Follow-Up Email Templates: 15 Ready-to-Send Examples That Get Replies

Most deals don't close after one email. They close after several follow-ups. But most people give up after the first attempt.

That's not a persistence problem. It's a template problem. Most follow-up emails are awkward, pushy, or forgettable.

These 15 templates are none of those things. Copy them, customize them, send them.

When to Send Follow-Up Emails

The timing rules:

Best days to send: Tuesday, Wednesday, Thursday Best times: 9-11 AM or 1-3 PM (recipient's timezone)

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Follow-Up Email After a Meeting

Template 1: Quick Meeting Recap

Subject: Great meeting, next steps

Hi [Name],

Thanks for meeting today. Here's a quick recap:

What we discussed:

• [Key point 1]
• [Key point 2]
• [Key point 3]

Next steps:

• [Action item 1, Owner, Deadline]
• [Action item 2, Owner, Deadline]

Let me know if I missed anything. Talk soon.

[Your name]

Why it works: Shows you listened, creates accountability, moves things forward.

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Template 2: After a Sales Meeting

Subject: [Their company] + [Your company], what we discussed

Hi [Name],

Enjoyed our conversation about [specific topic discussed]. A few things that stood out:

• You mentioned [their pain point], here's how we've solved that for [similar company]: [one-line case study or result]
• [Relevant resource or link that adds value]

Want to schedule a [demo/follow-up call] for [specific date]? I can show you exactly how this would work for [their company].

[Your name]

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Follow-Up Email After No Response

Template 3: The Gentle Nudge (First Follow-Up)

Subject: Re: [Original subject line]

Hi [Name],

Just checking in on my email below. I know things get busy, no pressure.

Would [specific date/time] work for a quick chat? Happy to work around your schedule.

[Your name]

Why it works: Low pressure, specific ask, easy to respond to.

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Template 4: The Value-Add (Second Follow-Up)

Subject: Thought you'd find this useful

Hi [Name],

I came across [article/resource/data point] that's relevant to [their challenge or industry]. Thought you'd find it useful: [link]

Still happy to chat about [your offer] whenever timing works. No rush.

[Your name]

Why it works: Gives value instead of just asking. Keeps you top of mind.

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Template 5: The Direct Close (Third Follow-Up)

Subject: Should I close your file?

Hi [Name],

I've reached out a few times and haven't heard back, which is totally fine.

I don't want to keep bothering you. Should I:

a) Schedule a quick call this week b) Check back in [timeframe] c) Close this out for now

Any option works. Just let me know.

[Your name]

Why it works: Creates a decision point. The "close your file" subject line has high open rates because it triggers loss aversion.

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Follow-Up Email After a Job Interview

Template 6: Thank You After Interview

Subject: Thank you, [Position] interview

Hi [Name],

Thank you for taking the time to interview me today for the [position] role.

I especially enjoyed discussing [specific topic from interview]. Your point about [something they said] really resonated with me, and it reinforced my excitement about contributing to [specific project or team goal].

I'm confident my experience in [relevant skill] would help [specific value you'd bring].

Looking forward to hearing about next steps. Please don't hesitate to reach out if you need any additional information.

Best regards, [Your name]

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Template 7: After Interview, No Response

Subject: Following up, [Position] role

Hi [Name],

I hope you're doing well. I wanted to follow up on our interview from [date] for the [position] role.

I remain very interested in the opportunity and would welcome any updates on the hiring timeline.

Is there any additional information I can provide to help with your decision?

Best regards, [Your name]

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Follow-Up Email After Networking

Template 8: Post-Event Connection

Subject: Great meeting you at [Event]

Hi [Name],

It was great meeting you at [event name] yesterday. I really enjoyed our conversation about [specific topic].

As promised, here's [the resource/intro/link you mentioned].

Would love to continue the conversation over coffee or a quick Zoom call. Would [specific date] work?

[Your name]

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Follow-Up Email After Sending a Proposal

Template 9: Proposal Follow-Up

Subject: Quick question about the proposal

Hi [Name],

Wanted to check in on the proposal I sent over on [date].

