How to Write a Follow-up Emails In 2025? (Templates & Examples Included)

Most people think it is the first email that matters. 

Well, if you have ever run an email campaign, you have the answer.

What I have learnt is that follow-up emails boost the response rate to around 25-35%.

Follow-up emails actually get more responses than the first one. 

Hence, you have to focus more on the follow-up emails to get those opportunities closed. 

The truth is, people are busy. They miss emails (just like we do).

It is the follow-up that gets your prospect’s attention towards your first email. 

After sending millions of follow-ups and running 500+ campaigns, I know what works.

So, in this guide, I’ll share:

• 5 simple steps on how to write follow-up emails
• 16 follow-up email templates for different situations
• How to send follow-ups the right way
• My best tips on timing, subject lines, and adding value

Let’s get started!

What is a Follow-up Email?

Key components of follow-up emails include:

• Concise and clear subject line
• Contextual reminder
• Value proposition
• Actionable CTA

Why Are Follow-up Emails Important?

A follow-up email helps you to →

• Get attention towards your first email
• Show how you can help them achieve their goals
• Help the recipients to decide or act faster
• Nurture stronger and long-term relationships

When Should You Send a Follow-up Email?

Well, the best time for sending a follow-up email depends on three things: situation, urgency, and context.

Therefore, I always follow this thumb rule (and it works for almost every case) 👇🏼

That said, now let’s look at the right timelines for sending follow-up emails in different scenarios:

How to Write a Follow-up Email?

Whether you want to send a follow-up email after no response, meeting, or sending a job application, here’s a simple follow-up format you can use👇🏼

1. Write a Clear Subject Line

The subject line decides whether your email gets opened.

My suggestion is to keep subject lines short, simple, and highly relevant.

If replying in the same thread, “Re:” works fine, but adding context makes it stronger.

 And if you want to write a completely new subject line, keep it direct & conversational.

💡 Pro Tip: Keep your subject line between 30-50 characters

2. Start With a Personalized and Warm Greeting

It’s always a good idea to start your follow-up email with a polite and personalized greeting line.  

Because no one wants to read an email that starts with “Hi!” and isn’t addressed to anyone. 

(Be honest: even you would ignore such emails, right?)

By adding your recipient’s first name to the follow-up email, it becomes more personalized and shows that it was written specifically for them (which obviously encourages them to read further).

3. Remind Them of Your Last Interaction

Now, immediately mention the reason for your follow-up. 

This helps your recipients with two things

• First to remember who you are 
• Second, to understand why you’re reaching out to them again

However, make sure you keep it within 1-2 sentences.

4. Add Value and Briefly Tell How You Can Help

Don’t repeat information when you’re writing a follow-up email.

Add important resources, such as eBooks and PDFs, a free strategy, or anything that is relevant and can help your recipient. 

By providing more value in your follow-up emails, you demonstrate that you genuinely want to benefit them, rather than just chasing replies.

PS: This also increases the chances of getting a reply

5. End With One Clear Call to Action

Now it’s time to complete your follow-up email body by guiding the recipients on the next action to take. 

Here are a few CTA examples you can use in your follow-up emails.

PS: Always include a one-liner to thank your recipient for their time and consideration. It shows that you respect their time.

You may believe it or not, but simple phrases like

 Can significantly contribute to maintaining goodwill.

You can also check out the 100+ call-to-actions that have helped me book more meetings and close deals.

6. Sign Off With Your Name and Contact Info

You can end your follow-up email with these popular sign-offs:

• “Thanking you”
• “Looking forward to your thoughts”
• “Appreciate your time”
• Grateful for your consideration
• “With best wishes for your goals”
• “Until next time” 

Then add:

• Your full name
• Your role/company
• Phone number(optional, but helpful)
• Your website or any social media links (but don’t keep more than one link in your email)

7. Proofread Before Sending

Finally, give your follow-up email a quick review before sending well, as it takes less than 4 minutes.    

While proofreading, make sure you look for 

• Typos
• Grammatical errors
• Awkward or unclear sentences
• Keep your follow-up email below 100 words

💡Pro Tip: Read your email loudly. If something sounds off, fix it before sending

16 Follow-up Email Templates That Get Replies

I have compiled the exact follow-up email templates that are designed to save you time and triple your response rate.

