Anil Salvi Contents
- 1 Follow-up Email Templates: TOC
- 2 Follow-Up Email Templates by Stage
- 3 Follow-Up Templates by Scenario
- 3.1 Sales Follow-Up Email Templates After Demo or Meeting
- 3.2 Professional Business Follow-Up Email Templates After Proposal Sent
- 3.3 Follow-Up Email Templates After No-Show
- 3.4 Follow-Up Email After No Response for a Call
- 3.5 Invoice or Payment Reminder Follow-Up Email
- 3.6 Team or Group Meeting Follow-Up Email Templates
- 3.7 Networking Follow-Up Email Templates
- 3.8 Follow-Up Email to Reconnect With an Old Contact
- 3.9 Customer Service Follow-Up Email Templates
- 3.10 Interview Follow-Up Email Templates
- 3.11 Funny Follow-Up Template
- 3.12 Webinar Follow-Up Email Templates
- 3.13 Real Estate Follow-Up Email Templates
- 3.14 Venture Capital Follow-Up Email Templates
- 3.15 Car Dealership Follow-Up Email Templates
- 3.16 Sports Marketing Agency Follow-Up Email Templates
- 4 Common Mistakes to Avoid While Sending Follow-up Emails for 2026
- 5 Do Follow-Ups the Right Way!
- 6 Follow-up email templates: FAQs
You have already sent the first email.
Now you are waiting for a reply.
You know you should follow up, but you are unsure which follow-up approach to go with.
Too soft, and it gets ignored. Too direct, and it feels pushy.
That is why templates help.
In this guide, you will find follow-up email templates for almost every situation.
Each template includes:
- A ready-to-use subject line
- Ideal word count
- Personalization cues
- And a clear, low-pressure CTA
All you have to do is copy and use them right away.
Let us get started.
Follow-up Email Templates: TOC
Follow-Up Email Templates by Stage
Below, I have shared templates for each stage of your outreach.
At every stage, the intent can be slightly different.
This can be anywhere from restarting a conversation to closing the loop politely.
I have prepared the table below to include the purpose of each follow-up message.
| Follow-Up No. | Days After Last Email | Primary Goal | Expected Response Rate | Template Strategy |
|---|---|---|---|---|
| Initial Email | Day 0 | Introduce value | 1-5% | Problem + Solution |
| 1st Follow-Up | Day 2-3 | Gentle reminder + value-add | 15-20% | Share resource |
| 2nd Follow-Up | Day 5-6 | Different angle | 10-15% | Case study/data |
| 3rd Follow-Up | Day 9-11 | Problem-solving approach | 5-10% | Direct question |
| 4th Follow-Up | Day 14-16 | Clarify status | 3-7% | Binary choice |
| 5th Follow-Up | Day 20-25 | Last attempt + FOMO | 2-5% | Scarcity/urgency |
| Breakup Email | Day 30+ | Graceful exit | 3-8% | Permission to close |
Now, here are the stages where you should send follow-up emails:
- 1st Follow-Up Email Template
- 2nd Follow-Up Email Template
- 3rd Follow-Up Template
- 4th-5th Follow-Up Email Templates
- Breakup Email
1st Follow-Up Email Template
This is the first email you send 2-3 days after the initial email.
Focus on keeping it as a gentle reminder whale also giving something of value. Here are some examples:
- Template 1: The Value-Add Reminder
- Template 2: The Problem-Aware Follow-Up
- Template 3: Check if You Are Contacting the Right Person
Template 1: The Value-Add Reminder
This acknowledges the reality of busy inboxes and provides immediate value.
Uses social proof to back claims, and closes off with a low-pressure CTA.
- Subject line length: 32 characters
- Email content length: 87 words
Subject: Quick resource for {{Company Name}}
Hi {{First Name}},
I sent you an email a few days ago about {{pain point}}, but I know inboxes can get busy.
That’s why, rather than send another “checking in” email, I thought to share something actually useful: {{link to case study/resource}}.
This shows how {{Similar Company}} solved {{specific problem}} and achieved {{specific result}} in {{timeframe}}.
Worth a quick look?
Best regards,
{{Your Name}}
Subject Line Variations:
- {{First Name}}, found this for you
- Thought you’d find this helpful
Customization Tips:
- Replace the generic case study with industry-specific examples.
- Match the “specific result” to their known business goals.
Template 2: The Problem-Aware Follow-Up
This template opens with a relevant question and shows you remember their situation.
