Are you looking for the right follow up email template? Are the ones you’ve been using so far not getting the job done or maybe you haven’t even used any yet? If so, then you’ve landed in the right place – we’ll show you polite follow up emails that are sure to get results.
A well-crafted follow up email sequence can help seal the deal and convert leads into paying customers. So, let’s get into it.
The importance of sending follow up emails
There’s no doubt that an effective follow up email is important, yet there are still many people who don’t send them. Why is that?
Sometimes people are afraid of seeming “pushy” or think that their product or service will sell itself. The truth is, most people need a little nudge to remind them that you’re there and that you can solve their problem.
Follow up emails come in handy as a reminder. They show that you’re interested in staying in touch with the person you’re emailing, as well as that you value their time and opinion. Following up also shows that you’re organized and capable of keeping track of important details.
A well-crafted follow up email is sometimes all it takes to close a deal that you’ve been working on for weeks. So if you’re not already sending follow up emails, now is the time to start.
How to title a follow up email
When emailing someone after meeting them, a good rule of thumb is to include the name of the event or occasion where you met in the email subject line. For example, “It was great meeting you at [conference name]”. This helps jog the recipient’s memory and starts the conversation off on a friendly note.
In emails to potential customers, who might be interested in your product demo or service, make sure to include a relevant keyword in the email subject line. For example, “Are you still interested in [product/service]?”
Don’t write too much in the email subject line if you’re unsure what to say. The goal is to make it easy for the recipient to know what the email is about so that they can quickly decide whether to open it or not.
Follow up email subject line examples
- Following Up
- Re: [Meeting/Conference]
- Re: [Previous Email]
- Still interested in [Product/Service]?
- Hoping to hear back from you soon
- Checking in
- Quick question about [Topic]
- Thought you might want an update on [Specific Project]
- Just wanted to make sure I hadn’t lost your attention…
- Hello again!
- Just left a voicemail
How to write a follow up email
Here are a few good practices to keep in mind when writing a follow up email:
- Be clear about what you’re emailing about – the recipient should be able to quickly understand the purpose of your email. You can also include a brief summary of the previous interaction you had with that person.
- Keep your follow up email template really short – not everyone likes reading long emails, so make sure to get to the point quickly.
- Don’t be afraid of including attachments – add extra information if you believe the person you’re emailing would find it useful. Even if you’ve sent something before, it’s still worth including it again.
- Give it a double check – once you’re done writing your email, take a step back and read it out loud. Does it sound like something you would want to read? If not, chances are the recipient wouldn’t either. Make sure to remove any filler words or sentences that don’t add anything to the email. You should also proofread for grammar and spelling mistakes.
- Include a CTA – make sure there’s a clear call-to-action in your email so the recipient knows what you want them to do next. For example, if scheduling a meeting, specify a date and time that you’re available.
- End on a positive note – always end your email on a high so the recipient feels good after reading it.
That said, it’s important to strike the right balance with a polite follow up email. You don’t want to come across as pushy or overly attached, but you also don’t want to seem like you aren’t bothered to follow up at all. The key is to find a middle way between being respectful of the person’s time and showing that you care to stay in touch.
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What to include in follow up email
- copy of the previous email
- extra attachments
- reference to your previous interaction
- other useful information
- a CTA
- positive note
Follow up email examples and templates
Now that you know the basics of writing a follow up email, let’s take a look at some specific examples and templates that you can use.
Quick question about your project
Hey [name],
It was great meeting you yesterday and hearing more about your project. I’m just following up to see if you’re still interested in [product/service]? I think it could be a great fit with what you’re looking for.
If you are interested, I’d be glad to set up a time to chat so we can go over the details. Let me know if that works for you or if you have any other questions.
Best,
[Your name]
Check-in after meeting
Hi [name],
It was great meeting you yesterday at [circ*mstances of the meeting] and getting a chance to learn more about your company. I wanted to follow up and see if you’re still interested in working with us?
I think we could be a great match for one another and I’m confident we could help you achieve your goals.
If you agree, I’d like to set up a date to chat so we can discuss the next steps. Let me know if you are up for that or if you have other questions in mind – I’m all ears.
Thanks,
[Your name]
Follow up after conference call
Good morning [name],
It was so great catching up with you yesterday on the phone. I wanted to quickly follow up to check if you can still meet for coffee next week on Tuesday at 11 am?
I’ll be in the area and I think it would be a perfect opportunity to chat more about what you’re working on. Let me know if that time works for you or if there’s anything else I can do.
