How to write a follow-up email (+12 examples and templates) –

They say the squeaky wheel gets the grease.

But a squeaky wheel can also be annoying and cause the entire stroller to tip over.

Translation: how you word your follow-up emails matters.

So, in this post, we’ll show you how to write a follow-up e-mail for almost every scenario, and then provide copy and paste templates along with examples.

How to write a follow-up email

There are different types of follow-up emails, so some of these tips will work, others won’t. And don’t forget that general email writing best practices apply here – keep things short, especially.

To be unique

If you’re following up on an interview, pitch or meeting, personalize it by including something specific from the person being mentioned – ideally something you can say is particularly meaningful to them. This can help them remember while showing that you’ve been listening carefully.

Be honest

Yes, follow-up emails are pretty predictable and formulaic. But that doesn’t mean you can’t be honest in your communication. Don’t use generic, empty messages. Actually think of a specific subject you want to mention to jog their memory. And if he allows, keep the tone conversational if you can. This is easier to read and write, and the person will not feel obligated to use a formal tone in their response.

Include the original message

If you follow up on a previous email, don’t make the recipient look for the original email and don’t rewrite it. Reply to everyone on your email, then remove yourself from the recipient list so the person can have all the context they need.

Also, if the original email had an attachment, reattach it.

Ask one clear question

That said, don’t make them re-read the original email. Distill it down to a clear query with something like, “We’re just following up on the request in our email below. Do you think you will be able to provide that information for the period from April 25th to May 31st?’

Even if the original email had more requests or information, a simple or smaller request can increase your chances of a response.

E-mail template for follow-up inquiry

Send this type of email to someone who has contacted your business, for example through a general inquiry form on your website. If they left a phone number, call them first to leave a voicemail, then follow up with an email like this one.

Subject: In response to your inquiry

Hello (name),

Thank you for contacting us. I just left you a voicemail. (Briefly answer their question). To offer us customized options within the budget you provided. You can see examples of our related work here.

I am happy to share more details – when is the best time to contact you? Or feel free to reply by e-mail if that’s easier for you.

We look forward to connecting!

(do)

Contact information

Primer

Here’s an example of a follow-up email using the template above:

above template

Email template to resume content download

Of course, a contact form on your website is just one of many ways to generate leads for your business. Downloading content is another big deal. Ideally, you should have a series of follow-up lead magnets set up to help them move through your funnel, such as:

  • blog post or other e-book
  • event invitation
  • a case study
  • free trial or consultation

These emails can either be a series of orders where you send each one at a predetermined time, all at a specific time, or a nurturing series where each offer and the time of sending the email depends on the prospect’s previous action.

Here’s a general template you can model after:

Subject: Thanks for downloading our guide!

Hello (name),

Thank you for downloading (guide name) and congratulations on taking the right steps to (achieve desired result)!

Like (outcome from the advice in the first guide), (introduce a new pain point or need). So I’m attaching our (name of additional resource) which you may also find helpful – feel free to contact us with any questions you may have.

All the best,

(do)

Primer

Using this template, here’s an example of the following content download email:

content download

Discovery follow-up email template

Use this follow-up email after you’ve made an introductory or discovery call with a prospect.

Subject: (Your company) to (Client) continued

Hello (name),

It was a pleasure to speak with you about your (thematic needs/goals) today.

I’ve attached the slides from our call in case you or anyone on your team would like to review what we discussed.

I’m sure you’re still in research mode right now, so I thought I’d include a few resources to help you figure out if we’re right for you:

If you have any questions, don’t hesitate to contact us! You can also click here to schedule another call – we’d love to talk.

Talk to you soon!

To do

Primer

Here’s an example of a discovery call follow-up email using the template above:

Upper template 1

Discovery invitation e-mail to continue with actions

This email is for the same situation as above, but with some more specific items.

Subject: (Your Company) x (Client) cont

Hello (name),

We had a great talk with you today! We just wanted to continue our meeting with a few things.

  • To answer your question about (topic), (answer the question).
  • As we discussed, let’s go to (action item)
  • We have attached a questionnaire that you should fill out and send to us by e-mail. If you have any questions, let us know!

PS You can check out this (resource) to see how other companies are using (product/solution) to (achieve goal).

Talk to you soon!

(do)

Order or proposal continuation

Send this follow-up email if you haven’t heard back about the offer or business proposal. Depending on your business model and follow-up email, you can offer a demo and/or share a case study or resource.

