How to Write a Follow-Up Email

Emails are a key part of how we communicate, and sending a good follow-up is both an art and a science. In this article, you’ll learn how to write a follow-up email. Plus, we’ll look at some easy templates you can use in different situations.

To write a follow-up email, clearly state your purpose, be mindful of the recipient, stay concise, and express genuine gratitude or interest throughout your message.

What to Do Before You Write a Follow-Up Email

Starting to write an email can sometimes be the hardest part! Before you begin, know exactly why you’re writing it. Is it to say thank you, ask for something, or remind someone of a task? Your purpose will shape your email.

Next, think about who will read your email. Your relationship with them will affect how formal or friendly you should be. Also, consider what they need to know and how they prefer to communicate.

Before you write, make a quick list of the points you want to cover. Stick to this list to keep your email short and to the point.

Finally, choose a good time to send your email. Early weekday mornings can be great for catching someone’s attention.

What to Include in A Follow-Up Email: The Important Bits

Your follow-up email will have a few main parts: the subject line, greeting, body, closing, and signature.

  • Subject Line: This should be short and clear. It tells the reader what to expect.
  • Greeting: Start with a friendly “Hello” or “Dear” followed by their name.
  • Body: Here’s where you talk about what you need. Be clear, polite, and get straight to the point.
  • Closing: End with a thank you and a nice sign-off like “Best” or “Warm regards.”
  • Signature: Your name and any other important info.

Follow-Up Email Templates

Now, let’s get to writing! Below are templates for different email follow-up scenarios. Feel free to use and adjust them as needed!

Follow-Up Email Template – General Follow-Up

In professional realms, a gentle follow-up demonstrates your active engagement and maintains the momentum of ongoing projects or discussions. This general template offers a balanced and polite approach to remind the recipient of your previous interaction, emphasizing your anticipation of further communication or action.

Subject: Looking Forward to Continuing Our Discussion on [Topic/Project]

Hello [Name],

I trust this message finds you well. It was good to connect with you recently regarding [topic/project], and I’ve been reflecting positively on our discussion. I really appreciated your insights into [specific point from discussion], and I’m eager to continue the discussion.

As we navigate forward, I wanted to touch base and follow up on our last conversation. If there are any updates or additional thoughts from your end that could further shape our direction, I would be thrilled to hear them.

Would you be available to connect in the next few weeks? If so, please send me a few convenient days and times and we can set something up.

Looking forward to continuing our discussion and exploring the possibilities that lie ahead.

Warm regards, [Your Name]

Follow-up Email Template – Saying Thank You After a Meeting

Expressing gratitude following a meeting is both courteous and affirms the value you place on the interaction. Use this template to convey thanks while also emphasizing the meaningful aspects of the meeting.

Subject: Thank You, [Name]!

Hello [Name],

I wanted to express my deep gratitude for the time you took to meet with me on [date]. Our discussion about [topic] not only was enlightening but also invigorating, providing me with valuable insights, especially your point about [specific point].

I’m looking forward to applying your advice and am eager to see where it takes us in our endeavors. Looking forward to our paths crossing again soon, and hoping we can explore further collaboration.

Warmest regards, [Your Name]

Follow-Up Email Template – Checking In After No Response

Sending a polite nudge when you haven’t received a response not only demonstrates your persistence but also reflects your keenness in ensuring progression. This template assists you in maintaining a courteous tone while highlighting your anticipation of a reply.

Subject: Hoping to Hear from You

Hi [Name],

I hope you’re well. I’m reaching out again to follow up on my previous email regarding [topic]. Your thoughts and feedback are pivotal for us, and I would really appreciate if you could take a moment to share them.

Understanding your busy schedule, I truly appreciate your time and consideration in helping us navigate through this.

Thank you, [Your Name]

Follow-up Email Template – Keeping in Touch After Networking

Networking is a potent tool, and sustaining connections post-event can yield future collaborations and insights. Employ this template to reconnect, expressing genuine interest and a desire to maintain the relationship.

Subject: Great Meeting You, [Name]!

Hello [Name],

What a pleasure it was to connect with you at [event]! Your work in [their field/industry] really struck a chord with me, and I found our conversation about [specific topic] particularly inspiring.

Let’s keep this dialogue alive! I’d love to explore how we can collaborate or assist each other in the future. What thoughts do you have on how we can collaborate going forward? Is there anything I can do to assist you at this time?