1. Follow-Up Email After No Response
2. Send a Follow-Up Email After a Meeting
3. After Sending a Job Application
4. Send a Follow-Up Email After an Interview
5. Polite Follow-Up Email Template for Update
6. Follow-Up Email Template After a Freelance Pitch
7. After Purchase or Signup
8. After a Product Demo or Trial
9. After Sending a Proposal or Contract
10. After a Networking Event
11. After a Webinar or Workshop
12. Follow-Up Email Template After a Guest Post Pitch
13. Sales Follow-Up Email Template
14. Cold Email Follow-Up
15. Follow-Up Email for Late Payment
16. Bonus: Second Follow-Up After No Response

Just copy, paste, and start sending as needed.

1. Follow-Up Email After No Response

Purpose: A gentle and professional follow-up email reminder offering additional value or a fresh insight

Timing: 2–5 business days

Follow-up Email After No Response

Subject:Just checking in

Hey [First Name],
I would like to follow up on my previous email [quick, simple version of your offer].
I totally get that things get busy; it happens to all of us! Just thought it might be something that could really help you with [simple benefit or goal].
I would greatly appreciate hearing back from you.
Thanks,
[Your Name]

2. Send a Follow-up Email After a Meeting

Purpose: To thank them for their time, summarize key takeaways, and show interest

Timing: Within 24 hours, while the conversation is still fresh

Send a Follow-up Email After a Meeting

Subject:Follow-up from our call re: [project/topic]

Hey [First Name],
I really enjoyed our chat about [specific topic discussed] on [date/day].
Here are the next steps we agreed on:

• [Action item 1]
• [You promised to send X]
• [They mentioned they'd review/share/etc.]
Let me know if anything’s off. I am also attaching [the deck/demo link/doc] as promised during the chat.
Thanks again,

[Your Name]

3. After Sending a Job Application

Purpose: You can use this job application follow-up email template to express interest and to show why you stand out

Timing: 3–5 days after applying (unless a deadline is stated)

After Sending a Job Application

Subject:Checking in about my [Position] application

Hi [Recipient's Name],
I applied for the [Job role] at [Company Name] on [Date] and wanted to follow up to see if there are any updates.
I’m very interested in what you’re building at [Company Name].
My experience in [insert skill or quick example] can significantly contribute to your team’s success in achieving its goals.
Let me know how we can take it further from here.
Thanks again,
[Your Name]

4. Send a Follow-Up Email After an Interview

Purpose: This follow-up email template helps to keep the conversation going. But make sure you offer more value and don’t sound too salesy

Timing: Within 24-48 hours

Send a Follow-up Email After an Interview

Subject:Just checking in

Hey [First Name],
I really enjoyed our conversation, especially on [Add the topic].
I thought more about [a challenge or project they mentioned] and I have a couple of ideas on how we can approach them, which I would be happy to share with you.
Can we schedule a call this week?
Thanks again,
[Your Name]

5. Polite Follow-Up Email Template for Update

Purpose: You can use this template to remind the recipients of any upcoming deadline/meet-up in a courteous and kind manner

Timing: 3–7 days (depending on urgency)

Polite Follow-Up Email Template for Update

Subject:Did you get a chance to look at this?

Hi [First Name],
I wanted to follow up on [task/topic].
You had mentioned [their last comment]. I can totally understand if priorities shifted.
Just let me know where things stand.
Best,
[Your Name]

6. Follow-Up Email Template After a Freelance Pitch

Purpose: This email template is best for following up on your freelance proposal because it subtly asks for updates while offering assistance for further help

Time: 2–5 days after sending the proposal

Follow-Up Email Template After a Freelance Pitch

Subject:{{Client’s Name}}, any thoughts on the {{Project Name}} proposal?

Hi {{Client’s Name}},
I am checking in on the proposal I sent for {{project/service}}.
If you have any questions or concerns, we can get on a quick call.
And if you are still exploring options, happy to chat about how I can support {{specific goal/value}}.
Best,
{{Your Name}}

7. After Purchase or Signup

Purpose: To write a follow-up email for customers who have signed up, offer help with common questions, and invite feedback to improve their experience

Timing: 3–7 days after they sign up

After Purchase or Signup

Subject:How is it going with [Service/Product]?

Hey [First Name],
I noticed that you recently signed up for [product]. Great decision by the way!
I wanted to see how it’s going so far.
Most folks around this point ask about [specific feature or use case].
Also, if you would like to share any feedback, I am all ears.
Cheers,
[Your Name]

8. After a Product Demo or Trial

Purpose: To gather feedback after the demo, address concerns, and reinforce value with a relevant case study

Timing: 2-7 days after the demo

After a Product Demo or Trial

Subject:Thoughts on [product] after the demo?

