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They say the squeaky wheel gets the grease.
But the squeaky wheel can also be annoying and cause one to toss out the entire cart.
Translation: how you word your follow-up emails matters.
So in this post, I’m going to show you how to write a follow-up email for just about every scenario and then provide copy and paste templates along with examples.
Table of contents
How to write a follow-up email
There are different kinds of follow-up emails, so some of these tips will apply, others will not. And don’t forget general email copywriting best practices apply here—keeping things brief, in particular.
Be specific
If you’re following up after an interview, introduction, or meeting, personalize it by including something specific the person mentioned—ideally something that you could tell was particularly meaningful to them. This can help jog their memory while also showing that you were listening attentively.
Be genuine
Yes, follow-up emails are pretty predictable and formulaic. But that doesn’t mean you can’t be genuine in your communication. Don’t use generic, empty messaging. Actually reflect on the specific item you want to mention to jog their memory. And if it permits, keep a conversational tone if you can. This is easier to read and write, and the person won’t feel obliged to use formal tone in their response.
Include the original message
If you’re following up on a previous email, do not make the recipient search for the original email and do not rewrite the email. Reply all to your email and then remove yourself from the recipient list so the person can have all of the context they need.
Also, if the original email had an attachment, re-attach it.
Have one clear ask
With the above being said, don’t make them re-read the original email. Distill it down to the clear ask with something like, “Just following up on the request in my email below. Do you think you’ll be able to provide that data for the April 25-May 31 date range?”
Even if the original email had more than one request or data point, requesting something simple or smaller might increase your chances of a response.
Inquiry follow-up email template
Send this type of email to someone who has reached out to your business, such as through a general inquiry form on your website. If they left a phone number, call them first to leave a voicemail and then follow that up with an email like this one.
Subject line: In response to your inquiry
Hi [Name],
Thank you for reaching out to us. I just left you a voicemail. [Briefly answer their question].
I’m happy to share more details and answer any further questions you have—when’s the best time to reach you? Or feel free to stick with email correspondence if that’s easier.
Looking forward to connecting!
[Name]
Contact info
Example
Here’s an inquiry follow-up email example using the above template:
Content download follow-up email template
Of course, the contact form on your site is just one of many ways to generate leads for your business. Content downloads are another big one. Ideally, you’d have a series of subsequent lead magnets set up to help keep them moving through your funnel, like:
These emails could either be a drip series where you send each one at a pre-specified time all at a set time, or a nurture series where each offer and timing of the email depends on the prospect’s preceding action.
Here’s a general template you can model after:
Subject line: Thanks for downloading our guide!
Hi [Name],
Thanks for downloading [guide name] and congrats on taking the right steps to [achieve their desired outcome]!
As [outcome from tips in first guide], [introduce new pain point or need]. So I’m attaching our [additional resource name] that you might also find helpful—feel free to respond back with any questions you have.
Keep up the great work,
[Name]
Example
Using this template, here’s a content download follow-up email example:
Discovery call follow-up email template
Use this follow-up email after you’ve had an introductory or discovery call with a prospective customer.
Subject line: [Your company] x [Client] follow-up
Hi [Name],
It was a pleasure speaking with you about your [topic needs/goals] today.
I’ve attached the slides from our call in case you or anyone on your team wants to review what we discussed.
I’m sure you’re still in research mode right now, so I thought I’d include a few resources to help you figure out if we’re the right fit for you:
- Resource
- Resource
- Resource
Any questions at all, don’t hesitate to reach out! You can also click here to schedule another call—I’ll be happy to chat.
Talk soon!
Name
Example
Here’s an example of a discovery call follow-up email using the above template:
Discovery call follow-up email with action items
This email is for the same situation as above, but with some more specific items.
Subject line: [Your company] x [Client] follow-up
Hi [Name],
Great speaking with you today! I just wanted to follow up on our meeting with a few things.
- To answer your question about [topic], [answer question].
- As we discussed I’m going to [action item]
- I’ve attached the questionnaire for you to fill out and email back to me. If you have any questions, let me know!
P.S. You can check out this [resource] to see how other companies are using [product/solution] to [achieve goal].
Talk soon!
[Name]
Quote or proposal follow up
Send this follow-up email if you haven’t heard back on a quote or business proposal. Depending on your business model and which number follow-up email it is, you might offer a demo and/or share a case study or resource.
Subject line: [Your company] x [Client] follow-up
Hi [Name],
I didn’t hear back from you after sending the quote over, so just thought I’d check in.
- I’ve reattached it in case the original got lost in cyberspace.
- You might find this case study for a similar client to be helpful.
