedback if they have to read through a novel first.
Bad Follow-up Example: Long Meandering Emails
Dear {recipient},
Thank you for staying with one of our trusted properties.
We pride ourselves on providing the most comfortable rooms. Our chefs prepare the highest quality food, and our world-class amenities are maintained regularly according to widely accepted industry standards.
Every year, we host thousands of happy customers from all over the world. Maybe you’re one of them too?
We’d love to hear more about your experience at our establishment. Tell us what you liked, didn’t like, or what you think could be better.
Do let us know.
Best regards,
{Your signature}
What’s wrong with this email?
- It’s too long. Feedback emails should be kept short and sweet.
- It isn’t specific about what the feedback you’re looking for.
- It doesn’t clarify areas that you want to improve upon.
Good Follow-up Email: Template 1
Dear {customer},
We are so happy to have hosted you from {date} to {date}.
We hope you enjoyed your stay. But even if you didn’t, we’d love to hear from you.
Your feedback is important for helping us improve. We’ve put together a short survey with a few basic questions about the quality of our service. We would be really grateful if you could take a few minutes out of your busy schedule to answer it.
If you’d prefer to email your feedback to us directly, that’s fine too.
Thank you for your time.
Best regards,
{your signature}
Good Follow-up Email: Template 2
Dear {professor},
I’m writing to request feedback on my recent {assignment/project}.
For me to excel in {enter subject}, I’ve been trying to improve on {specific area}. Your opinion and expertise are invaluable to me, so I would love to hear about what you think I did well or could improve on.
I believe your feedback will help me deliver better work in the future.
You will find a link to an online version of my assignment here {insert a link}.
If you’d rather arrange a meeting with me than provide this feedback over email, I’d be happy to schedule a date and time for a face-to-face conversation.
Hope to hear back from you soon.
Best regards,
{Your signature}
Scenario 8: Following Up With Someone Who Asked You to Reach Out
When you meet a potential client or customer by chance, you may not have all the information related to your product or service on hand. These clients could then ask you to reach out to them at a later date when the information is available to you.
The problem is by the time these emails are sent, the potential client could have forgotten all about their request, including who you are and the service you’re offering. That’s why it’s important to be specific. Let’s look at a bad example:
Bad Follow-up Email: Not Enough Information
Dear {first name},
As requested, I have {the information subject} ready for you.
Attached is all the data you requested. Let me know if this is of any use and whether we can get on a call to discuss this further sometime this week.
Best regards,
{Your signature}
What’s wrong with this example?
- You’re assuming that the client remembers exactly who you are.
- You’ve offered no reminder about what the two of you spoke about or when.
- You haven’t offered enough information to keep the conversation going.
Good Follow-up Email: Template 1
Dear {first name},
I hope you’re doing well!. We met at {event} on {date} where we spoke about {subject}.
During our conversation, you asked me to reach out to you once I have {specific information} ready for you. I’m happy to say that I found exactly what you’re looking for and would be happy to provide it to you.
Please let me know when you might be free to take a call or meet in the following week to discuss this further. If you need a refresher on what we spoke about, I’d be happy to do a quick recap with you as well.
Have a lovely day.
Best regards,
{Your signature}
Good Follow-up Email: Template 2
Hi {first name}!
It’s John Brown from {the event} held on {date}.
The last time we spoke, you shared your contact details with me so I could follow up with you on {subject discussed during previous meeting}. I hope you’ve had a chance to consider my proposal in the meantime.
I’d love to get on a call with you or arrange a meeting on {date} so we can discuss your thoughts on {subject you’re following up on}.
Hope to hear from you soon!
Best regards,
{Your signature}
More Follow-up Email Samples That Work
After Sending a Quote
Dear {recipient},
Thank you for expressing interest in my {product/service}.
On {date} I sent an estimated quote of how much {service} would cost, as well as all the features I could offer for this price.
Let me know if we have a deal.
Of course, I’d also understand if this quote exceeds your budget.
Don’t hesitate to write to me with an answer either way or in case you have further questions. I look forward to hearing from you!
{Your signature}
Sample Follow-up Email To Prospective Client
Dear {recipient},
We spoke a few weeks ago about {service or product you provide}. In response, I sent across the next steps that you can take to close the deal.
In case you’re still unsure, I just thought I’d give you a reminder of what we can offer:
- 100% satisfaction guarantee
- Transparent and upfront pricing (no hidden fees)
- A team of qualified and friendly service providers
Let me know if you have any further questions. I look forward to hearing from you!
{Your signature}
An Enthusiastic Check-in
Hi {recipient}!
It’s been a couple weeks, but I’ve been really excited thinking about all the possibilities regarding {project} since we last spoke on {date}.
I’m guessing you’re just as ready to make this happen as I am. Shoot me a message and we’ll get started right away!