It provides a specific outcome and ends with a simple CTA
- Subject line length: 45 characters
- Email content length: 76 words
Subject: {{First Name}}, still struggling with {{pain point}}?
Hey {{First Name}},
Quick question: Are you still dealing with {{specific challenge}} at {{Company}}?
I ask because last week I mentioned how {{Your Solution}} helped {{Similar Company}} reduce {{metric}} by {{percentage}}.
If this is still a priority, I’d love to show you their exact playbook.
15 minutes this week?
{{Your Name}}
Subject Line Variations::
- Quick question about {{Company}}
- {{First Name}}, noticed something3
Customization Tips:
- You can change the time from 15 minutes to 10 or even 5 for busier recipients.
- Adding P.S. No pressure if timing isn’t right, can make the approach softer.
Template 3: Check if You Are Contacting the Right Person
This is a low-pressure follow-up email to see if you are sending the email to the right person.
It encourages the recipient to share the best person to contact for the purpose.
- Subject line length: 13 characters
- Email content length: 82 words
Subject: Wrong person?
Hi {{First Name}},
I reached out about {{topic}} last week, but I’m wondering if I’m contacting the right person.
If {{pain point/goal}} is not part of your goals, can you please share whom I should connect with?
Thanks for any direction you can offer!
{{Your Name}}
P.S. If this is the right person, let me know, I’ll be happy to send over some quick wins for {{Company}}.
Subject Line Variations:
- Quick favor?
- Am I contacting the right person?
Customization Tips:
- You can remove P.S. section to keep your follow-up email very formal.
- This template works well for cold outreach where you don’t know the decision-maker.
2nd Follow-Up Email Template
The second email is usually sent 5-6 days after your first follow-up.
Here are templates for different scenarios:
- Template 4: The Case Study Share
- Template 5: The Data-Driven Approach
- Template 6: The New Development Hook
Template 4: The Case Study Share
With this template, you will be taking specific, actionable insights while keeping everything scannable-friendly.
- Subject line length: 38 characters
- Email content length: 95 words
Subject: How {{Similar Company}} solved {{problem}}
Hi {{First Name}},
I just published a case study that’s directly relevant to {{Company}}.
{{Company Name}} was facing the exact same {{challenge}} you mentioned.
Here’s what they did:
{{Key action 1}} – resulted in {{metric}}
{{Key action 2}} – saved {{time/money}}
{{Key action 3}} – increased {{outcome}} by {{%}}
Full breakdown here: {{link}}
Sound familiar? Let’s discuss how this could work for you.
{{Your Name}}
Subject Line Variations:
- Case study: {{Industry}} success
- {{Company}} might relate to this
Customization Tips:
- I recommend using actual customer stories in their industry whenever it is possible.
- You can use video for better engagement.
Template 5: The Data-Driven Approach
Use data with sources to build credibility.
For such templates, make sure the data shared is useful for the recipient.
- Subject line length: 42 characters
- Email content length: 101 words
Subject: Interesting stats about {{industry/challenge}}
Hi {{First Name}},
Did you know {{surprising statistic}} in your industry?
I’ve been researching {{topic}} and found some eye-opening data:
{{Stat 1}} (Source: {{credible source}})
{{Stat 2}} (Source: {{credible source}})
{{Stat 3}} (Source: {{credible source}})
This is exactly why {{Company Name}} might benefit from {{your approach}}.
Shall we explore this over a quick call? I promise it’ll be worth your time.
{{Your Name}}
Subject Line Variations:
- 3 surprising facts about {{industry}}
- {{First Name}}, the data is clear
Customization Tips:
- Use the latest data, mostly the ones published within 12 months.
Template 6: The New Development Hook
This is a good follow-up template for those who want to reset or take a new approach for their outreach email.
- Subject line length: 34 characters
- Email content length: 88 words
Subject: Update: New feature for {{use case}}
{{First Name}},
I know timing wasn’t right when we last talked about {{solution for their problem}}.
Just wanted to give you a heads up: we’ve launched {{new feature}} that specifically addresses {{their pain point}}.
Early users are seeing:
{{Benefit 1}} – {{percentage}} improvement
{{Benefit 2}} – {{specific outcome}}
{{Benefit 3}} – ready in {{timeframe}}
Would you be interested in a 10-minute walkthrough?
{{Your Name}}
Subject Line Variations:
- 3 surprising facts about {{industry}}
- {{First Name}}, the data is clear
Customization Tips:
- It is best to use recent data (within 12 months).