Subject: (Your Company) x (Client) cont

Hello (name),

I hope you’re okay. You didn’t hear back after I sent you the quote, so I just thought I would.

  • I have reattached it in case the original is lost in cyberspace.
  • You may find this case study for a similar client helpful.
  • If you have any hesitation at all, I will be happy to discuss it with you via e-mail or phone.

I look forward to your reply!

(do)

Primer

Here’s how that template could look like:

Subject (Your Company) x (Client) cont

Here’s a different approach. You can quickly summarize the order you sent and/or end with a question.

Hello (contact name),

We wanted to follow up and verify the quote we sent to (day), which covers the features we can offer to (contact company name) to help you improve (pain point).

As a reminder, this would include

Can we answer some other questions?

All the best,

To do

Signature

E-mail template for invoice continuation

No one wants to have to send this email, but it happens. Especially for B2B businesses when you have finance departments involved. Here’s an easy way to track an unpaid invoice.

Subject: Friendly Reminder! Unpaid invoice #XXXX

Hello (name),

I hope this note finds you in good health. I am emailing you to let you know about the invoice (#5824) I emailed on (date). I still haven’t received the payment, so I just want to make sure you did.

As a gentle reminder, payment is due on (date). I have attached the invoice again in case you need it.

Thank you and have a great week!

(do)

Primer

Here’s an example of an invoice follow-up email using the template above:

e-mail for continuing the invoice 1

Request a follow-up email template

Use this email to follow up on a request you’ve sent to someone, whether it’s a high-authority business looking for a backlink or a colleague looking for information.

Subject: Re: (Original topic)

Hello (name)

Just wanted to resurface my request below in case it gets buried in your inbox. Have you considered adding our link to your post?

Thanks in advance!

To do

Primer

Here is an example of a follow up request email based on the template above:

e-mail to continue the request

Resume email template for networking

Building relationships within your niche is one of the most important things for your business. Use this email when you want to solidify a connection you’ve made with someone.

Subject: Nice to meet you, (name)!

Hello (name),

It was great meeting you last night at (name of event). I enjoyed our conversation about (topic), especially (something specific).

Your mention of (something specific) reminded me of (these/these resources), so I thought I’d share them with you in case you find them useful.

Let’s stay in touch,

(do)

Primer

Here’s an example of a networking follow-up email using the template above:

email to continue networking

A networking follow-up email to continue the conversation

Let’s say you met someone with whom you would like to build a relationship or meet for coffee. Use this email template.

Subject: Greetings from (your name) (event name)

Hello (name),

It was a pleasure to speak with you at (name of event). It was so interesting to learn (something you care about). As for the occasional coffee consumption, I’d like to let you know about that!

Do you have free time this week or next week? Good times for me (let the good times be here) but I’ll be glad to work around my schedule. Let me know what works for you.

All the best,

(do)

E-mail template for the continuation of the interview

This is the most sensitive follow-up email. It is important to keep a fairly formal tone here. Not robotic, but formal. Use something like this:

Subject: Thank you for your time

Hello (name),

Thank you for taking the time to meet with me today to learn more about me, tell me more about (company name) and (role).

I really admire / loved hearing about (something specific mentioned). It is clear that (something nice).

The opportunity to use my (relevant experience) to (contribute to a clear initiative/mission) is exciting for me and I look forward to speaking with you again soon.

If I can provide additional information in the meantime, please let me know.

Thanks again,

(do)

Primer

Here is an example of an interview follow-up email using the template above:

e-mail to continue the interview

Follow up email after no response

It’s probably best to avoid open-ended questions here. If the person has not responded, either they do not have time or they are not interested enough.

Subject: Re: (Original topic)

Hello (name),

You haven’t heard back, so I just want to ask – are you still interested? I know things can get busy and timelines can change, but I also don’t want to be a bother. Let me know where you are and I will adjust my communication accordingly.

Thank you!

All the best,

(do)

And here’s one that makes it easy for the recipient to respond:

Subject: Re: (Original topic)

Hello (name),

They say a squeaky wheel gets the grease…but a squeaky wheel can also be very annoying – and I don’t want to be one! So, in my last attempt to connect, you can indicate your answer by writing just one of these numbers:

0 – I’m really overwhelmed, but still interested.

1 – I’m not interested

Thank you!

(do)

Primer

Based on the first template, here is an example of a follow-up email after no response:

follow-up emails after

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