A couple of quick questions:

1. Does the scope align with what you had in mind?
2. Any questions about the pricing or timeline?

Happy to hop on a quick call to walk through any details. Would [date/time] work?

[Your name]

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Template 10: Proposal Decision Nudge

Subject: Any updates on the [project name] decision?

Hi [Name],

Following up on our proposal for [project name]. I wanted to mention that we have [limited availability/upcoming price change/new case study] that might be relevant to your decision.

I'd also be happy to adjust the scope if anything doesn't fit. What matters most is finding the right solution for your team.

Would a 15-minute call this week help move things forward?

[Your name]

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Cold Outreach Follow-Up

Template 11: After Cold Email, No Reply

Subject: Re: [Original subject]

Hi [Name],

Totally understand if my last email wasn't a priority. Quick question though:

Is [solving their pain point] something your team is focused on right now?

If yes, I have a [specific resource/case study] showing how [similar company] achieved [specific result].

If not, no worries at all. I'll stop reaching out.

[Your name]

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Template 12: The Breakup Email (Final Follow-Up)

Subject: Closing the loop

Hi [Name],

I've sent a few emails and it seems like the timing isn't right. That's completely fine.

I'll stop reaching out, but if [solving their problem] ever becomes a priority, just reply to this thread. I'll be here.

Wishing you and the [their company] team all the best.

[Your name]

Why it works: Respectful, professional, leaves the door open. Often gets replies from people who were just busy.

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Follow-Up Email After a Sales Call

Template 13: Post-Demo Recap

Subject: Your [Product] demo recap + next steps

Hi [Name],

Thanks for joining the demo today! Here's a quick recap of what we covered:

Key features you liked:

• [Feature 1], solves [their pain point]
• [Feature 2], saves your team [time/money]

Your questions:

• [Question 1]: [Brief answer]
• [Question 2]: I'll send more details by [date]

Next step: [Specific action, e.g., "Start your 14-day free trial" or "Schedule a call with your team"]

[Link or calendar link]

[Your name]

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Client Check-In Follow-Up

Template 14: After Project Delivery

Subject: How's everything going with [deliverable]?

Hi [Name],

It's been [timeframe] since we delivered [project/product]. Wanted to check in:

• Is everything working as expected?
• Any questions or issues I can help with?
• Any feedback for our team?

We want to make sure you're getting maximum value. Happy to schedule a quick review call if helpful.

[Your name]

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Template 15: Referral Request

Subject: Quick favor?

Hi [Name],

I'm glad [specific positive result] is working well for your team.

Quick ask: Do you know anyone else who might benefit from [your product/service]? A warm introduction would mean the world.

No pressure at all, just thought I'd ask since you've seen the results firsthand.

Thanks, [Your name]

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Pro tip: Attach a valuable resource like a case study or checklist to your follow-ups. See our lead magnet examples for formats that make recipients want to reply.

Follow-Up Email Subject Lines That Get Opened

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Follow-Up Email Mistakes to Avoid

1. "Just checking in", adds zero value. Always include a reason or offer value.

2. Apologizing for following up. "Sorry to bother you" makes you seem unimportant. Your email has value.

3. Writing a novel. Follow-ups should be shorter than your original email. 3-5 sentences max.

4. No clear CTA. Every follow-up needs ONE specific ask.

5. Following up too fast. Daily follow-ups feel desperate. Space them 3-7 days apart.

6. CC'ing their boss. Never escalate by adding people without asking first.

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Tools for Better Follow-Ups

• Follow-Up Message Generator, generate customized follow-up messages
• Email Reply Generator, craft professional email responses
• Email Subject Line Tester, check if your subject line triggers spam filters
• Cold Email Generator for B2B, create cold outreach emails that get responses
• Email Sequence Generator, build automated follow-up sequences
• Prospecting Script Generator, craft scripts for outreach calls
• DM Sales Script Generator, create complete DM sales sequences with follow-ups for Instagram and LinkedIn
• How to Write a Collaboration Email, cold outreach that converts