- Adding links to the main study can be useful.
3rd Follow-Up Template
The third follow-up email is usually sent after a small break from your last email (mostly after 9-11 days).
Here are the templates:
Template 7: The Brainstorm Offer
You are taking a different approach for this follow-up, where the main goal is to generate a response.
With a no-strings-attached message with an offer to share a good idea, you are very likely to get a reply.
- Subject line length: 39 characters
- Email content length: 97 words
Subject: Brainstormed some ideas for {{Company}}
{{First Name}},
My team and I were discussing {{their industry/challenge}} yesterday, and your name came up.
We mapped out 3 quick wins {{Company}} could implement:
{{Idea 1}} – could increase {{metric}} by ~{{%}}
{{Idea 2}} – addresses {{their specific pain point}}
{{Idea 3}} – takes less than {{timeframe}} to implement
No strings attached. I can send over the details if you want.
{{Your Name}}
Subject Line Variations:
- 3 ideas for {{Company}}
- Quick wins for {{First Name}}
Customization Tips:
- Make sure to keep your ideas specific and actionable
- The ideas you share should convey to the reader that you have done the brainstorming.
Template 8: The Direct Question
You can use this as an opportunity to close the file respectfully.
This template is best for those who do not want to continue the efforts.
- Subject line length: 25 characters
- Email content length: 71 words
Subject: Should I close your file?
Hi {{First Name}},
I’ve reached out a few times about {{topic}}, but haven’t heard back.
Before I close your file, I wanted to ask:
Is this not a priority right now?
Bad timing?
Should I follow up in {{next quarter}}?
Not the right person?
Quick reply saves me from being “that person” who keeps emailing 🙂
{{Your Name}}
Subject Line Variations:
- Quick question, {{First Name}}
- Final check-in
Customization Tips:
- If you feel like it, you can even remove the text emoji to keep the tone of the email very serious.
- You can change the options, but providing multiple options makes responding easier.
4th-5th Follow-Up Email Templates
These are usually emails sent before the final breakup email.
Here are the templates:
Template 9: The Assumption Template
This is the last email before your breakup email. It is usually sent after 14-25 days of the last email.
- Subject line length: 11 characters
- Email content length: 65 words
Subject: Two options
{{First Name}},
I figure one of two things is happening:
You’re packed at this moment, and {{pain point}} has taken a backseat
You’ve already found another solution
If it’s #1, we can still plan something that suits your requirements and schedule.
If it’s #2, it would be great to know what solution you went with.
Either way, your answer will help me plan things accordingly.
Thanks,
{{Your Name}}
Subject Line Variations:
- Which one is it?
- Quick clarification
Customization Tips:
- You can also add a third option: 3. Wrong person – who should I talk to?
- The current tone is a bit casual. So if needed, you can change to professional.
Template 10: The Competitive Intel
The template here tries to give a competitive awareness without being negative.
It shows that you are aware of industry trends.
- Subject line length: 11 characters
- Email content length: 65 words
Subject: Saw {{Competitor}} just announced {{something}}
{{First Name}},
Just saw that {{Competitor company}} rolled out {{new feature/strategy}}.
Made me think of our conversation about {{related topic}}.
This space is moving fast, and companies that don’t adapt risk falling behind.
{{Your company}} helps {{companies like theirs}} stay ahead of moves like this.
Worth a conversation?
{{Your Name}}
Subject Line Variations:
- {{Competitor}} is moving fast
- Industry update
Customization Tips:
- Must be genuine competitive news, not made up
- Keep tone helpful, not fear-mongering
Breakup Email
The breakup email is the final follow-up email you send.
It is usually sent approximately one month after your last email.
Here are the templates:
- Template 11: The Classic Breakup
- Template 12: The Permission-Based Breakup
- Template 13: The Reverse Psychology Breakup
Template 11: The Classic Breakup
This is a clean and respectful exit, while still keeping the doors open for future contacts.
- Subject line length: 11 characters
- Email content length: 71 words
Subject: Final email
{{First Name}},
This will be my last email about {{topic}}.
I’ve reached out {{number}} times, and while I believe {{Company}} could benefit from {{solution}}, I understand the timing isn’t right.
If things change, you can reach me at:
{{email}}
{{phone}}
Best of luck with {{their goal/initiative}}!
{{Your Name}}
Subject Line Variations:
- Signing off
- Last one, I promise
Customization Tips:
- You can also use a casual email closing line like: If I can ever help, you know where to find me.
