How to Write a Follow-Up Email (+12 Examples & Templates)

Author Dominic Townsend

Posted Apr 12, 2023

Reads 6.5K

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Are you tired of being the squeaky wheel that never gets the grease? Do you feel like your job applications are getting lost in the entire cart of other candidates? Fear not, because follow-up emails matter and can make all the difference. In fact, we have 3 follow-up email templates to share with you today to help you stand out from the crowd.

Sending a follow-up email post-IM or after an interview can show your persistence and interest in the position. It’s also a great opportunity to provide a copy of any additional information or documents requested during the initial conversation. Don’t know where to start? Simply copy and paste our templates below to save time and ensure your message is clear and professional.

Whether you’re applying for hot jobs or just want to improve your communication skills, writing effective follow-up emails can be a game-changer. Keep reading for more tips and examples on how to craft these crucial messages.

Crafting the Perfect Follow-Up Email for a Response

Following up after sending an email can be tricky, and it's easy to feel like you're being a pest. However, it's important to remember that sometimes people simply forget or get busy. On the other hand, if the person didn't answer your initial email, chances are they aren't interested. To avoid open-ended questions and increase your chances of receiving a response, use a subject line that clearly states the purpose of your follow-up.

If you haven't heard back from someone after sending an initial email, don't worry! This is where a well-crafted follow-up email comes in handy. One super easy tip is to reference the original message in your follow-up and explain how you'll adjust your request or offer based on their response. Don't be afraid to be persistent – remember that "the squeaky wheel gets the grease."

As with any correspondence, it's important to maintain professionalism in all interactions. Keep in mind that your final attempt at writing back should still come across as friendly without being pushy or aggressive. If you've reached out several times and still haven't received a response, it may be time to move on and focus on other leads.

1. Example

If you're struggling with crafting a follow-up email that doesn't sound pushy, these 3 follow-up email templates can help. Each template here's been designed to make your follow-up emails friendly and professional, helping you get the results you want without sounding desperate.

Whether you're following up on a job application, a sales pitch or simply trying to connect with someone new, these templates are an excellent starting point. Use them as they are or customize them to suit your needs - either way, they'll help you write follow-up emails that get noticed and remembered.

Discovery call follow-up email with action items

Making a great impression during a discovery call is essential to closing the deal. However, it's also important to follow up with a personalized email that includes specific items discussed during the call. This shows that you were listening and are serious about moving forward.

Black Rotary Telephone on White Surface

In your follow-up email, make sure to mention the great speaking points discussed during the call, as well as any action items you both agreed upon. Remember to keep your tone friendly and professional, and don't forget to offer further assistance if needed.

To ensure clarity and avoid confusion, it's always a good idea to attach any relevant materials or documents discussed during the call. This saves time for both parties and shows that you're proactive in moving things forward. Finally, don't forget to follow up on your email with a quick phone call or email back within a few days to check on progress and answer any questions.

Crafting the Perfect Follow-Up Email: A Comprehensive Guide

Crafting the perfect follow-up email can be a challenge, but it's an essential part of any effective marketing strategy. Whether you're following up after a sales pitch or trying to re-engage with a past client, the right approach can make all the difference. In this article, we'll take a comprehensive look at three follow-up email templates that you can use as a starting point for your own campaigns. And don't forget general email copywriting tips like personalization and clear calls-to-action to increase your chances of success.

1. Be genuine

When it comes to follow-up emails, being genuine is key. Most people receive a lot of generic empty messaging in their inbox, so it's important to stand out by being specific and using a conversational tone. This way the person won't feel obliged to reply with a formal tone.

It's pretty predictable that communication don't always go as planned, but that doesn't mean you can't make the most of your follow-up emails. By using these templates and adding your own personal touch, you can show that you're genuinely interested in the specific item or topic at hand, which will increase your chances of getting a response.

