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

Updated: May 1

How to Write a Follow-Up Email

Introduction


In today's fast-paced business world, communication plays a crucial role in building and maintaining relationships. And in this digital age, emails have become one of the most used forms of communication. However, simply sending out an initial email is not enough to achieve your desired outcome. Following up on your emails is equally important, but it can be a daunting task for many. In this blog post, we will discuss the dos and don'ts of writing a follow up email in 2024, along with some helpful examples and templates.


Table of content

What is follow up email?

Why are follow up emails important?

How to write a follow up email in 7 simple steps

When you should send a follow up email?

How you title a follow up email after no response.

Best Practices for sending follow up emails

Common mistakes to Avoid no response follow up email

Conclusion


What is follow up email?


A follow up email is a message sent after an initial email or communication to check in, provide additional information, or prompt a response. It serves as a way to continue the conversation or follow through on a previous interaction.


Why are follow up emails important?


First and foremost, follow up emails show that you are serious and dedicated to establishing a professional relationship with the recipient. These emails convey a sense of respect and consideration towards the recipient's time and attention. It also reflects your level of professionalism and reliability.


Moreover, sending follow up emails can also increase the chances of receiving a response from the recipient. It serves as a reminder and nudge, especially in a busy and cluttered inbox. Your follow up email may have been missed or forgotten, and sending a polite reminder can prompt the recipient to respond.


Furthermore, follow up emails allow you to keep the conversation going. It provides an opportunity for you to showcase your knowledge, expertise, and value to the recipient. You can use this email to offer additional information, clarify any doubts, or even suggest a meeting to further discuss the matter.





How to write a follow up email in 7 simple steps


Step-1 Start with a friendly greeting

 

Begin your email with a warm and personalized greeting. Address the recipient by name, such as "Dear [Name]," or "Hi [Name]," to show that you value their individuality. This helps to create a friendly and approachable tone right from the start.

 

Step-2 Remind them of the context

 

 In the opening paragraph, briefly remind the recipient about the previous conversation or interaction you had with them. This serves as a gentle reminder and helps establish a connection between your current email and the previous exchange. For example, you can mention the date of the previous conversation or refer to a specific topic you discussed.

 

Step-3 State your purpose

 

Clearly and succinctly state the purpose of your follow up email. Be direct and specific about what you want to achieve or discuss. Whether you are seeking information, asking for an update, or requesting a meeting, make sure your purpose is clear from the outset. This allows the recipient to understand the main point of your email without having to read through unnecessary details.

 

Step-4 Provide additional information

 

If necessary, include any relevant details or documents that support your purpose. This could include attachments, links, or references to previous correspondence. Providing additional information helps the recipient understand the context and provides them with the necessary resources to address your request or query effectively. However, make sure not to overload the email with too much information, as it may be overwhelming for the recipient.

 

Step-5 Offer assistance

 

Show your willingness to help or provide further assistance. This demonstrates your commitment and willingness to go the extra mile. You can ask if there's anything you can do to make the process easier for them or offer your expertise if it aligns with their needs. This gesture of support can strengthen your relationship and build trust.

 

Step-6 Set a deadline or suggest next step

 

If appropriate, suggest a deadline or propose the next steps to keep the conversation moving forward. This helps to establish a sense of urgency and ensures clear expectations. For example, you can mention a specific date by which you would like to receive a response or suggest a time for a follow up meeting. By providing a deadline or suggesting next steps, you make it easier for the recipient to prioritize your request and take action accordingly.

 

Step-7 End with a polite closing

 

Conclude your email with a polite closing to leave a positive impression. Express your appreciation for their time and consideration. You can use phrases like "Thank you for your attention," or "I appreciate your prompt response." Additionally, provide your contact information, such as your email address or phone number, to make it easy for the recipient to reach out to you if they have any questions or need further assistance.

 

When you should send a follow up email?


Knowing when to send a follow up email is crucial for maintaining effective communication and building relationships. It's generally recommended to follow up within 24 to 48 hours after an initial contact or conversation, as this allows you to stay fresh in the recipient's mind and demonstrates your promptness. If you have sent an important email that requires a response or action, waiting for 3 to 5 business days before sending a follow up is usually appropriate. After a meeting or networking event, it's a good practice to send a follow up email within 24 to 48 hours to express gratitude, recap important points, and continue nurturing the relationship.

 

When expecting a response or update, waiting for 5 to 7 business days before sending a follow up is generally acceptable. However, it's important to be mindful of any specific timelines or deadlines discussed during the initial conversation. Lastly, if there has been a change in circumstances that affects the previous conversation or agreement, it's crucial to send a follow up email promptly to ensure everyone is on the same page. Striking a balance between being proactive and respectful of the recipient's time is key when determining the appropriate timing for your follow up email.


How you title a follow up email after no response.


