Effective Following Up Email Sample to Boost Your Response Rates

Have you ever sent an email that didn’t get a response? It’s frustrating, isn’t it? You put in the time and effort to craft a thoughtful message, hit send, and then…nothing. But don’t give up just yet. Following up on your emails can make all the difference.

To get you started, I’ve got some following up email samples for you to use and edit as needed. These templates will help you craft a well-worded message that will grab your recipient’s attention and prompt them to respond.

Whether you’re following up on a job application, a sales pitch or a networking connection, a well-timed follow-up email can make all the difference. Don’t let your hard work go to waste – use these samples to help you close the loop and get the response you’re looking for.

Mastering the Art of the Follow-Up Email

Following up is an essential skill for success in any field. Whether you’re networking for a job, pitching a business idea, or just trying to stay in touch with people, a well-crafted follow-up email can make all the difference. But what’s the best structure for a follow-up email? Here are some tips to help you craft an effective message.

1. Get to the point. Your subject line should clearly convey the purpose of your email. Don’t waste the recipient’s time with vague or overly complicated subject lines. Instead, make it short, sweet, and to the point. For example, “Following up on our meeting” or “quick question about your previous email.”

2. Recap the previous conversation. In the intro of your email, briefly recap what you discussed or the purpose of the initial email. This will jog the recipient’s memory and show that you’re paying attention to the details. If necessary, include any relevant attachments or links.

3. Ask for what you need. This is the core of your email, so be clear and direct about what you want. Whether it’s a response to your previous email, a meeting, or more information, make sure your request is specific and actionable. Avoid vague or open-ended questions that will just lead to more emails back and forth.

4. Provide context for your request. If you’re asking for a favor or a meeting, make it clear why it’s important and what the recipient stands to gain from it. Provide any relevant background information or data that will support your request and help the recipient make a decision.

5. End with a call to action. Don’t just assume that the recipient will take action on their own. End your email with a clear call to action, whether it’s a specific date and time for a meeting or a request for a response by a certain deadline.

Remember, following up isn’t about being persistent or pushy. It’s about staying top of mind and demonstrating your professionalism and reliability. By mastering the art of the follow-up email, you’ll be better equipped to build lasting relationships, make meaningful connections, and achieve your goals.

7 Follow-Up Email Samples for Different Reasons

Checking on Job Application

Dear [Hiring Manager’s Name],

I hope this email finds you well. I wanted to follow up on my job application for the position of [Job Title] at [Company Name]. I submitted my application on [Date], and I’m excited about the opportunity to work with such a reputable company like yours.

Since I haven’t heard back from you yet, I wanted to express my interest in the role again and inquire if there is any further information you require from me to proceed in the hiring process.

Thank you for considering my application, and regardless of the outcome, I appreciate the time and attention you’ve given me.

Best regards,

[Your Name]

Thank You for Meeting/Interview

Dear [Interviewer’s Name],

I hope this email finds you well. I want to thank you for taking the time to meet with me on [Date] to discuss the [Position] role at [Company]. I appreciate the opportunity to learn more about the company’s culture, values, and goals.

I enjoyed our conversation and am even more enthusiastic about joining your team. I believe that my skills and experience align with the company’s mission, and I am excited about the potential to contribute to your company’s success.

Please let me know if there is any further information I can provide to make this process easier for you. Otherwise, I will wait to hear back about any next steps.

Best regards,

[Your Name]

Checking on Payment or Invoice Status

Dear [Client’s Name],

I hope this email finds you well. I’m writing to check on the status of the payment for the invoice that I sent to you on [Date]. I understand that we all can get busy, and I just want to make sure that there isn’t anything else you need from me to process the payment.

If there is any issue or delay in making the payment, please let me know, and we can work it out to find a mutually beneficial solution. I value our business relationship and look forward to continued collaboration with you.

Thank you for your time and attention to this matter. I appreciate it.


[Your Name]

Following Up on a Proposal

Dear [Client’s Name],

I hope this email finds you well. I’m writing to follow up on the proposal I sent you on [Date]. I understand that you may have had many proposals to review, and I wanted to ensure that you’ve had a chance to review my proposal’s contents.

Do you have any questions or concerns about the proposal? I’d be delighted to clarify any issues you might have.

Please let me know your thoughts, and I’m eager to hear your feedback.

Many thanks,

[Your Name]

Requesting a Recommendation

Dear [Recommendation Provider’s Name],

I hope this email finds you well. I’m writing to request a recommendation from you for my job application to a [Position] position at [Company Name].

I believe that your endorsement will be an asset to my application, and I would be grateful if you could write me a recommendation letter. My deadline is coming up in a few days, and I would appreciate your help as soon as possible.

Thank you for considering my request. I appreciate your willingness to assist me.

Best regards,

[Your Name]

Asking for a Meeting

Dear [Recipient’s Name],

I hope this email finds you well. I’m writing to ask if we could schedule a meeting to discuss [Purpose/Topic of Meeting].