Wishing you success in your ongoing projects, and I’m looking forward to staying in touch.

Warm wishes, [Your Name]

Follow-up Email Template – Following Up on a Job Application

Timely follow-ups on job applications underscore your enthusiasm for the position. This template will assist you in showcasing your eagerness while maintaining respect for the employer’s decision-making process.

Subject: Following Up on My Application [Your Name]

Dear [Name],

I trust this email finds you well. I am writing to inquire about the status of my application for the [Job Title] position. My enthusiasm about the opportunity to join [Company Name] and contribute to [specific project/team/goal] has only grown since our last interaction.

I understand the need for a thorough decision-making process and appreciate the effort that goes into selecting the right candidate. Thank you for considering my application, and I am looking forward to the possibility of working together.

Sincerely, [Your Name]

Follow-up Email Template – Reminding About an Upcoming Deadline

Gentle reminders about upcoming deadlines are pivotal in ensuring tasks and projects remain on track. Use this template to send a polite and supportive reminder to your team or collaborators.

Subject: Friendly Reminder: Upcoming Deadline

Hi [Team/Name],

I hope you’re all moving smoothly through your week. I wanted to drop a gentle reminder regarding our upcoming deadline for [task/project] on [date].

Your dedication and hard work are truly appreciated, and I’m confident that we’re going to present something fantastic. Please do ensure to finalize and submit your sections by the stated deadline, and do not hesitate to reach out if you need any assistance or if there are unforeseen challenges.

Thank you all for your concerted effort and commitment!

Best, [Your Name]

Follow-up Email Template – Expressing Gratitude for a Referral

Strengthen and affirm professional relationships by expressing heartfelt thanks for referrals. Utilize this template to convey your gratitude in a warm and personal manner.

Subject: Immense Gratitude for Your Referral, [Name]!

Hello [Name],

I recently discovered that you kindly referred me/our company to [Referral Name or Company]. I’m elated by this and wanted to express my sincere gratitude for your support.

Your endorsement means a great deal to me/us, and I/we deeply value our relationship. I’m/we’re excited about the opportunity to connect with [Referral Name or Company] and am/are looking forward to fostering a fruitful collaboration.

Thank you once again, and I/we am/are here should you need assistance in the future.

Warm regards,
[Your Name]

Follow-up Email Template – Following Up After Sending a Proposal

Encouraging feedback following a proposal submission is crucial in refining your approach and meeting client needs. This template aids you in soliciting valuable input while emphasizing your readiness to adapt and collaborate.

Subject: Awaiting Your Valuable Feedback on Our Proposal

Dear [Name],

I trust you are well. I’m writing to follow up on the proposal we sent over on [date]. Your thoughts are crucial to us, and I was hoping to gather your feedback to understand if our proposed solutions align with your expectations and objectives.

If there are areas that require adjustment or further clarification, please do let me know, and we will make the necessary revisions. Your satisfaction is our priority, and we are here to collaborate closely to ensure your needs are met effectively.

Thank you for considering our proposal, and I look forward to our continued collaboration.

Best regards,
[Your Name]

Follow-up Email Template – Reconnecting with an Old Colleague or Client

Reviving old connections can be both nostalgic and opportunistic. Use this template to touch base in a friendly, genuine manner, and express an authentic interest in their progress and well-being.

Subject: Long Time No See, [Name]!

Hi [Name],

I hope this message finds you well and flourishing. It’s been quite a while since we last connected, and you’ve been on my mind recently! I remember our collaboration on [project/task/event] with fondness and was wondering how you have been since our paths last crossed.

I’ve noticed [something notable about them or their company], and I’m thrilled to see your progress. If you’re open to it, I would love to catch up and hear more about what you’ve been up to and share updates from my end as well. If you’re open, what days/times might be good for you to connect?

Looking forward to reconnecting and wishing you continued success until then!

Warm wishes,
[Your Name]

These templates serve as foundational structures and should be customized according to the specifics of your relationship, previous interactions, and the context of your communication.

Remember, maintaining sincerity and expressing genuine interest or gratitude will always make your emails resonate more authentically with the recipient.

Wrap-Up and Final Tips for Writing a Follow-up Email

And there we have it! A useful guide on how to write a follow-up email, from what to do before you start writing, to what to put in your email, and even some easy-to-use templates.

Remember: Be clear about what you need, be friendly and respectful, and keep your message short and sweet. You’ve got this!