- If you have any hesitations at all, I’ll be happy to discuss them with you over email or phone.
Looking forward to hearing from you!
[Name]
Example
Here’s what that template might look like:
Here’s a different approach. You could quickly recap the quote you sent and/or end with a question.
Hi [contact name],
I wanted to follow up and check in on the quote I sent on [day], which covered the features we can offer [contact’s company name] to help you improve [pain point].
As a reminder, this would include
Can I answer any other questions?
Best,
Name
Signature
Invoice follow-up email template
No one wants to have to send this email, but it happens. Especially for B2B businesses when you have finance departments involved. Here’s a simple way to follow up on an unpaid invoice.
Subject line: Friendly reminder! Unpaid invoice #XXXX
Hi [Name],
I hope this note finds you well. I’m emailing to follow up on an invoice (#5824) that I emailed on [date]. I haven’t received the payment yet, so I just want to make sure you got it.
As a gentle reminder, payment is due on [date]. I’ve reattached the invoice in case you need it.
Thank you and have a great week!
[Name]
Example
Here’s an example of an invoice follow-up email using the template above:
Request follow-up email template
Use this email to follow up on a request you’ve sent someone, whether that’s to a business with high domain authority asking for a backlink or to a coworker asking for a piece of information.
Subject line: Re: [Original subject line]
Hi [name]
I just wanted to resurface my below request in case it got buried in your inbox. Have you given any thought to adding our link to your post?
Thank you in advance!
Name
Example
Here’s a request follow-up email example based on the template above:
Networking follow-up email template
Building relationships within your niche is one of the most important things to do for your business. Use this email when you want to solidify a connection you made with someone. We also have plenty of networking email templates here.
Subject line: Nice meeting you, [name]!
Hi [Name],
It was great to meet you last night at the [event name]. I enjoyed our conversation about [topic], especially [something specific].
Your mention of [something specific] reminded me of [this/these resource(s)], so I thought I’d share in case they’re of any use.
Stay in touch,
[Name]
Example
Here’s an example of a networking follow-up email using the above template:
Networking follow-up email to continue the conversation
Let’s say you’ve met someone that you’d like to build a relationship with or meet for coffee. Use this email template.
Subject line: Hello from [your name] (event name)
Hi [Name],
It was a pleasure talking with you at [event name]. It was so interesting to learn [something that stuck out to you]. As for grabbing a coffee sometime, I’d love to take you up on that!
Do you have any availability this or next week? Good times for me are [let the good times roll here], but I will be glad to work around your schedule. Let me know what works for you.
Best,
[Name]
Interview follow-up email template
This is the most sensitive of the follow-up emails. It’s important to keep a pretty formal tone here. Not robotic, but formal. Use something like this:
Subject line: Thank you for your time
Hi [Name],
Thank you for taking the time to meet with me today to learn about me, tell me more about [company name] and the [role].
I really admire/loved hearing about [something specific mentioned]. It’s clear that [something nice].
The prospect of using my [relevant experience] to [contribute to a clear initiative/mission] is an exciting one to me and I look forward to speaking with you again soon.
If there is any additional information I can provide in the meantime, let me know.
Thanks again,
[Name]
Example
Here’s an interview follow-up email example using the above template:
Follow-up email after no response
It’s probably best to avoid open-ended questions here. If the person didn’t answer, they either don’t have the time or aren’t interested enough.
Subject line: Re: [Original subject line]
Hi [Name],
I haven’t heard back from you so I just want to ask—are you still interested? I know things can get busy and timelines can change, but I also don’t want to be a bother. Let me know where you’re at and I’ll adjust my communication accordingly.
Thank you!
Best,
[Name]
And here’s one that makes it super easy for the recipient to respond:
Subject line: Re: [Original subject line]
Hi [Name],
They say the squeaky wheel gets the grease…but the squeaky wheel can also be really annoying—and I don’t want to be that! So in my final attempt to connect, you can indicate your response by writing back with just one of these numbers:
0 – I’m really swamped but still interested.
1 – Not interested
Thanks!
[Name]
Example
Based on the first template, here’s an example of a follow-up email after no response:
Follow-up email words and phrases
I’m going to close off with some words and phrases you can use in your follow-up emails. Some terms will apply more to B2B emails, so if you’re a B2C business, take what applies and leave the rest.
- I thought I’d
- I wanted to
- I’m emailing to
- I’m reaching back out to
- Circle back
- Drop you a line
- Send over a friendly reminder
- Resurface
- Bring this email to the top of your inbox
- Check in
- Touch base
- Put on your radar
- Circle back
- Remind
- Revisit
- Bump this to the top of your inbox
- Gently remind
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