Hi [First Name],
I would like to follow up on last week’s demo call.
Does [Company] have any feedback or questions for us?
You had mentioned [problem or goal], and I can send over a quick breakdown on how [similar company] achieved their goals with us.
Would you like me to share that case study?
Best,
[Your Name]

9. After Sending a Proposal or Contract

Purpose: You can use this follow-up email to remind the clients about the proposal, highlight how it addresses their specific requirement, and encourage a discussion

Timing: 2–4 days after sending

After Sending a Proposal or Contract

Subject:Proposal follow-up for [Company]

Hey [First Name],
I wanted to check if you reviewed the proposal I sent on [date].
You specifically mentioned [requirement], and I have included that in [section/page].
Please let me know when we can schedule a call to discuss this further.
Cheers,
[Your Name]

10. After a Networking Event

Purpose: To show genuine interest in building a relationship and to express gratitude.

Use this template if you are wondering how to write a follow-up email that helps you build warm connections with other professionals.

Time: 24 hours

After a Networking Event

Subject:Following up from [event name]

Hey [First Name],
I had a great time interacting with you at [event].
I really enjoyed your session on [session name].
If you are fine with it, I would love to continue the conversation around [mutual topic discussed].
Let me know if we can get on a quick call next week?
Best,
[Your Name]

11. After a Webinar or Workshop

Purpose: This is the perfect follow-up email to thank attendees, deliver promised resources, and gently introduce your solution while inviting feedback

Timing: Within 24 hours after the webinar/workshop

After a Webinar or Workshop

Subject:Thanks for joining us – here’s what we promised

Hi [First Name],
I appreciate you attending [webinar/workshop name].
As promised, here are the slides + Q&A summary:
[Link]
[Recording]
If you’re curious about how we help companies like [attendee industry] with [topic], I’m happy to send a 2-min overview.
PS: If you have any suggestions or feedback, kindly share.
Cheers,
[Your Name]

12. Follow-Up Email Template After a Guest Post Pitch

Purpose: This follow-up email template can be used or politely remind the editor/manager about your guest post submission, and show flexibility to adjust content for their audience

Timing: 5–7 days after sending the guest post

Follow-Up Email Template After a Guest Post Pitch

Subject:Following Up on My Guest Post Submission

Hi {{First Name}},
I shared a guest post on {{topic/title}} last week.
Is there any way that you had a chance to look at it?
Honestly, my team is really looking forward to this collaboration with {{Company name}}.
Let us know if you have any specific requirements for the guest post.
We are open to making our guest post more valuable for your audience.
Thanks again for considering it!
Best,
{{Your Name}}

13. Sales Follow-Up Email Template

Purpose: This follow-up email works because it has a personalized touch, is helpful, and value-driven

Timing: Send after 2–4 days

Sales Follow-Up Email Template

Subject:Any thoughts on [specific goal/problem they mentioned]?

Hi [First Name],
I was thinking about our last conversation where you mentioned [specific pain point or project].
I have put together a couple of ideas on how [product/service] could help you with that!
Let me know if we can get on a 15-min call so I can walk you through them?
Cheers,
[Your Name]

14. Cold Email Follow-Up Template

Purpose: To re-engage a prospect who didn’t reply to the first cold email by offering additional value, context, or a new angle

Timing: 3–7 days after the first cold email

Cold Email Follow-Up

Subject:Hey {{First Name}}, remember me?

Hi {{First Name}},
Just following up on my last note. Thought you’d find this helpful: [Link to case study/article].
We recently helped [Client Name] achieve [specific result], and I think we could do the same for {{Company Name}}.
Open to a quick chat?
Best,
{{Your Name}}

15. Follow-Up Email for Late Payment

Purpose: This follow-up email is formatted in a way that it politely reminds the client about a pending invoice, without coming across as rude

Timing: 3–5 days after the payment due date

Follow-Up Email for Late Payment

Subject:Follow-Up on Payment – Invoice {{Invoice Number}}

Hi [First Name], hope all’s well.
Just checking in on the invoice from [date], wanted to confirm if it’s being processed.
Let me know if you need any details from our end.
Appreciate it,
[Your Name]

16. Bonus: Second Follow-Up After No Response

The truth is, your first follow-up email may not always get a reply! 

Therefore, you can use this ready-to-use template for your second follow-up email.

