How to write a follow-up email with 8 samples and template (2024)

So you sent the perfect email hoping for a quick response, and 8 days later... still no reply. 😑

How to write a follow-up email with 8 samples and template (1)

How to write a follow-up email

If your email has ever been ignored, a follow-up email can help get your conversation back on track.

As the name suggests, follow-up emails are reminders, prompts, and (very gentle) pushes to get a response. If the follow-up email does its job, you'll quickly find a reply ready and waiting in your inbox, and you can (quite literally) get back on with business!

In this ultimate guide on how to write follow-up emails, we delve into the format, breaking it down into sections. Then, we provide 8 follow-up email samples and finish with a 100% customizable template.

Let the email pros at Flowrite guide you through the process of creating fantastic follow-up responses that won't fail to get a reply!

Why send a follow-up email?

Consider the situation: You've emailed your boss with a question about a project.

Time is running out for you, but you're still waiting for a reply. What would you do?

It's easy to get frustrated and even angry if you feel ignored. But before you go nuclear, send a follow-up email. There are many reasons why you're email may have been unanswered, and you’ll never know if you don’t ask.

The hardest part of creating a follow-up email is to stay polite and professional, while pushing for an outcome. It's especially sensitive if you're pushing someone in power, like a boss, manager, director, or valued client.

The (not so secret) trick is to use the formal email structure and established follow-up email format. So let's get to it...

Follow-up email format

The follow-up email format is no mystery to anyone who creates messages for business. It uses the formal email format (you can read about that in our monster guide here!).

Follow-up emails are focused on getting an outcome.

Whether you're checking in after applying for a job or after sending your resume, it all starts with a strong subject line that grabs attention.

When they open the email, it's professional, personalized, and precise, focusing on your desired outcome. It ends with an outline of the next steps in the process and a suitable sign-off.

It sounds simple because it is! It's time to get into the details of how to draft a follow-up email, using a professional email format:

1. Follow-up email subject line

For every type of email, subject lines have to grab attention. They must express precisely what the message is about and encourage the reader to open it. Fulfilling these principles is a priority for follow-up emails, as your initial message was ignored. Don't make the same mistake again!

Keeping the subject line short, sweet, and simple is essential, advises Rebecca Zucker in the Harvard Business Review.

She suggests that 47% of all emails are discarded by having lousy subject lines. Don't make that mistake!

You can either be explicit about your request or not. Here are a few follow-up email subject line examples:

  • Follow up: Email sent on XXX – This is a super formal subject line to a serious email
  • Response required: Email sent XXX – Again, a serious subject line for a serious email
  • Reminder to register for XXX – This is a polite email reminder for an event.
  • Be great to hear from you – This is a relaxed and informal approach that you should only use with someone you knowNetwork event reminder (details) – Another polite follow-up about an event
  • Thanks for our meeting – This is a different way to follow up with someone you have already met. You're not demanding a response but creating a connection

In case you're wondering, here are some terrible follow-up email subject lines that you should never use in any situation!

  • Why didn't you respond?
  • Did you get my last email?
  • I'm waiting for your reply…
  • I know you're busy, but…
  • Just checking in…
  • Respond ASAP (I included your manager as CC)

Want to learn how to start an email professionally and adequately? Check out our featureon how to start an email and how to introduce yourself effectively.

Let's start crafting a follow-up email together, starting with the subject line:

To

matty.meytsy@mail.com

Next steps for my proposal

2. Follow-up email body

The follow-up email body is where we start asking for what we want: a reply.

Start with a personalized greeting that uses the person's name. A "Hi" or "Hello" is fine, along with their first name. (Don't forget any professional titles, too.)

Your email is about getting attention and encouraging a response, but try to avoid becoming emotional in your requests. The format outlined below is a great way to ensure you get the desired outcome without damaging your reputation or burning any bridges.

Restate your original request

Start with a warm greeting and remind the person of the previous email (request or correspondence). Keep things upbeat and friendly rather than ice-cold and overly formal.

Remember, there may be legitimate and fair reasons you've received no reply, so always give the person the benefit of the doubt (until proven otherwise).

To

matty.meytsy@mail.com

Next steps for my proposal

Hi Matty,

I hope you're well. I'm contacting you to ask about the status of my proposal and whether you had a chance to review it yet?

I sent the proposal to you on (insert date) and provided copies of all the requested documents. I was excited to hear your feedback and whether we could take this forward together.

Restate what's needed and possible deadline (call-to-action)

Your email opening is positive, friendly and continues to build your relationship. The door is still open – but let's push for some answers!

