Follow up email templates
Most emails that don't get a reply weren't ignored. They got buried. A follow-up is just a polite way to move yours back to the top.
The best follow-ups are shorter than the original email, add one small new thing (a date, a question, a useful link), and make replying easy. Every template below does that.
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Follow up email templates: 9 to copy
1. After a meeting
Hi [Name], Thanks for your time today. As promised, here's a quick summary: - [Point 1] - [Point 2] - Next step: [what happens next, who does it, by when] Let me know if I missed anything. Best, [Your name]
2. No response, gentle nudge
Hi [Name], Just bringing this back to the top of your inbox in case it got buried. Would [specific option] work for you? Thanks, [Your name]
3. Waiting on a decision
Hi [Name], I wanted to check in on [topic]. Is there anything else you need from me to make a decision? If the timing has changed, that's completely fine. Just let me know and I'll follow up later. Best, [Your name]
4. After sending a proposal
Hi [Name], I hope you've had a chance to look at the proposal I sent on [day]. Happy to walk you through it on a 15-minute call if that's easier. Would [day/time] work? [Your name]
5. Invoice / payment reminder
Hi [Name], A quick reminder that invoice [number] for [amount] was due on [date]. I've attached it again here. If it's already been paid, please ignore this, and thank you! Best, [Your name]
6. After a networking event
Hi [Name], It was great chatting with you at [event] about [topic]. I'd love to continue the conversation. Are you free for a coffee or a call in the next couple of weeks? Best, [Your name]
7. Asking for a favor, second time
Hi [Name], I know you're busy, so I'll keep this short. Would you still be able to [request]? If not, no problem at all. A quick yes or no would really help me plan. Thanks so much, [Your name]
8. Internal, colleague
Hi [Name], Following up on my message from [day] about [topic]. I need [specific thing] by [date] to keep [project] on track. Could you take a look when you get a moment? Thanks! [Your name]
9. Final follow-up
Hi [Name], I haven't heard back, so I'm guessing this isn't a priority right now. I'll close this out on my end. If anything changes, just reply to this email and I'll pick it up again. All the best, [Your name]
Subject lines
- Re: [original subject]
- Quick follow-up
- Following up on [topic]
- Any update on [topic]?
- Next steps from our call
- Checking in about [date/event]
- Did you get a chance to look at this?
- One more thing about [topic]
- Should I close this out?
How long to wait before following up
- After a meeting: same day or next morning.
- No reply to a normal work email: two to three working days.
- After a job interview: one to two days for the thank-you, then a week after the date they said they'd decide.
- Sales outreach: two to four days between the first emails, then longer gaps.
- Unpaid invoice: the day after it's due, then weekly.
What makes a follow-up work
Reply in the same thread. It gives the other person all the context without scrolling.
Ask one clear question. "Does Tuesday at 2 work?" gets more replies than "Let me know your thoughts."
Don't apologize for following up, and don't write "just checking in" with nothing else. Add something: a date, a deadline, an easier option.
Stop after three or four tries. A polite last email (the "should I close this out?" template) often gets the reply the first three didn't.
More specific templates
Frequently asked questions
How do you write a polite follow up email?
Keep it short, reply in the original thread, remind them of the one thing you need, and make it easy to answer, for example with a yes/no question or two time options.
How many follow up emails is too many?
For most situations, three follow-ups after the original email is the limit. Space them further apart each time and end with a polite closing email.
Is "just checking in" unprofessional?
It's not rude, but it's weak because it gives the reader nothing to respond to. Add a specific question or deadline.
What is the best day to send a follow up email?
Tuesday to Thursday mornings tend to work well for work email, but the gap since your last message matters more than the day.