14 follow-up email templates and examples that get responses
19 June 2026
0 min read
TL;DR
A good follow-up email is short, specific, and has one clear ask. It references your original message so the recipient can respond without searching back through their inbox.
Send it within 2-3 days of your initial email.
Keep it to 50-125 words. Research by Boomerang shows emails in this range get the highest response rates.
Writing the perfect follow-up email that guarantees a response can be difficult. You might have effectively introduced yourself in a previous email, but now feel it’s time to ask for a reply politely.
It’s also important to remember that people don’t usually respond to emails straight away. On the one hand, we can all be reached more quickly and respond anywhere — but on the other hand, we’re still humans who have other things to do.
Maybe your recipient saw your email but hasn’t had time to respond or is out of the office.
With over 80,000 organizations using Exclaimer to manage their email signatures on both Microsoft 365 and Google Workspace, we've seen firsthand what makes professional communication effective.
Why follow-up emails matter in professional communication
Sending a follow-up email is essential for maintaining professional relationships, ensuring clear communication, and increasing response rates.
Studies show 48% of salespeople never follow up, while 80% of sales require at least five follow-ups. Whether you're reconnecting after a meeting, checking in on a proposal, or following up after no response, a well-crafted email can make all the difference.
When to send a follow-up email
Situation | Recommended timing | Why this timing works |
|---|---|---|
After a meeting | Within 24 hours | Confirms decisions while details are fresh and creates accountability for next steps. |
After no response to initial email | 2–3 business days | Gives the recipient time to respond without letting the original message go cold. |
Second follow-up | 5 business days after first follow-up | Maintains momentum while avoiding the appearance of pressure. |
Third follow-up | 7 business days after second follow-up | Signals a final check-in before closing the sequence. |
After leaving a voicemail | Within 5 minutes | Gives the recipient written context and a callback path while the voicemail is fresh. |
After a networking event | Within 24–48 hours | Connects while the event is still in recent memory. |
After a conference or trade show | Within 24–72 hours | Reconnects before the lead forgets the conversation or speaks to a competitor. |
Guidance based on professional email communication best practices. Boomerang's email research found that concise emails of 50–125 words consistently earn stronger response rates.
Follow-up email subject line examples
Effective subject lines are specific, conversational, and avoid buzzwords. Here are ready-to-use examples by scenario:
Sales follow-ups:
"Quick question about [Company Name]'s goals"
"Following up on our conversation"
"Next steps for [Project Name]"
Networking follow-ups:
"Great connecting at [Event Name]"
"Following up from [Event] – [Your Name]"
Job application follow-ups:
"Following up on [Position] application"
"Checking in – [Position] interview"
General follow-ups:
"Any updates on [Topic]?"
"Circling back on my previous email"
How do you write a follow-up email that gets a response?
To improve engagement and response rates, follow these best practices:
1. Define your goal — know exactly what you need the recipient to do before you start writing. One clear ask per email.
2. Write a descriptive subject line — reference the original conversation so the recipient knows what the email is about at a glance. Keep it under 10 words.
3. Open with context — a brief reference to your previous message: "Following up on my email from [day] about [X]."
4. State your purpose in the first sentence — get to the point immediately. Don't bury the ask.
5. Include one clear CTA — a direct question or a specific next step performs better than an open-ended close.
6. Keep it to 50-125 words — research by Boomerang shows emails in this range consistently get the highest response rates.
7. Proofread — check name spelling, job title, and any personalized details before sending.
How to follow up on an email when you haven't heard back
Not getting a reply doesn't end the conversation. A follow-up after silence needs a different approach from a standard check-in—the timing and escalation matter.
Use this 3-step sequence when someone has not replied to your original email:
Step 1. First follow-up (3-5 business days after your original email)
Keep it short. Reference the original message and restate the ask in one sentence. Aim for under 75 words.
Subject: Quick follow-up on [topic]
Hi [FIRST NAME],
I'm following up on my email from [day] about [specific topic]. Have you had a chance to review it?
I'd welcome 15 minutes to discuss [specific outcome]. Are you available [day] at [time] or [day] at [time]?
Thanks,
[YOUR NAME]
Step 2. Second follow-up (5-7 days after the first)
Add value rather than asking again. Share a relevant resource, answer a likely objection, or make the next step easier.
Subject: Something that might help with [topic]
Hi [FIRST NAME],
Following up on my last note. I thought this [case study / article / resource] might be useful based on what we discussed: [link].
If it's relevant, I can walk you through how we've helped similar teams — happy to do a 15-minute call at your convenience.