One tip we have is don't be overly apologetic and don't feel bad for bothering people again. This can lead to longer than necessary emails.

One crucial consideration is whether the email response is time-sensitive. Take, for example; you are inviting someone to an event. You may have a deadline for an answer. In this case, you may need to send a polite follow-up email quickly, which is acceptable.

In this section, we state what's required and provide a deadline to drive action. You can offer them an opportunity to extend the deadline if there's a genuine reason why they've not been able to respond.

To

matty.meytsy@mail.com

Next steps for my proposal

Hi Matty,

I hope you're well. I'm contacting you to ask about the status of my proposal and whether you had a chance to review it yet?

I sent the proposal to you on (insert date) and provided copies of all the requested documents. I was excited to hear your feedback and whether we could take this forward together.

If you can't find the previous email, I've included everything again with this email. To clarify, please can you review my proposal and let me know if you are interested in taking forward our collaboration?

We're in the process of selecting suppliers at the moment, and I will need your reply by (insert date).

If you're not going to be able to review my proposal by this date, please let me know, and we will see if there is a possibility to extend the deadline.

3. How to end follow-up email

To finish off your follow-up email, you can restate your overall aims of the message – and the outcome you want. Even if you're feeling frustrated, don't let that come across in your follow-up emails. Focus on staying 100% professional!

Before sending, don't forget to add your name, signature, and other details. Double check you've added the attachments, documents, and anything else the recipient may require!

To

matty.meytsy@mail.com

Next steps for my proposal

Hi Matty,

I hope you're well. I'm contacting you to ask about the status of my proposal and whether you had a chance to review it yet?

I sent the proposal to you on (insert date) and provided copies of all the requested documents. I was excited to hear your feedback and whether we could take this forward together.

If you can't find the previous email, I've included everything again with this email. To clarify, please can you review my proposal and let me know if you are interested in taking forward our collaboration?

We're in the process of selecting suppliers at the moment, and I will need your reply by (insert date).

If you're not going to be able to review my proposal by this date, please let me know, and we will see if there is a possibility to extend the deadline.

Thank you for considering my proposal. I look forward to receiving your reply and working together.

If you want to contact me, you can reach me at (insert details).

Kind regards,
(Your name)

Follow-up email examples

Now, in the classic Flowrite style, we stop telling and start showing.

We give you 8 examples on how to create a polite follow-up email, a gentle follow-up email, and a more formal response request email.We've provided the framework for how to follow up on an email below.

These samples are written to help you understand the format and find the right words. Use them as the basis for building your follow-up emails.

Or, if you're feeling lazy, copy and paste them. It's your choice!

1. Polite follow-up email sample

Here's a polite follow-up email sample you can send after not receiving a response. When deciding how to follow up on email politely, think about the person and understand why they may not have read your email.

In this polite follow-up email example, we've acknowledged why someone may not have responded to an email – "I understand that you are busy".

To

ryan@podcastd.io

Subject line: Be great to hear from you…

Dear Ryan,

I'm just following up on an email I previously sent to you. I understand that you are busy, but I would appreciate it if you could review the email and respond to me as soon as you can.

If I don't hear from you by the end of the week, I'll call you at your office.

Yours sincerely,
Sarah Jones

2. Follow up email sample after no response

Here is a sample of a follow-up email sent after getting no response. It doesn't beat around the bush but gets straight to the point. This email isn't to someone that you know but a generic email address or unnamed recipient.

To

info@podcastd.io

Subject line: Be great to hear from you…

Dear Sir/Madam,

I am following up on an email I sent on 12 September. Please can you review the email and respond as soon as possible?

If you would like to discuss the email in further detail, please contact me directly.

I look forward to hearing from you.

Yours faithfully,
Sarah Jones

3. Gentle follow up email sample

If you're looking for a gentle follow-up email sample, here's one. This is a lot less formal than the previous ones.

To

ryan@podcastd.io

Subject line: Be great to hear from you…

Hi Ryan,

It was great chatting with you earlier. I'm just getting in touch to check whether you had a chance to review the email I sent to you previously and whether you could reply?

If I don't hear from you in the next few days, I'll give you a call.

Best regards,
Sarah Jones

4. Polite follow-up email sample for a request

We start with a polite follow-up email sample to make you sound like a pro. This sample is a basic – but effective – way to follow up.

We use the structure set out previously and leave the reader in no doubt about what we want, when, and why.

Hi (Recipient's name),

My name is (your name), and I'm contacting you from (company name). I'm contacting you to ask if you have received my email about (the subject).

To help you, I'll briefly recap the purpose of my message. (Outline the purpose).