Best regards,
[Your name]
Follow up on [specific topic]
[Name],
It was great speaking with you about [topic of conversation] yesterday. I wanted to follow up and see if you had any more questions or if there’s anything else I can do?
I’d be happy to help in any way I can, so please let me know if there’s anything you need.
Thanks,
[Your name]
It was great meeting you!
Hi [name],
It was great meeting you at [event] the other day. I wanted to reach out and see if you’re still interested in learning more about [topic of conversation].
In my opinion, [reason why product/service would be beneficial for them] and I think you would get a lot out of it.
I’d be happy to provide more information or answer any questions you may have.
Best,
[Your name]
Quick question about our next meeting
Hello [name],
I wanted to follow up with you about our next meeting. Based on what we discussed, it sounds like you’re interested in [specific product/service].
I just wanted to check if that’s still the case or if you have further questions? When would be a good time to catch up over coffee or lunch?
Best regards,
[Your name]
Re: [name of the conference]
Hey [name],
I wanted to reach out and say it was great meeting you at [conference] last week. It sounds like we’re both working on similar things and I think it would be beneficial to stay in touch.
Would you be interested in grabbing coffee or lunch sometime so we can chat more? Let me know if that works for you or if you have any other questions.
Best,
[Your name]
Re: materials I sent last week
Hi [name],
I just wanted to check if you received the materials I sent last week? I included a copy of my presentation as well as the article we discussed.
If you have any questions or need anything else, please let me know.
Kind regards,
[Your name]
Thought you might want an update on [specific project].
Hello [name],
I hope you’re doing well! I just wanted to give you an update on what’s been going on with [project].
We’ve made a lot of progress and I think we’re on track to achieve our business goal. I just wanted to keep you in the loop and see if you had any questions or if there’s anything else I can do.
Thanks,
[Your name]
Hello again!
Hello [name],
It’s been a while since we talked, but I wanted to reach out and see how you’re doing.
I hope you’re well and things are going well for you. If there’s anything I can do or if you need any help, please don’t hesitate to let me know.
Best regards,
[Your name]
Just wanted to make sure I haven’t lost your attention
Hey [name],
I hope you’re doing well! I just wanted to make sure I haven’t lost your attention.
It’s been a little while since we talked and I just wanted to check in with you. If there’s anything I can do or if you need any help, please let me know.
Best,
[Your name]
Let’s catch up soon!
Hi [name],
It was great seeing you the other day. I wanted to reach out and see if you’re free for coffee or lunch sometime so we can catch up?
What I thought might be helpful is if I provide more information about [topic of conversation].
I hope you would find it beneficial and it would be a great opportunity to chat more. Let me know how we can work this into your schedule or if you have any questions.
Thanks,
[Your name]
Long time no talk
Good morning [name],
I hope you’re doing well! It’s been a while since we talked and I just wanted to check in with you.
It sounds like you’re busy with [specific project] and I just wanted to find out if there’s anything I could do to help.
I know you’re probably swamped, but if you have a minute then it would be great to catch up. Let me know if you’re free or if you have any questions.
Best,
[Your name]
Looking forward to seeing you soon!
Hey [name],
I just wanted to reach out and say that I’m looking forward to seeing you soon. I believe we are on the same page when it comes to [your services] and how we can work together.
I’ll be in touch soon with more information, but please don’t hesitate to let me know in the meantime if you have any questions.
Thanks,
[Your name]
Just Left a Voicemail
Hi [name],
I just left a quick voicemail letting you know that I’ll be in town next week and would love to catch up with you.
I’ll be around from Monday through Thursday and I’m free anytime on Tuesday or Wednesday.
I’m dropping you a line by email in case you don’t check your voicemail often. Please let me know if there’s a time that works better for you or if you have any questions.
I look forward to seeing you soon!
Best,
[Your name]
Phone call next week?
Hello [name],
I hope all is well! I was wondering if you would be available for a phone call next week?
I’m trying to schedule a time to catch up with you and see how you’re doing. I also wanted to update you on [specific project].
If now isn’t a good time or if you’re not available, please let me know at your earliest convenience.
Thanks,
[Your name]
How to write a second follow up email
Sometimes, one follow up email is not enough. If you haven’t heard back from the person you’re trying to reach, it might be time to send a second follow up email.
When writing a second follow up email, there are a few things you should keep in mind:
- Mention that you recently sent a follow up email – this way, they know you’re not just emailing them out of the blue.
- Keep it short and to the point – if they haven’t replied to your first email then they’re probably busy, so don’t take up too much more of their time.
- Politely inquire whether there’s anything else you can do or if there is a better time to reach them – sometimes, all that is needed is a little push in the right direction.