Template 12: The Permission-Based Breakup
You are asking the recipient for permission to close the file.
With it, you are sharing that you value users’ time while being respectful.
- Subject line length: 31 characters
- Email content length: 52 words
Subject: Permission to close your file?
{{First Name}},
Usually, we close the files of leads if we don’t hear back for a while.
If you’d like, I can go ahead and close your file. Otherwise, we can discuss next steps.
Thank you.
{{Your Name}}
Subject Line Variations:
- Quick permission needed
Customization Tip:
- I would suggest using this template as it is, since it is very straightforward.
Template 13: The Reverse Psychology Breakup
With this template, you are asking for feedback from the user, and can get good reply rates.
- Subject line length: 19 characters
- Email content length: 76 words
Subject: Giving up (for now)
Hi {{First Name}},
I’m taking the hint, as right now isn’t the best time.
Before I go, though, I’m curious:
What would have made {{solution/conversation}} more relevant?
Was it:
Timing?
Budget?
Already using something else?
Just not interested?
Your feedback would actually help me improve how I reach out to folks like you.
Either way, goodbye and good luck!
{{Your Name}}
Subject Line Variations:
- One last question
- Before I go…
Customization Tip:
- If you get any feedback, make sure to implement it, as it will help you get ahead.
Follow-Up Templates by Scenario
Now, here are the follow-up email templates that you can use for different scenarios.
These are mainly for the first email to check in on the recipient.
You can always mix it with the templates I have shared for different stages of follow-up:
- Sales Follow-Up Email Templates After Demo or Meeting
- Professional Business Follow-Up Email Templates After Proposal Sent
- Follow-Up Email Templates After No-Show
- Follow-Up Email After No Response for a Call
- Invoice or Payment Reminder Follow-Up Email
- Team or Group Meeting Follow-Up Email Templates
- Networking Follow-Up Email Templates
- Follow-Up Email to Reconnect With an Old Contact
- Customer Service Follow-Up Email Templates
- Interview Follow-Up Email Templates
- Funny Follow-Up Template
- Webinar Follow-Up Email Templates
- Real Estate Follow-Up Email Templates
- Venture Capital Follow-Up Email Templates
- Car Dealership Follow-Up Email Templates
- Sports Marketing Agency Follow-Up Email Templates
Sales Follow-Up Email Templates After Demo or Meeting
Here are the templates you can use for common scenarios in sales, especially after a demo:
- Template 14: Sales Follow-Up After Demo or Meeting
- Template 15: Follow-up After Demo When You Get No Response
Template 14: Sales Follow-Up After Demo or Meeting
This template creates accountability, ensures alignment, and references specific discussions.
- Subject line length: 38 characters
- Email content length: 112 words
Subject: Here’s what we discussed + next steps
Hi {{First Name}},
Great speaking with you today about {{topic}}!
Here’s a quick recap:
{{Key point discussed}}
{{Pain point identified}}
{{Solution you proposed}}
Now, for the next steps:
{{Action item for them}} by {{date}}
{{Action item for you}} by {{date}}
Reconnect on {{specific date}} to {{purpose}}
I’ve attached {{promised resource}}.
If you have any questions, feel free to ask me anytime.
Best regards,
{{Your Name}}
Subject Line Variations:
- Thanks for your time today
- Next steps for {{Company}}
Customization Tips:
- Unlike usual follow-up practices, you should send within 24 hours of the meeting.
- You can CC other meeting attendees if appropriate.
Template 15: Follow-up After Demo When You Get No Response
This template creates accountability, ensures alignment, and references specific discussions.
- Subject line length: 27 characters
- Email content length: 94 words
Subject: Quick follow-up on our demo
Hi {{First Name}},
I wanted to follow up on the {{product/service}} demo from {{date}}.
I especially think the {{specific feature}} would help {{Company}} with {{their use case}}.
A few quick questions:
Did the demo address your main concerns?
Is there anything else you would like to know?
I’m here to help if you need any information!
{{Your Name}}
Subject line variation:
- {{Competitor}} is considering {{Your Solution}}
Customization Tips:
- Attach demo recording or additional resources
- Mention specific “wow” moments from the demo
Professional Business Follow-Up Email Templates After Proposal Sent
The template here focuses on helping the recipient identify the issues that are preventing them from moving forward, and thus aims to initiate a conversation.
Template 16: Proposal Check-In
- Subject line length: 28 characters
- Email content length: 89 words
Subject: Questions about the proposal?