All the best,
{Your signature}
After Sending Out a Proposal
Dear {recipient},
I hope you’re doing well.
I’m reaching out to follow up on the proposal I sent you on {date}.
If you have any thoughts on the matter, I’d love to hear your opinion.
I look forward to sharing my ideas with you and hearing what you have to say. Let’s arrange a call or meeting on {date} and we can work out the next steps together!
Until then,
{Your signature}
Follow-up Email Sample With an Urgent Reminder
Dear {recipient},
It’s been a while since our last conversation about {subject] so here’s a small reminder to help us strike while the iron is hot!
I’m very motivated on my end and hope you are too.
Let’s keep up the good work so that we can make {project} reach its full potential.
Please let me know what time is good for you, and we can set up a call or meeting!
All the best,
{Your signature}
To Keep the Conversation Going
Hello again {recipient},
I had such a great time getting to know you and your {project} a little better the other day. You had some very interesting points I’d love to hear more about.
So, why not continue the conversation? I have some additional ideas that I think you’d be interested in. Let me know when you’re ready for another chat.
Look forward to speaking with you soon!
Best regards,
{Your signature}
Requesting Feedback From an Employer
Dear {employer},
Did you receive the {document name} I sent for review the other day?
I’d love to hear what you thought about it. I want to grow as much as I can with the company so your input and guidance are crucial.
Any feedback would be greatly appreciated. Please let me know once you’ve taken a look. Thank you for your time!
Kind regards,
{Your signature}
Requesting an Update From a Colleague
Hi {name},
Have you given any thought to the {project} since we last spoke?
The deadline is approaching and I just wanted to make sure that we have everything ready as soon as possible.
Please let me know when we can schedule a meeting to go over the final details.
Best,
(Your signature)
Requesting an Update From an Employee
Dear {employee name},
Could you please provide me with an update on the status of {work project}?
I assume there has been some progress since our last meeting and I’m excited to see what your office has come up with.
I will need the update by {deadline}. Thank you for your hard work!
Kind regards,
(Your signature)
Sample Follow-up Email Indicating a Better Offer
Dear {recipient},
I hope you’re well. The last time we spoke at {place and time}, you had some feedback on my offer.
Since then, I’ve considered your points carefully, and I’m confident that we can tailor our offer to fit your needs better.
Please let me know if you’d be interested in hearing more and we can set up a time and date to discuss things further.
Hope to hear back from you soon!
Best regards,
{Your signature}
Following Up After a Missed Call
Dear {recipient},
I tried calling you earlier today, but couldn’t get you on the line.
I understand how busy things can get, but it would be great to catch up sometime soon!
I could try and call you again this week if that works for you. Or if you have a date or time you’d prefer, let me know and we can arrange a call at that time instead.
You can also call me back at {phone number} whenever it suits you.
Hope to hear back from you soon!
Best regards,
{Your signature}
Requesting Another Contact
Dear {recipient},
I’ve been trying to reach out to you regarding {subject}, but haven’t heard back from you yet.
As you might remember, my company offers {service or product}.
In case you aren’t the appropriate person to contact in this situation, I would be very grateful if you could point me in the right direction.
Thanks in advance for your time.
Kind regards,
{Your signature}
A No-Nonsense Follow-up
Hi {recipient},
I know you’re busy, so I’ll get straight to the point.
Last week I sent you an email regarding {project}. Please have a look and get back to me as soon as you can, so we can take things further.
Looking forward to hearing from you!
All the best,
{Your signature}
The Final Offer
Hi {recipient},
I’ve been trying to tie up several loose ends and noticed that you haven’t responded to my last few emails. I hope everything is well.
I’m writing to check if you’re still interested in pursuing {subject matter}.
If you’re not, that’s fine. But if you want to continue our work together, let’s strategize and decide on the best way to get the ball rolling again.
Looking forward to your reply!
{Your signature}
Conclusion
Writing follow-up emails, especially when you haven’t received a response in a long time, can be a frustrating task. But knowing how to write a follow-up email the right way opens up a world of opportunities, personally and professionally.
With the follow-up email templates in this article as well as the several examples of bad habits and poor wording that you should avoid, you should now be able to craft a follow-up email that fits almost any situation. More importantly, you can write an email that gets results and replies from prospective clients and leads.
Still need convincing? Check out some of the benefits that follow-up emails can offer you and your company by clicking on this link (linked to follow up email cluster articles).
Read more about follow-up emails:
How to Write Follow-Up Emails (w/Templates for Common Scenarios)
30 Best Follow-Up Email Subject Lines (to Get Replies!)
20 Sales Follow-up Email Templates to Unlock Higher Response Rates (2023)
RSVP Reminder Wording for Your Event (Examples and Etiquette)
Set up effective Gmail follow-up emails
