Follow up email after no response
No reply rarely means "no". People are busy, emails get buried, and your message was one of a hundred that day.
Your follow-up should do two things: remind them of the one thing you need, and make answering take ten seconds. These samples are sorted by who you're writing to.
Follow up email after no response: 10 to copy
1. Gentle bump
Subject: Re: [original subject]
Hi [Name], Just floating this back up in case it got lost. Any thoughts? Thanks, [Your name]
2. Colleague
Subject: Re: [original subject]
Hi [Name], Following up on the email below. I need your input on [specific question] by [date] so I can [reason]. Even a quick yes/no would help. Thanks! [Your name]
3. Your manager
Subject: Quick decision needed: [topic]
Hi [Name], I know your inbox is full, so here's the short version: I need a decision on [topic] by [date]. My recommendation is [option]. If I don't hear back by then, I'll go ahead with that. Is that OK? [Your name]
4. Client
Subject: Checking in on [topic]
Hi [Name], I wanted to follow up on my email from [day] about [topic]. Is there anything you need from me to move forward? Happy to jump on a quick call if that's easier. Best, [Your name]
5. Prospect
Subject: Worth a quick chat?
Hi [Name], I reached out last week about [problem you solve]. Is this something you're looking at right now, or should I check back in a few months? [Your name]
6. Offer two options
Subject: Two options for [topic]
Hi [Name], To make this easier, here are two options: 1. [Option A] 2. [Option B] Just reply with 1 or 2 and I'll take it from there. Thanks, [Your name]
7. Third follow-up
Subject: Still interested in [topic]?
Hi [Name], I've reached out a couple of times about [topic] and haven't heard back. Totally fine if the timing's wrong. Should I close this out, or is it worth checking in next month? [Your name]
8. Breakup email
Subject: Closing the loop
Hi [Name], I haven't heard back, so I'll assume this isn't a priority right now and won't keep filling your inbox. If things change, just reply here. I'd be glad to help. All the best, [Your name]
9. After a missed meeting
Subject: Sorry we missed each other
Hi [Name], Looks like we missed each other today, no worries at all. Would you like to reschedule? Here's my calendar: [link]. Or suggest a time that suits you. [Your name]
10. Request for a document
Subject: Re: [document] needed by [date]
Hi [Name], A quick reminder that I still need [document] to [reason]. Could you send it by [date]? If someone else on your team handles this, just point me to them. Thanks, [Your name]
Subject lines
- Re: [original subject]
- Quick question about [topic]
- Any thoughts on [topic]?
- Two options for [topic]
- Should I close this out?
- Closing the loop
- Still need [thing] by [date]
How long to wait between follow-ups
- Colleague, urgent: one working day.
- Colleague, not urgent: two to three working days.
- Client or partner: three to five working days.
- Prospect / cold email: three days, then a week, then two weeks.
Each follow-up should be shorter than the last. By the third, two sentences is plenty.
Frequently asked questions
How do you politely follow up when someone doesn't respond?
Reply in the same thread, restate the one thing you need, and ask a simple question that's easy to answer, such as a yes/no or a choice between two options.
How many times should I follow up if there's no response?
Two or three times, spaced further apart each time. Then send a short closing email and stop.
Should I change the subject line when following up?
Usually no. Replying in the same thread keeps the context. Change it only if you want to signal something new, like a deadline.