I would appreciate if we could arrange a mutually convenient time to discuss this matter further, either in person or over a call, depending on what suits you best. Please let me know your availability, and I will arrange accordingly.

Thank you for considering my request, and I look forward to hearing from you.

Best regards,

[Your Name]

Following Up on Customer Service Inquiry

Dear [Customer Service Representative’s Name],

I hope this email finds you well. I am writing in regards to a recent issue I had with [Product/Service], and I’m following up on my previous communication with you on [Date].

Though I appreciate your prompt response and assistance so far, I’m still experiencing [Issue/Problem] and would appreciate any further guidance or recommendations you can provide. Please let me know if there’s anything else that can be done to resolve this matter.

Thank you for your help and attention to this issue.


[Your Name]

Tips for Following Up on Your Emails

Following up on an email can be tricky, especially if the person you’re reaching out to is particularly busy or unresponsive. Here are a few tips to help you make the most out of your follow-up emails:

  • Keep it short and sweet: No one likes a lengthy email, especially if they’re pressed for time. Keep your follow-up email short and to-the-point, highlighting the most important information and offering a clear call-to-action.
  • Be polite: It’s important to maintain a polite and respectful tone in your follow-up emails, even if you’re feeling frustrated or ignored. Lead with a friendly greeting and be sure to thank the recipient for their time and consideration.
  • Mention your previous email: Don’t assume that the person you’re emailing has read your original message. Mention the subject line and date of your last email to jog their memory and provide context.
  • Offer something of value: If you want to increase your chances of getting a positive response, consider offering something of value in your follow-up email. This could be a valuable resource, a helpful tip, or a personalized solution to a problem they may be facing.
  • Include a clear call-to-action: Whether you’re asking for a response, a phone call, or a meeting, make sure your follow-up email includes a clear call-to-action. Be specific and make it easy for the recipient to take the next step.

By following these tips, you can increase the likelihood of getting a response to your follow-up emails. Remember to be patient and persistent, but always polite and professional.

Frequently Asked Questions about Follow-Up Email Samples

1. What makes a good subject line for a follow-up email?

A good subject line for a follow-up email should be concise and specific, and hint at the contents of the email. It should be attention-grabbing and convey a sense of urgency or importance. Examples include: “Quick update on our meeting,” “Action Required: Follow-up on our conversation,” or “Thanks for your time – next steps.”

2. How long should I wait before sending a follow-up email?

The timing of your follow-up email depends on the situation and the relationship you have with the recipient. As a general rule, wait at least two days before sending a follow-up email after a meeting or conversation. If it’s a time-sensitive matter, you can follow up within 24 hours. Make sure to strike a balance – you don’t want to appear pushy, but you also don’t want to be forgotten.

3. How do I structure my follow-up email?

Your follow-up email should be brief, clear and to the point, and should include the main takeaways from your conversation or meeting. Start with a brief greeting, remind the recipient of your meeting or conversation, summarize the key points you discussed, and end with a clear call-to-action or next steps.

4. What should I do if I don’t hear back from the recipient after I send a follow-up email?

If you don’t hear back from the recipient after sending a follow-up email, it’s best to wait a few more days before sending another one. If you still don’t hear back, you can try reaching out via a different channel (e.g. phone or social media) or ask someone else for an introduction.

5. How can I make my follow-up email stand out?

To make your follow-up email stand out, you can try personalizing it by mentioning something you discussed during your conversation or meeting, sharing some relevant information or a helpful resource, or thanking the recipient for their time. Use a friendly, positive tone and avoid being too formal or pushy.

6. Should I include attachments or links in my follow-up email?

It’s okay to include attachments or links in your follow-up email, but make sure they are relevant to the conversation and don’t overwhelm the recipient. If you’re attaching a file, keep it small and make sure it’s in a widely-used format like PDF or DOCX to avoid compatibility issues. Make sure any links you include are working and take the recipient to the intended page.

7. What language should I use for a follow-up email?

Your language should be polite, professional and friendly. Avoid using jargon or language that the recipient may not understand. Use short sentences and paragraphs, and avoid long, complex sentences that could be confusing. Make sure to proofread your email before sending it.

8. Can I use a template for my follow-up email?

Using a template for your follow-up email can save you time and ensure that you don’t forget anything important. However, make sure to customize the template to fit your situation and the recipient. Avoid using generic templates that sound impersonal or robotic.

9. Is it okay to follow up multiple times?

It’s okay to follow up multiple times, but don’t overdo it. If you’ve sent two or three follow-up emails and still haven’t heard back, it may be best to move on or try a different approach. Remember, persistence is key, but being respectful and considerate is even more important.

Keep following up with these samples and get your email game on point!

That’s it for today, folks! I hope you found these email samples helpful in crafting your follow-up emails. Remember, persistence is key, but so is a friendly tone. Don’t forget to personalize each email and add value to your message. Thanks for reading and be sure to come back for more tips and tricks on how to up your game in the world of communication. Have a great day!