- Refer to your initial interaction – remind them of where you met or what you talked about so they can refresh their memory.
- Highlight your interest in meeting/speaking with them – let them know that you’re still interested in connecting and why.
- End with a call to action – make it easy for them to reply by suggesting a specific day and time or asking if there’s anything else you can do.
- Tell them that you won’t bother them again – this might seem counterintuitive, but it works. By telling them that you won’t email them again, they may feel a sense of urgency to reply because they will know that you’re not going to keep bugging them.
- Thank them for their time – even if they don’t reply, show gratitude for taking the time to read your email anyway.
Below, you can find a few second follow up email templates.
Just wanted to follow up for the last time
Hey [name],
I just wanted to reach out for the last time. I recently sent you an email about [specific project] and I’m interested in seeing if you’re still working on it.
I know you’re probably busy, so I’ll keep this short. If you’re not working on that anymore or if you don’t need any help, please let me know.
I’m just trying to reach out and see if there’s anything I can do.
Thanks,
[Your name]
P.S. If you’re not working on that project anymore, could you point me in the right direction? I’m always looking for new opportunities to help out with.
Just wanted to check in
Hey [name],
I recently sent you an email about [specific project] and I was just wondering if you had any update on that?
I respect your time and I know you’re probably busy, so I’ll keep this short.
I just wanted to check in and find out if there’s anything I can do. Let me know if you need any help or if there’s a better time to reach you.
Best,
[Your name]
Quick follow up
Hi [name],
I hope you’re doing well! This is just a quick follow up to my previous email.
I’m just checking in to see if there’s any update on [specific project]. I’m also interested in seeing if you need any help with that.
If now isn’t a good time or if you’re not available, please let me know at your earliest convenience.
Thanks for your time,
[Your name]
Just following up
Hi [name],
I’m just following up on an email I sent a few days ago.
I’m wondering if you had an update on our potential collaboration? I’m still very interested in working with you on that.
Please let me know if there’s anything I can do or if there is a better time to reach you.
Thanks,
[Your name]
Don’t want to bother you again…
Hey [name],
I don’t want to bother you again, but I just wanted to check in one last time.
I recently sent you an email about [specific project] and I’m just wondering if you have any update on it.
I’ll try not to bother you again, but I really appreciate your help with this.
Thanks,
[Your name]
Of course, you should always tailor these follow up email templates to fit your own voice and style. But hopefully the above examples give you a good starting point for what to say in a second follow up email.
Best practices for follow up emails
While we already covered what to say in your second follow up email, there are a few other best practices to keep in mind.
Always have detailed information on why you are following up
When you follow up with someone, make sure you have all the information from your previous interaction at hand. This will help refresh their memory and they’ll be more likely to engage in conversation with you.
Additionally, having detailed information shows that you’re professional, organized, and taking your work seriously. These are all important factors in building trust but also great harbingers of your potential collaboration.
Make it low pressure
When you’re crafting a follow up email, make sure to keep the tone casual and low pressure. No one wants to feel like they’re being hounded, and if you come on too strong then you run the risk of pushing the recipient away.
A good rule of thumb is to avoid phrases like “I need” or “I must have”, since they can come across as demanding. Instead, focus on phrases like “I would appreciate” or “I’m interested in”.
This small change in language can make a big difference in how your email is received.
Personalize your follow up email template
A follow up email template can be a great starting point for what to say in a second follow up email. Make sure to personalize each email you send. A good way to do this is to mention something specific from your previous interactions, which could be anything from a shared interest to a piece of advice they gave you.
Such personalization will help the recipient feel valued and appreciated, making them more willing to engage with you. Even if you don’t have anything specific to mention, a simple “I hope you’re doing well” or “I’m just following up on our previous conversation” can go a long way.
Be timely with your follow ups
When you’re crafting a follow up email, make sure to reference how much time has passed since your last interaction. This helps set expectations for the recipient and shows that you value their time.
Wait at least a few days before sending your first follow up email. For subsequent emails, give busy people even more time to respond. A good rule of thumb is to wait at least a week before each follow up.
Of course, these timelines can vary depending on the situation. In case of an emergency or a time-sensitive matter, you can follow up more quickly.
Track your follow up emails
If you’re sending a lot of follow up emails, it can be helpful to keep track of them. By email tracking, you can easily reference previous conversations and know when would be a good time to send the next follow up message.
There are a few different ways to do this. You could create a spreadsheet with all the relevant information, use a customer relationship management (CRM) tool, or email tracking software. By tracking your follow up emails you can stay on top of your conversations and build better relationships with your contacts.