Best,
[YOUR NAME]
Step 3. Final follow-up (send 14+ days after the second follow-up)
If there's still no response, send a breakup email. A well-written breakup email gives the recipient a clear, low-friction way to either re-engage or close the conversation.
Subject: Closing the loop on [topic]
Hi [FIRST NAME],
I haven't heard back, so I'll assume the timing isn't right. I'll close the loop here — but if you'd like to revisit [topic] at any point, reply and I'll be happy to reconnect.
Thanks for your time,
[YOUR NAME]
Template #3 below covers the standard no-response follow-up. Template #12 is the breakup email for the final step in this sequence.
14 follow-up email example templates
Here are 14 copy-ready follow-up email templates and when to use each for your personalized email outreach.
Simple check-in — send 3–5 business days after no reply to ask for feedback on what you sent.
Meeting recap — send within 24 hours to confirm discussion points, decisions, and next steps.
No-response follow-up — send 5–7 days after your first follow-up to politely re-ask.
Referral follow-up — send within 24 hours of being referred to a new contact.
Voicemail follow-up — send within 5 minutes of leaving a voicemail to provide written context.
Networking event follow-up — send within 24–48 hours to keep the conversation going while the event is fresh.
Invoice follow-up — send 1–7 days after the due date when a payment is overdue.
Value-add follow-up (a) — send 7–10 days after last contact to re-engage with additional context.
Value-add follow-up (b) — send 7–10 days after last contact with a relevant resource or case study.
Contract follow-up — send the same day to acknowledge receipt of a signed document.
Conference follow-up (a) — send within 24–72 hours to follow up with an event lead.
Conference follow-up (b) — send within 24–72 hours when a prospect expresses a specific interest.
Reconnect follow-up — send on or after the date a contact asked you to get back in touch.
Breakup email — send 7–14 days after the last unanswered follow-up to close the loop.
Template | Best for | When to send | CTA |
|---|---|---|---|
Simple check-in | No reply to initial email | 3–5 business days | Ask for thoughts or next step |
Meeting recap | Post-meeting | Within 24 hours | Confirm action items |
No-response follow-up | Silence after 5+ days | 5–7 days after first follow-up | Politely re-ask |
Referral follow-up | New contact via referral | Within 24 hours | Book intro call |
Voicemail follow-up | After leaving a voicemail | Within 5 minutes | Request callback |
Networking event follow-up | Post-event introduction | Within 24–48 hours | Book next conversation |
Invoice follow-up | Overdue payment | 1–7 days after due date | Confirm payment or resend invoice |
Value-add (a) | Re-engaging a cold prospect | 7–10 days after last contact | Offer demo or meeting |
Value-add (b) | Sharing a useful resource | 7–10 days after last contact | Invite response to the resource |
Contract follow-up | Returning a signed document | Same day | Confirm receipt and next steps |
Conference (a) | Trade show or exhibition lead | Within 24–72 hours | Book a call or demo |
Conference (b) | Prospect with a specific pain point | Within 24–72 hours | Offer a solution walkthrough |
Reconnect | Contact who asked to be followed up later | On the requested date | Pick up where you left off |
Breakup email | Final attempt after 2–3 unanswered follow-ups | 7–14 days after last follow-up | Close the loop |
1. Simple check-in follow-up email example
Best for: Proposals, documents, or questions sent without receiving a reply
When to send: 3–5 business days after the original email
Recommended length: 30–60 words
This follow-up email example assumes the recipient read your earlier email, but hasn’t yet gotten back to you.
This gentle reminder lets them know you’re here to help if they have any questions, which is more likely to get a response.
Subject: Quick Follow-Up
Hi [FIRST NAME],
I just wanted to see if you had any thoughts about the suggestions I sent over last week.
It would be great to hear what you think.
Please let me know if I can help in any way.
All the best,
[YOUR NAME]
2. Meeting recap follow-up email example
Best for: Any formal meeting, sales call, or discovery session
When to send: Within 24 hours of the meeting
Recommended length: 100–150 words
When it comes to any meetings, it’s helpful to summarize everything you’ve discussed in a follow-up email to all participants.
This provides everyone with a clear overview of the main discussion points, the benefits of choosing your company (if the meeting was a sales pitch), and the next steps agreed.
Subject: Recap of Our Meeting on [DATE]
Hi [FIRST NAME],
It was great meeting with you the other day and talking about [THE NATURE OF THE MEETING].
I now understand the issues [THEIR COMPANY] has been having with [BUSINESS PAIN POINT] and how it is making it hard to [THE ISSUES THE PAIN POINT CAUSES].
Here are all of the action items from the meeting.