It should be very clear and concise subject line in your email cannot be overstated. Opt for something like "Regarding my previous email on [topic]" or "Inquiring about the status of [topic]". The goal is to make it effortless for the recipient to understand the purpose of your email, enabling them to decide whether or not to open it.


Including "no response" in your title may not be the most effective approach as it could potentially make the recipient feel targeted or called out. It is important to consider that there may be various reasons for their lack of response, so it is best to keep the message simple and avoid sounding pushy.


Follow up subject lines examples

  • Following up about [topic]

  • Checking in – [topic]

  • Just wanted to make sure you got my previous email about [topic]

  • Is there an update on [topic]?

  • [Topic] – request for update


How you write a follow up email after no response.


  • Follow up email after no response template

  • Interview follow up email templates

  • Sales follow up email templates

  • Meeting follow up email templates


First follow up email template after no response

Use the below content for first follow up email after no response. You can generate the content based on your requirement.

Dear [Name],


I hope this email finds you well. I am just following up on our previous conversation regarding [topic]. I wanted to kindly remind you about [specific details discussed] and inquire if you have had the chance to address them.


I understand that you may have a busy schedule, but I would greatly appreciate it if you could provide an update or any further information on the matter. Your prompt response would be highly appreciated.


Thank you for your time and consideration. I look forward to hearing from you soon.


Best regards,


[Your Name]


Second follow up email template after no response

Use the below content for second follow up email after no response. You can generate the content based on your requirement.

Dear [Name],


I hope this email finds you well. I am writing to follow up on my previous email regarding [subject]. I understand that you may be busy, but I am eager to receive a response from you.


I would like to kindly remind you that [insert important details or deadline]. Your timely response would be greatly appreciated.


If you require any further information or clarification, please do not hesitate to reach out to me. Thank you for your time and consideration.


Best regards,


[Your Name]


First follow up email template for Interview

Use the below content for first follow up email after no response on Interview. You can generate the content based on your requirement.

Hello [Name],


I would like to express my gratitude for the opportunity to interview for the [Position] role at [Company Name]. It was a pleasure meeting you and the team. I am writing to follow up on the interview and express my continued interest in the position.


I am excited about the possibility of joining [Company Name] and utilizing my skills and experience to contribute to the success of the company. I am confident that my qualifications align with the requirements of the role, and I am eager to learn more about the next steps in the hiring process.


Please let me know if there is any additional information I can provide to support my candidacy. Thank you again for considering me for this opportunity.


Best Regards,


[Your Name]


Second follow up email template for Interview

Use the below content for second follow up email after no response on Interview. You can generate the content based on your requirement.

Dear [Name],


I hope this email finds you well. I would like to express my continued interest in the [Position Title] role and inquire about the status of my application.


I am eager to learn more about the next steps in the hiring process and would appreciate if you could provide me with an update. I remain confident in my qualifications and believe I would be a valuable addition to the team.


Thank you for considering me for this opportunity. I am looking forward to your response.


Sincerely,


[Your Name]


First follow up email template for Sales

Use the below content for first follow up email after no response for Sales. You can generate the content based on your requirement.

Dear [Name],


I hope this email finds you well. Thank you for taking the time to speak with me about our products/services on [Date]. I wanted to follow up on our conversation and see if you have any further questions or concerns.


I am confident that our [product/service] will be a valuable asset to your business and I would be happy to provide you with more information or a demonstration if needed. Additionally, we offer a [discount/promotion] for new customers who sign up within the next [time frame].


Please let me know if you are interested and I will be more than happy to assist you. Thank you again for considering our company for your [product/service] needs.


Best regards,


[Your Name]


Second follow up email template for Sales

Use the below content for second follow up email after no response for Sales. You can generate the content based on your requirement.

Dear [Name],


I hope this email finds you well. This is a final follow up to our previous discussion regarding our sales proposal. I wanted to check if you have had the chance to review it and if you have any further questions or concerns.


I understand that your time is valuable and I don't want to take up too much of it. However, I truly believe that our products/services will greatly benefit your business and I would love the opportunity to discuss it with you further.


Please let me know if you are still interested in moving forward with our proposal. I am more than happy to address any additional queries or provide any further information needed.


Thank you for considering us as a potential partner. I look forward to hearing from you soon.


Best regards,


[Your Name]


First follow up email template for Meeting

Use the below content for first follow up email after no response for Meeting. You can generate the content based on your requirement.

Dear [Name],


I hope this email finds you well. I would like to follow up on our meeting held on [date]. It was a pleasure discussing [topic] with you and understanding your perspective on the matter.


I would like to remind you that we agreed to [action item] during the meeting. I would appreciate it if you could kindly provide an update on the progress of this task. Additionally, I have attached a copy of the meeting minutes for your reference.