2. Include the original message

When it comes to crafting follow-up emails, it's important to include the original email in order to provide context and remind the recipient of your previous correspondence. This is especially crucial if you're reaching out to someone you haven't spoken to in a while or if there are multiple people on your recipient list. By including the original message, you can ensure that everyone is on the same page and that there are no miscommunications.

Additionally, including the original message can save time for both you and the recipient. If you're following up on an email reply that included an attachment, for example, it's much easier to simply ask them to re-attach it rather than having to explain what was attached in the first place. Overall, including the original email shows that you're thoughtful and organized, which can go a long way towards building strong relationships with your clients and colleagues alike.

Craft the Perfect Follow-Up Email: A Networking Must-Have

Building relationships is one of the most important things you can do in your professional life, and following up with someone after meeting them is a crucial step in that process. That's why networking email templates are a must-have. They help you stay on top of your follow-ups and ensure that you keep the conversation going.

Email Blocks on Gray Surface

One great template to use is a simple "nice meeting you" email. In this case, they're not expecting anything from you, so it's just a matter of keeping the connection warm. Make sure to personalize it by mentioning something specific from your conversation, and use a subject line like "Nice Meeting You at [Event Name]." It's short, sweet, and shows that you're thoughtful.

Another template to consider is a "thought I'd share" email. This is perfect for when you come across an article or resource that relates to something you talked about with your contact. It shows that you were listening and that you value their interests. Use a subject line like "Thought You Might Be Interested in This Resource." Again, make sure to mention something specific from your conversation so they know it's not just spam.

Maximizing Your Chances: How to Follow Up on a Proposal

Sending a follow-up email can make all the difference when it comes to getting your business proposal accepted. If you haven't heard back from the recipient, don't give up hope just yet. Depending on the type of business model you have, it may take several follow-up emails before you get a response. It's important to remember that people are busy and sometimes they may need a gentle reminder.

Sending a second or even third follow-up email is perfectly acceptable in most cases. In fact, research shows that sending a number of follow-up emails can increase your chances of getting a response by up to 80%. So, don't be afraid to reach out again if you haven't heard back after your initial email. In some cases, the recipient may have simply forgotten to respond or may have been too busy at the time.

One way to make your follow-up email stand out is by including a case study or success story from a similar client. This can help the recipient see how your business proposal could benefit them and their company. Additionally, make sure to reattach any relevant documents or information that was included in your initial email. Finally, keep your tone polite and professional throughout the entire process - even if you didn't hear back after several attempts.


Let's say you had a job interview and you want to remind the hiring manager of your interest in the position. You could use a follow-up email to do just that. In this case, you might use a template that includes a quick recap of your qualifications, an expression of gratitude for the opportunity to interview, and an indication of your continued interest in the job. By sending this type of email, you'll demonstrate your professionalism and enthusiasm for the position.

Frequently Asked Questions

Do follow-up email templates work?

Yes, follow-up email templates can be effective in increasing response rates and keeping communication consistent. However, it is important to personalize the message and avoid sounding too automated.

How long should you wait to email a hiring manager?

It's best to wait for one week before sending a follow-up email to a hiring manager. This shows enthusiasm without being too pushy and gives the hiring manager enough time to review your application.

What to do if you haven't heard from the hiring manager?

If you haven't heard from the hiring manager, follow up with a polite and professional email or phone call to inquire about the status of your application. It's important to be persistent but not pushy in your communication.

How many follow-up emails should you send?

It's recommended to send 1-2 follow-up emails after initial outreach, spaced out by a few days. However, the exact number should depend on the specific situation and response rate.

What is a good follow-up email after an interview?

A good follow-up email after an interview should thank the interviewer for their time, reiterate your interest in the position, and mention any key points from the interview. Keep it brief, polite, and professional.

Dominic Townsend

Dominic Townsend

Writer at CGAA

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Dominic Townsend is a successful article author based in New York City. He has written for many top publications, such as The New Yorker, Huffington Post, and The Wall Street Journal. Dominic is passionate about writing stories that have the power to make a difference in people’s lives.

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