Hi {{First Name}},
I sent over the proposal for {{project}} last week.
I know these things take time to review, but I wanted to check:
Does everything make sense?
Any sections need clarification?
What questions can I answer?
The proposal is based on our conversation about {{their goal}}.
I’m happy to adjust it if your priorities have shifted.
Please let me know when it makes sense to discuss this.
{{Your Name}}
Subject line variation:
- Thoughts on the proposal?
- Let’s discuss the proposal.
Customization Tip:
- You can offer to walk them through it on a call.
Follow-Up Email Templates After No-Show
With a template like this, you are going for no guilt-tripping, while also providing value to the user.
Template 17: The Understanding No-Show
- Subject line length: 15 characters
- Email content length: 71 words
Subject: We missed you!
Hi {{First Name}},
I had {{time}} blocked off for our call today, but didn’t see you hop on.
No worries, we understand things can come up!
I recorded a quick overview of what I was going to share: {{Loom link}}
Would you like to reschedule, or would you prefer I just send the materials?
{{Your Name}}
Subject Line Variations:
- Let’s reschedule
- No worries about today
Customization Tip:
- Send the same day as no-show
Follow-Up Email After No Response for a Call
This template mentions that you try contacting through a channel, share how the recipient was not available, but still try sharing the message.
Template 18: Follow-up After a Voicemail
- Subject line length: 25 characters
- Email content length: 62 words
Subject: Just left you a voicemail
Hi {{First Name}},
I just tried calling about {{topic}} and left a voicemail.
In case you’re like me and miss checking them, here’s the gist:
{{Brief version of what you said in voicemail}}
You can reply to me here with a good time for a quick call.
{{Your Name}}
{{phone number}}
Subject line variation:
- Let’s discuss {{topic}}
Customization Tips:
- You can send this follow-up email immediately after leaving a voicemail.
- Keep voicemail summary to 1-2 sentences
- Make sure to include your direct phone number
Invoice or Payment Reminder Follow-Up Email
You use this template to sound professional, yet friendly, while sharing all the details along with offering payment flexibility.
Template 19: Payment Reminder
- Subject line length: 48 characters
- Email content length: 98 words
Subject: Friendly reminder for Invoice {{number}} due {{date}}
Hi {{First Name}},
I hope you’re well.
I’m reaching out to remind you about the outstanding payment for:
Invoice {{invoice number}}. Here are the details:
Amount due: ${{amount}}
Due date: {{due date}}
Invoice reference: {{invoice number}}
To make payment easier, you can use:
{{Payment option 1}}
{{Payment option 2}}
If you have any questions or need more time, please let me know!
Best regards,
{{Your Name}}
Subject line variation:
- Invoice {{number}} – Payment overdue
Customization Tips:
- Send this follow-up 3-5 days after the due date
- Attach the invoice PDF again
- Keep tone neutral (assume honest oversight)
Team or Group Meeting Follow-Up Email Templates
Use this template to share a clear summary of the meeting and to update everyone participating in it.
Template 20: Group Meeting Recap
- Subject line length: 28 characters
- Email content length: 125 words
Subject: Follow-up: {{Meeting name/Topic}}
Hi Team,
Thank you all for taking the time to discuss {{specific topic}}.
Here are the key points and action items we covered:
{{Task 1}} – {{Person/Team}} by {{deadline}}
{{Task 2}} – {{Person/Team}} by {{deadline}}
{{Task 3}} – {{Person/Team}} by {{deadline}}
Please let me know if I’ve missed anything or if any clarification is needed.
Thank you,
{{Your Name}}
Subject line variation:
- {{Project name}} – Status update
Customization Tips:
- Send within 24 hours of the meeting
- Use bullet points for easy scanning
- Tag specific people in action items if required
Networking Follow-Up Email Templates
This template references a specific conversation.
It shows genuine listening, and ends with a low-pressure CTA
Template 21: Follow-up Template for After Networking Event
- Subject line length: 34 characters
- Email content length: 78 words
Subject: Great connecting at {{Event name}}!
Hi {{First Name}},
It was a pleasure meeting you at {{event name}}! I really enjoyed our conversation about {{specific topic}}, especially your thoughts on {{detail}}.
I would be happy to discuss more on {{shared interest}}, and would like to know if you are interested in a brief call or conversation through email.
Best,
{{Your Name}}
Subject line variation:
- Thanks for connecting {{First Name}}!
Customization Tips:
- Send within 24-48 hours
- Connect on LinkedIn first, then email
- Mention any promised follow-up (article, introduction, etc.)