Tracking also helps you avoid following up too often as it can come across as pushy.
When you’re following up with someone, make sure to include added value. This could be anything from an article you think they would enjoy to a new product launch that’s relevant to your interaction or their interest.
By doing so, you not only show that you’re thinking of the recipient but also that you want to help them in some way. This reinforces your relationship and makes the email recipient more likely to engage with you in the future.
Add courteous closing phrases
When you’re finishing up your email, make sure to include some courteous closing phrases. This could be something as simple as “thank you for your time” or “I look forward to hearing from you”.
Such phrases show that you value the recipient’s time and are interested in continuing the conversation. They also leave a good impression, making the recipient more likely to respond positively to any future interactions.
Less is more
When it comes to follow up emails, less is usually more. Keep your messages short and to the point. This will make them easier to read and more likely to be responded to.
In case you have a lot of information to share, consider breaking it up into a few different emails. That way, you can focus on one thing at a time and avoid overwhelming the recipient. You should also leave some white space in your emails to make them more visually appealing and easier to read.
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Summary
Mastering follow up emails can be time consuming, but very rewarding. You can develop strong relationships, acquire more clients, and achieve your business goals.
By following the simple tips above – personalizing your message, staying brief and to the point, being polite and respectful of your recipient’s time – you will make a good impression and increase your chances of improving your response rate.
When sending a follow up email, be sure to mention what you originally spoke or emailed about so the recipient can refresh their memory of it. Highlight your interest in meeting/speaking with them and let them know why you’re still interested in connecting. End with a call to action, making it easy for them to reply by suggesting a specific date and time for a meeting or conversation.
If your follow up email template ticks all of these boxes, you’ll be well on your way to achieving your goals. Best of luck.
Frequently Asked Questions
What is the purpose of a follow up email?
Follow-up emails serve to remind the recipient about a previous communication or request, provide additional information or clarification, and prompt a response or action. They can also be used to express gratitude, reiterate interest, or maintain communication.
How to send a follow up email?
Sending a follow up email is a great way to keep the conversation going after meeting someone or having a discussion. It shouldn’t be particularly long because you don’t want to overwhelm the recipient – a few sentences should suffice. Restate your interest in meeting or speaking with the person again and inquire about their availability. Also mention what your last interaction was about, especially if you met during a huge conference or on a big conference call when they would’ve met a lot of other people too. You don’t want to come off as though you’re pestering the person, so make sure to space out your follow up emails accordingly.
When is the best time to send a follow up email?
The best time to send a follow up email is usually during the middle of the week – Tuesday, Wednesday, or Thursday. Avoid Monday mornings and Friday afternoons when people are busy getting back into work mode or winding down for the weekend. Early mornings and late nights are also not ideal as people tend to check their email less during these times. If you’re worried about disturbing someone’s evening or a weekend, you can always include a note saying that you’ll understand if they don’t have a chance to respond until the following day.
How many follow up emails should I send?
If you don’t hear back after your first email, send a second email one to two weeks later. If you still don’t hear back after your second email, only send a third email another week or two after that if you are really determined to get in touch. And if you still don’t hear back after the third email, you ought to call it a day as the person you’re trying to reach is probably not interested.
How long should you wait before following up?
It really depends on the situation. In general you shouldn’t wait more than a week before following up. Otherwise, the person you’re trying to reach might forget who you are and your business chance may be gone. At the same time, don’t follow up too soon after initial contact – give them a chance to get back to you first. If you’re unsure, wait a bit longer rather than following up too soon.
When following up, should I start with a new email or reply to a previous one?
It’s generally best to start with a new email as it will be easier for the recipient to read and respond to. If you reply to your previous email, there’s a chance that your message will get lost in their inbox as they might have archived or deleted your initial email.
What is the template for a follow up email?
A follow-up email template includes a greeting, a brief reminder of the previous communication or interaction, and a clear call to action or request for the next steps.
How do you say I am following up in an email?
When following up on an email, be professional and clear. Start with a polite greeting, like "I hope this finds you well." Directly reference the previous discussion, such as "I'm following up on [topic]." Briefly recap the prior conversation for context, and express eagerness for an update. This approach displays professionalism and clarity, indicating your intention to resolve the matter.
What can I say instead of I'm following up?
Instead of saying "I'm following up," you can use alternative phrases such as "I'm checking in," "I wanted to touch base," or "I'm circling back." These phrases convey the same message of seeking an update or further information without using the same wording each time. It's important to consider the tone and context of the conversation when choosing an alternative phrase to ensure it aligns with the desired level of formality and professionalism.
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