PS: Send it 5–7 days after the first follow-up

Bonus: Second Follow-Up After No Response

Subject:Let me know if I should leave this

Hey [First Name],
I am following up again to get an update on this one for the last time.
We helped [Similar Company] get [Quick Win] without [Painful Tradeoff], and thought it might be useful for your team too.
If it’s not the right time, let me know I will stop bothering you.
Best,
[Your Name]

How to Time Your Follow-up Emails

Experts suggest sending your first follow-up 2–3 days after the initial email.

But if you’re sending more than one follow-up email, make sure you →

• Space them out strategically
• Gradually increase the time gap between each one

Here is how you can spread your follow-up emails!

1. Initial email.
2. 1st Follow-up: 2–3 days after the initial email
3. 2nd Follow-up: 5–7 days after the first follow-up
4. 3rd Follow-up: 1–2 weeks after the second follow-up
5. Final break-up email: If your recipients still don’t reply, send one last email to close the communication on a positive note

Also Read: How to Write a Sales Breakup Email? (Templates & Tips)

How to Send a Follow-up Email?

Writing a good follow-up email is important. True.

But it is also important that you know how to send it with the right method. 

Why? 

Because it will determine whether your follow-ups will get opened or ignored.

Here are the two main ways to deliver your messages (and when to use each):

1. Manual Sending (best for personal, one-off situations)
2. Automated Sequences (best for sales, outreach, and scale)

Let’s get into the details!

1. How to Send a Follow Up Email Manually

Follow these steps for sending follow-up emails manually 

1. Open the original email thread
2. Click “Reply”
3. Write a short, polite, and clear message
4. Hit send

This method is best for situations like following up on job applications or interviews, where you are not sending emails too often.

But imagine if you are doing sales outreach or running any campaign where you have to reach out to multiple people. 

You can’t manually go and repeat the same process, right? 

That’s where the automation comes into play.

2. How to Send a Follow Up Email with Automation

You can use follow-up email software to save your time and effort. 

Here is how these follow-up email software help you →

• Create and run multiple email sequences on autopilot
• Personalize emails at scale
• Offer deliverability tools to protect your sender reputation

Best Practices for Writing a Follow-up Email

1. Start with a Polite Greeting – Always address the recipient by name to make it feel personal.
2. Reference Previous Communication –  Briefly remind them of your last email, call, or meeting for context.
3. Clearly State Your Purpose –  Keep your message focused, concise, and easy to understand.
4. Include a Strong CTA – Clearly state what you want them to do next.
5. Keep it Short – Aim for 50–125 words, as shorter follow-ups tend to get higher reply rates.

Key Takeaways

You don’t need to overcomplicate your follow-ups or reminder emails. 

If you want more replies, here are the golden rules to remember:

• Don’t send follow-up emails too soon; wait for 2–5 business days
• Always send email follow-ups in the same thread
• Don’t forget to write about the purpose of the email
• Write a short, polite, and clear email
• Add an actionable CTA
• Use email follow-up software to automate the entire process and save your time

👉 Pro tip: Let Saleshandy handle your follow-ups. It sends personalized emails at the right time with high deliverability, so you never miss a chance to close the deal.

FAQs

1. How to Follow Up on an Email with No Response?

First of all, wait for 2–5 business days, then send a follow-up email that is:

• Short
• Polite 
• Reminds the recipient of your earlier message 
• And ends with one clear next step

2. When Should You Not Send the Follow-Up Email?

Here are the situations where you should avoid sending a follow-up email →

• Right after your first email (give them some time)
• If they’ve already replied with a clear answer
• When you’re following up too frequently without a good reason
• During weekends, holidays, or odd hours
• When the recipients have given a clear timeframe during which they are unavailable

3. When to Stop Sending Follow-up Emails?

If you don’t get a response after a few follow-ups, it’s best to stop. 

But this also depends on the reason you’re following up.

For example, if you are conducting cold outreach, you can send around 3 to 5 follow-ups and then stop, as continuing can lead to being marked as spam.

On the other hand, if you’re following up on internal team updates or approvals and no one replies after the first follow-up, it’s best to try approaching it differently.

4. How Do I Automate a Follow-Up Email in Gmail/Outlook?

Gmail and Outlook don’t natively provide the auto follow-up feature. You will have to use a third-party email outreach tool like Saleshandy to send automated follow-up emails.

5. How Do You Professionally Say “Follow-Up”?

You can replace “follow-up” with the following professional phrases, depending on the situation:

• Check in
• Circle back
• Reconnect
• Provide an update
• Seek clarity