Follow-Up Email to Reconnect With an Old Contact
This template acknowledges the time gap, shows what’s changed backed with social proof.
Template 22: Template to Send to Those Long-Time-No-Speak Contact
- Subject line length: 22 characters
- Email content length: 92 words
Subject: Long time, {{First Name}}!
Hi {{First Name}},
I hope you’re doing well!
We chatted about {{topic}} roughly {{timeframe}} ago. At the time, you mentioned it wasn’t the right fit because {{reason}}.
Since then, we’ve {{new development/improvement}} that directly addresses that concern. Plus, we’ve helped {{X number}} companies like yours achieve {{result}}.
Here’s what one recent customer said:
“{{Brief testimonial}}”
Would it make sense to reconnect for 15 minutes?
{{Your Name}}
Subject Line Variations:
- {{First Name}}, time to reconnect?
- An update for you…
Customization Tips:
- Reference their current company (if they’ve moved)
- Only reach out if you have something genuinely new and useful.
Customer Service Follow-Up Email Templates
There are different instances for customer service follow-up emails. I’ve shared the common templates here:
Template 23: Post-Ticket Resolution
This template shows care beyond the sale, invites feedback, and makes it easy for the customer to rate your service.
- Subject line length: 38 characters
- Email content length: 84 words
Subject: How did we handle your {{issue type}}?
Hi {{First Name}},
I wanted to follow up on the {{issue type}} we resolved for you {{timeframe}} ago.
Quick questions:
– Was the solution effective?
– Is everything working as expected?
– Any other concerns we should address?
Your feedback helps us improve. You can reply directly or rate your experience here: {{link}}
Thanks for being a {{Company}} customer!
Best regards,
{{Your Name}}
{{Support Team}}
Subject Line Variations:
- {{First Name}}, how are things now?
Customization Tips:
- Send 3-5 days after ticket closure
- Include the ticket number for reference
- Make the survey link prominent
Template 24: Customer Success Check-In Follow-up Template
With this template, you will be showing proactive customer support and even encourage them to use the best of your solution.
- Subject line length: 40 characters
- Email content length: 77 words
Subject: How’s {{product/service}} working for you?
Hi {{First Name}},
Quick check-in: How is {{product/service}} performing for you?
I wanted to make sure you’re getting the most out of:
– {{Feature 1}}
– {{Feature 2}}
– {{Feature 3}}
Any questions or roadblocks I can help with? Also, we just launched {{new feature}} that {{benefit}}. Let me know if you want a walkthrough.
{{Your Name}}
{{Customer Success Team}}
Subject Line Variations:
- {{First Name}}, hope everything is great!
Customization Tips:
- Schedule at 30, 60, 90-day intervals.
- Reference their usage data if available.
- Offer training or resources.
Interview Follow-Up Email Templates
I have shared templates for different situations after an interview:
Template 25: Thank You After Interview
This template can be used to share your gratitude.
It also references your past conversation with them.
You can also use it to show why you are the ideal candidate for the role.
- Subject line length: 38 characters
- Email content length: 96 words
Subject: Thank you for the opportunity – {{Your Name}}
Dear {{Interviewer Name}},
Thank you for taking the time to meet with me and discuss about {{position}} role at {{Company}}.
I appreciate learning about {{specific project/team/company initiative}}, and how the role would contribute to {{company goal}}.
My {{relevant skill}} can make a good impact at {{Company}}.
Please let me know if you need anything from my side.
Warm regards,
{{Your Full Name}}
Subject line variation:
- Appreciate the Opportunity {{First Name}}
Customization Tips:
- Send within 24 hours of the interview.
- Keep professional but warm.
Template 26: Interview Follow-Up Email After No Response
You can use this template for polite persistence while also showing your interest in the role, along with giving more information to help them make the decision.
- Subject line length: 22 characters
- Email content length: 71 words
Subject: Checking in – {{Your Name}}
Dear {{Interviewer Name}},
I hope you’re doing well. If possible, can you please tell me about the status for {{position}} role?
I had attended the interview for the same on {{date}} and haven’t heard back yet. My {{relevant skills}} can bring great results for {{Company}}.
Please let me know if there is anything to be done from my end.
Thank you!
{{Your Full Name}}
Subject line variation:
- Following up on {{position}} role
Customization Tips:
- Send 1 week after the promised decision date
- Keep brief and professional.