Please confirm that you have received this email and that you will be able to reply.

My deadline for responses is (insert your deadline). If this will be a problem, please contact me at (insert details), and we'll see if we can make alternative arrangements.

I look forward to hearing from you.
(Your name)

5. Politely follow up with your boss sample

Emailing your boss requires some tact. You'll naturally want to push for a response, but remember who has the power (they do!).

In this sample, we create a polite follow-up you can use with even the most fearsome boss.

Be bold and confident that you're doing the right thing for your career and the business.

Hi (Recipient's name),

I recently t you an email about a project I'm working on. I'm currently making significant progress, but I need your information and answers before I can move on to the next stage.

I appreciate that you are busy and have conflicting priorities, but I would appreciate it if you could review the information I have provided and answer my questions.

Please let me know if you would prefer to go through it in person, and we can arrange a suitable time.

Many thanks,
(Your name)

6. Chaser email sample

Chasers aren't just soft drinks taken after hard liquor; they're also emails to accelerate a response. Chaser emails are often sent to get attendance at a meeting, confirmation of a booking, or dietary requirements.

Chaser emails are briefer than the other follow-ups and less formal – but don't be complacent. Check out our chaser email sample.

Hi (Recipient's name),

I'm contacting you from (company name) to confirm your attendance at (meeting, event, etc.).

I previously sent you an email containing all details. To make it easy to reply, I've included all details here again.

Please review the information and reply with your decision by (insert date).

Many thanks,
(Your name)

7. Following up on my previous email sample

How many times have you had to follow up on an email that's been ignored? For us, it's lots and lots of times, sadly.

Email follow-ups are formal and stick to the structure – but there is flexibility. If you're emailing a colleague, you can be friendlier. If you're emailing an existing customer or potential client, stay formal.

Hi (Recipient's name),

I'm contacting you from (company name) and following up on my last email. Can you confirm that you received it?

You'll find all details in my previous email, but I've included everything in this email to make it as easy as possible for you to reply.

I would appreciate it if you could review the information and respond as soon as possible. Please contact me if you have any questions.

I look forward to hearing from you.
(Your name)

8. Waiting for a response email sample

Sometimes you can find yourself left waiting for a response. This can hold you up and stop you from progressing on projects or achieving your aims.

Don't delay; send a follow-up email, and let's get you some answers!

This email sample provides an engaging way you can explain you're waiting for a response – and why you need one ASAP!

Hi (Recipient's name),

I'm contacting you from (company name) and am following up on my last email. We cannot progress with the project until we receive your reply. Please let me know when I can expect to hear from you.

In case you didn't receive the last email, I have included all information here to help you.

(Insert information)

Please respond to me as soon as possible.

Kindest regards,
(Your name)

Follow-up email template

If the samples above don't suit your style, or fit your circ*mstances, here's a 100% customizable follow-up email template you can use.

This follow-up message follows the format and sticks rigidly to an approach we know works.

To use this template, work from top to bottom and fill in the gaps. You can delete any section you don't need or add more information where required.

By the end, you'll have a follow-up message that will get results!

Hi (Recipient's name),

I hope you're well. I'm contacting you to follow up on my previous message and ask if you had (read my email, checked your calendar, reviewed my proposal, etc.)

I sent you an email on (insert date) and provided copies of (whatever you provided).

If you can't find the previous email, I've included everything again with this email. (Add details and attach documents!)

Please can you confirm that you have received this email? I will need your reply by (insert date). This will enable us to (secure your place, book the room, etc.)

If you cannot help me with my request or would like to contact me to discuss anything, you can reach me at (insert details).

I look forward to receiving your reply

Kind regards,
(Your name)

Follow-up on how to write follow-ups

And so, the end is near, and by this stage, you should know how to write follow-up emails. We’ll say it again, but the key is to focus on the outcome and ignore any emotions.

Always remember there could be a legitimate reason your original email or request wasn't answered, so give the person a chance. When writing follow-up emails, use the standard format simple structure, keep things short, and include a CTA.

Never settle for anything less than an answer!

❗️

Close more deals by turning your best emails into templates you can personalize and share with your team using HubSpot's sales email templates.

Try Hubspot's follow-up email templates.

(Includes an affiliate link)

Follow-up email template using Flowrite

Flowrite is an AI writing tool that turns short instructions into ready-to-send emails and message. However, for emails such as follow-ups after no response it can write the whole email for you.

Try it yourself below to see how to follow up on an email with click of button thanks to our follow up email template.

How to write a follow-up email with 8 samples and template (2024)

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