Please let me know if there are any further actions or updates needed from my end. I am looking forward to hearing from you soon.


Thank you for your time and cooperation.


Best regards,


[Your Name]


Second follow up email template for Meeting

Use the below content for second follow up email after no response for Meeting. You can generate the content based on your requirement.

Dear [Name],


I hope this email finds you well. I am writing to follow up on our previous email regarding our scheduled meeting on [date]. I apologize for the inconvenience, but I have not received a response from you yet. As mentioned before, the meeting is crucial for [purpose of meeting].


I understand that you may be busy with your schedule, but it would be greatly appreciated if we could confirm the meeting as soon as possible. Please let me know if the proposed date and time still works for you or if we need to make any adjustments.


Thank you for your prompt attention to this matter. I am looking forward to meeting with you and discussing [specific topic/issue]. If you have any concerns or questions, please do not hesitate to reach out to me.


Best regards,


[Your Name]


Best Practices for sending follow up emails


Sending follow up emails is an important part of effective communication and can help to maintain relationships, close deals, or get a response. Here are some best practices for sending follow up emails:


1. Be timely

Send your follow up email within a reasonable timeframe after the initial communication. This shows that you are proactive and interested in the conversation.


2. Personalize the email

Address the recipient by their name and reference any previous conversations or interactions you've had. This helps to establish a connection and shows that you value their time.


3. Keep it concise

Make your follow up email clear and to the point. Avoid long paragraphs or unnecessary details. Use bullet points or numbered lists to highlight key information if necessary.


4. Provide context

Remind the recipient of the purpose of your initial email or conversation. This helps them to quickly recall the context and increases the chances of getting a response.


5. Use a clear subject line

Make sure your subject line accurately reflects the content of your email and grabs the recipient's attention. A clear subject line increases the likelihood of your email being opened and read.


6. Use a polite and professional tone

Maintain a friendly and respectful tone throughout your email. Avoid being demanding or pushy, as this can turn off the recipient.


7. Offer value

Provide additional information, resources, or insights that can benefit the recipient. This shows that you are invested in the conversation and adds value to their experience.


 8. Set a clear call to action

Clearly state what you are expecting from the recipient, whether it's a response, a meeting, or any other specific action. Make it easy for them to understand what you want and how to proceed.


9. Follow up more than once if necessary

If you don't receive a response after your initial follow up email, it's okay to send a gentle reminder. However, avoid excessive follow ups as it may come across as spammy or annoying.


10. Proofread before sending

Double-check your email for any spelling or grammatical errors. A well-written and error-free email creates a positive impression and increases the chances of getting a response.


Common mistakes to Avoid no response follow up email


While sending follow up emails can be effective, there are common mistakes that can lead to no response. Here are some mistakes to avoid when sending follow up emails:


  • Being too pushy: Avoid coming across as overly aggressive or demanding in your follow up email. Being too pushy can turn off the recipient and decrease the chances of getting a response.

  • Sending too many follow up emails: While it's important to follow up, bombarding the recipient with multiple follow up emails can be seen as spammy or annoying. Give the recipient enough time to respond before sending another follow up.

  • Lack of personalization: Sending a generic follow up email without personalizing it to the recipient or the previous conversation can make it seem impersonal and decrease the chances of getting a response. Take the time to reference specific details and show that you value their time and input.

  • Not providing a clear call to action: If you don't clearly state what you expect from the recipient in your follow up email, they may not know how to respond or what action to take. Be explicit about what you are asking for and make it easy for them to understand how to proceed.

  • Ignoring the recipient's preferences: If the recipient has indicated a preferred method of communication or specific instructions for follow ups, make sure to respect their preferences. Ignoring their preferences can create a negative impression and decrease the chances of getting a response.

  • Lack of value or relevance: Your follow up email should provide value or relevance to the recipient. If your email does not offer any new information, insights, or resources, the recipient may not see a reason to respond. Make sure your follow up is meaningful and adds value to the conversation.

  • Poor timing: Sending a follow up email too soon or too late can impact the response rate. Give the recipient enough time to respond to your initial email, but don't wait too long that they forget about the conversation. Finding the right balance is crucial.

  • Neglecting to proofread: Sending a follow up email with spelling or grammatical errors can create a negative impression and decrease the chances of getting a response. Take the time to proofread your email before sending it to ensure it is error-free and professional.


By avoiding these common mistakes, you can increase the effectiveness of your follow up emails and improve the chances of receiving a response.


Conclusion


In conclusion, writing a follow up email is a crucial skill. With the increasing reliance on email communication, knowing how to craft an effective follow up email can make a significant impact on your professional growth and success. By following the tips and using the templates provided in this blog post, you will be able to write impressive and persuasive follow up emails that will get you the desired response. Remember to be timely, concise, and professional, and you'll be on your way to mastering the art of follow up emails.




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