Funny Follow-Up Template
Better to use this template only with the recipient with whom you are close, as many might consider funny emails offensive.
Template 27: The Humorous Nudge
- Subject line length: 23 characters
- Email content length: 68 words
Subject: Are you ghosting me?
Hi {{First Name}},
I’ve sent you {{number}} emails about {{topic}}.
At this point, I’m starting to worry:
a) I’ve been blocked
b) You’ve been abducted by aliens
c) You’re just really, REALLY busy
If it’s (c), no worries! If it’s (a) or (b), we should probably talk. Quick yes/no: Still interested?
{{Your Name}}
Subject line variation:
- Addressing the elephant in the room
Customization Tips:
- Only use funny follow-up email templates if you have an existing, friendly relationship, industry/company culture is casual.
- Have a serious backup ready if they respond negatively
Webinar Follow-Up Email Templates
This template is about delivering value immediately and also sharing the next steps.
Template 28: Same-Day Webinar Follow-Up Template
- Subject line length: 40 characters
- Email content length: 94 words
Subject: {{Webinar name}} – Recording + Resources
Hi {{First Name}},
Thank you for attending today’s webinar on {{topic}}!
As promised, here are the resources we discussed:
– Webinar recording: {{link}}
– Slide deck: {{link}}
– {{Additional resource}}: {{link}}
Key takeaways:
– {{Takeaway 1}}
– {{Takeaway 2}}
– {{Takeaway 3}}
Have questions about implementing these strategies? Reply to this email or book a free consultation: {{link}}. Our next webinar on {{topic}} is {{date}}. Register here: {{link}}
{{Your Name}}
Subject line variation:
- Summary of the {{Webinar}}
Customization Tips:
- Send within 2-4 hours of the webinar.
- Segment by attendees vs. no-shows (different messaging).
- Include timestamp links for specific sections.
Real Estate Follow-Up Email Templates
There are different instances to send a follow-up in real estate.
I have shared the suitable templates for the common scenarios here:
Template 29: After Property Showing
Use this template for recipients who have visited your property. Share the property information and even address concerns, if any.
- Subject line length: 32 characters
- Email content length: 81 words
Subject: Thoughts on {{Property Address}}?
Hi {{First Name}},
Thanks for checking out {{Address}} yesterday!
I wanted to follow up and see:
– What did you think of the {{specific feature}}?
– Any concerns about the property?
– Would you like to see comparable homes in {{neighborhood}}?
I just learned that {{new information – price drop/competing offer/market update}}. When’s a good time for a quick call to discuss?
{{Your Name}}
{{Phone}}
Subject line variation:
- Liked {{Property}}
Customization Tips:
- Send within 24 hours of showing
- Include property photos/video tour link
- Mention similar properties if they weren’t sold on this one
Template 30: Real Estate – Checking In on Search
Use this template for recipients who are still searching.
- Subject line length: 32 characters
- Email content length: 74 words
Subject: How’s your home search going?
Hi {{First Name}},
Hope your home search is going well! I wanted to check in since we last spoke about your {{criteria – bedrooms/location/budget}}.
I’ve been monitoring the market and noticed:
– {{Number}} new listings matching your criteria
– {{Market trend – prices dropping/hot neighborhood}}
Want me to send over some options? Or has your search criteria changed?
{{Your Name}}
Subject line variation:
- Helping you find your dream property
Customization Tips:
- You can send every 2 weeks during active search
- Make sure to include 2-3 specific listings
- Adjust frequency based on their urgency
Venture Capital Follow-Up Email Templates
This template updates the recipient about your pitch, addresses concerns proactively, and even tempts them to share their next steps.
Template 31: VC Pitch Follow-Up
- Subject line length: 32 characters
- Email content length: 88 words
Subject: Following up on {{Company}} deck
Hi {{First Name}},
Thank you for reviewing {{Company}}’s pitch deck and meeting with us on {{date}}.
Since our conversation, we’ve:
– Reached {{milestone – revenue/users/etc.}}
– Signed {{notable customer/partner}}
– {{Other traction}}
You mentioned concerns about {{specific feedback}}. We’ve addressed this by {{solution}}. Updated deck attached.
Are you interested in participating in our {{round}} round? Would love to know the next steps on your end.
Best,
{{Your Name}}
{{Title}}
Subject line variation:
- Recap from {{Your Brand}} Pitch
Customization Tips:
- You can send every 2 weeks during active search
- Make sure to include 2-3 specific listings
- Adjust frequency based on their urgency
Car Dealership Follow-Up Email Templates
This template references specific experience, offers financing value, and even provides options.
Template 32: Follow-up Template After Test Drive
- Subject line length: 36 characters
- Email content length: 86 words
Subject: How did you like the {{Car Model}}?
Hi {{First Name}},
Thanks for test-driving the {{Year Make Model}} yesterday!
What did you think of:
– The {{feature they asked about}}?
– The {{color/interior}} we showed you?
– The overall driving experience?
I can work with our finance team to get you the best rate. Many customers save ${{amount}} vs. competitor financing.
Ready to move forward? Or would you like to test drive any other models?
{{Your Name}}
{{Dealership Name}} | {{Phone}}
Subject line variation:
- Time to drive {{Car Model}}?
Customization Tips:
- Send the same day or the next morning
- Include photos of the specific car they drove
- Mention current promotions or incentives
Sports Marketing Agency Follow-Up Email Templates
Use this template to share how the business image is improving with the team performance.
Template 33: After Sports Sponsorship Pitch
- Subject line length: 38 characters
- Email content length: 92 words
Subject: {{Company}} x {{Team/Event}} partnership
Hi {{First Name}},
Following up on our conversation about {{Company}} sponsoring {{Team/Event}}.
Based on your goal to {{their objective}}, here’s what we can deliver:
– {{Specific metric – impressions/reach/etc.}}
– {{Activation idea}} at {{venue/event}}
– {{Additional value – suite access/meet-and-greet/etc.}}
ROI projection: {{metric}} for ${{investment}}. Attached is the full proposal.
Can we schedule 20 minutes this week to discuss?
{{Your Name}}
{{Agency Name}}
Subject line variation:
- {{Event Name}} results for {{Brand}}
Customization Tips:
- Include case studies from similar sponsors
- Reference their competitors’ sports partnerships
- Add urgency (inventory limited, season starting, etc.)
Common Mistakes to Avoid While Sending Follow-up Emails for 2026
Now, here are some of the common mistakes people make while writing follow-up emails:
- Following up without adding context or a clear reason.
- Including multiple CTAs in one follow-up, which creates confusion.
- Following up too frequently or waiting too long to respond.
- Writing long emails that are hard to scan.
- Not referencing the previous email, forcing the recipient to search for context.
- Using the wrong tone for the situation.
- Continuing to follow up after receiving a clear response.
- Following up before the expected or stated timeframe.
- Using generic subject lines that fail to signal relevance or urgency.
- Not proofreading, which reduces credibility and trust.
- Using humor or images in the wrong context.
Do Follow-Ups the Right Way!
When done right, follow-up emails can bring in great results.
However, you need to make sure your email content has:
- The right content
- Sent at the right time.
- Tone of the follow-up email matches the previous ones.
Also read: What is the right time to send email?
I have made sure to only share high-quality follow-up templates.
You can always be creative and add your take on it.
But be sure to keep your email content respectful and offer some value to the recipient.
You can actually make this entire process easy with automation.
Just get the right cold email software.
I use Saleshandy for all my email campaigns and follow-ups, as it has:
- AI sequence generator that can even create different follow-up variations based on the reply.
- Built in sequence score with tips to improve emails.
- Free unlimited email warm-up.
- Inbox Radar by Saleshandy to test where your emails can land.
And many more useful features. Its integration with popular CRMs makes it easy for me to just check the funnel and focus my resources on other useful activities.
Follow-up email templates: FAQs
1. When should I send a follow-up email?
By industry practice, it is best to wait 2 – 3 business days after your initial email.
However, you can do a follow-up after just 24-48 hours for a meeting, demo, or interview.
2. How many follow-ups should I send?
For most situations, 3 to 5 follow-ups are enough. This gives the recipient multiple chances to respond.
3. What’s the best time to send follow-up emails?
I usually send follow-ups on Tuesday to Thursday from 9 AM to 3 PM.
4. How do I write a follow-up email that gets responses?
To write a good follow-up email:
- Keep your email short, clear, and relevant.
- Reference your previous message.
- Share the reason for follow-up.
- Lastly, end with a clear call to action.
Also, avoid generic phrases like “just checking in.”
5. Is it okay to send multiple follow-ups?
Yes. But each of your follow-up emails should contain proper value and should be sent at proper intervals. Once you receive a clear response or a timeline, it is best to stop doing follow-ups.
6. Should I send a final follow-up email?
Yes. A final message helps you close the loop respectfully without continuing to interrupt the recipient.