Main points of discussion:
- [ITEM 1]
- [ITEM 2]
- [ITEM 3]
- [ITEM 4]
Benefits of choosing [My Company]:
- [BENEFIT 1]
- [BENEFIT 2]
- [BENEFIT 3]
- [BENEFIT 4]
Agreed actions and next steps:
- [ACTION 1 – DATE – OWNER]
- [ACTION 2 – DATE – OWNER]
- [ACTION 3 – DATE – OWNER]
- [ACTION 4 – DATE – OWNER]
Please let me know if I have missed anything that you believe is important.
All the best,
[YOUR NAME]
3. Sending a follow-up email after no response sample
Best for: Any email that received no reply after 5+ days
When to send: 5–7 days after your first follow-up
Recommended length: 40–70 words
There’s a fine line between reminding someone they need to do something and pestering them.
A follow-up email of this nature should be as brief as possible. You want to ask if they looked at the thing you sent them, and if they have any questions about it.
Subject: Following Up on My Previous Email
Hi [FIRST NAME],
I hope you had a great weekend.
Have you had a chance to review the press release I sent over last week? Do you have any questions about it?
Please let me know if you need me to send it over again.
Many thanks,
[YOUR NAME]
4. Requesting a response follow-up email
Best for: When a colleague or contact has referred you to the right person at a company
When to send: Within 24 hours of being referred
Recommended length: 75–100 words
Sometimes you email someone and find out they’re not the right person to talk to. When sending this type of follow-up email, let the recipient know who referred you to them and what you can do for their company. CC the colleague you originally emailed, but keep the focus on the value you can provide.
You can add further credibility by adding links to your social media profiles and corporate website via your email signature. This gives the recipient an easy way to learn more about what your company offers.
Subject: Quick Follow-Up on [Topic]
Hi [FIRST NAME],
I recently spoke to [PERSON] over the phone who pointed me in your direction.
[PERSON] mentioned that you’re currently looking for a way to solve [BUSINESS PAIN POINT], which is a major challenge for [THEIR COMPANY].
I’d love to talk to you about how [YOUR COMPANY] will [BENEFITS OF YOUR PRODUCT/SERVICE].
Here are some [EXAMPLES OF WORK OR CASE STUDIES/TESTIMONIALS]:
[LINK TO ASSETS]
Shall we arrange 15 minutes next week to discuss this in more detail? Let me know what day works best for you.
Kind regards,
[YOUR NAME]
5. Follow-up email after leaving a voicemail
Best for: Any call where you've left a voicemail
When to send: Within 5 minutes of leaving the voicemail
Recommended length: 40–60 words
When you can’t reach someone over the phone, sending a follow-up email is the perfect way to get a recipient to notice your message. You should send this email immediately after leaving a voicemail, making the copy as brief as possible.
Subject: Checking in on Our Proposal [FIRST NAME]
Hi [FIRST NAME],
I tried to call you earlier but assume you’re busy right now.
When you have a moment, please call me back on [PHONE NUMBER] so we can [WHAT YOU WANT TO TALK ABOUT].
Otherwise, please let me know what time would be convenient for me to call back.
I look forward to hearing back from you.
Many thanks,
[YOUR NAME]
6. Follow-up email example after a networking event
Best for: Following up after a demo or live event introduction
When to send: Within 24–48 hours of the event
Recommended length: 75–100 words
These are people who have shown a serious interest in what your company offers. They have also invested their time to learn more about what your product or service can do for their organization. So why send a follow-up email?
Until the prospect has bought, there’s still a risk they might forget about what you offer or lose interest. Your follow-up message should briefly explain what happened in the demo and outline the next course of action. You can also address any concerns the prospect might have and gently nudge them further along the sales cycle.
Subject: Great Connecting at [Event Name], [FIRST NAME]!
Hi [FIRST NAME],
Thank you for your time today. I really enjoyed chatting with you and showing how [PRODUCT/SERVICE] can help [THEIR COMPANY] [BENEFITS OF YOUR PRODUCT/SERVICE].
As we discussed, the next steps would be to set up a free trial so that you can test our solution within your own company. You can do this by visiting [URL].
If you want to ask anything else, I’m happy to answer your questions. Please either call me on [PHONE NUMBER] or drop me an email any time.
I will contact you in a few days to see how you’re getting on.
All the best,
[YOUR NAME]
7. Follow-up email example for chasing an unpaid invoice or late payment
Best for: Overdue payments
When to send: 1–7 days after the payment due date
Recommended length: 50–80 words
Chasing an overdue payment is never easy. That’s why the follow-up email you send should be brief but direct.
Never use confrontational or dramatic language. If you frame the email as more of a casual inquiry, you’re less likely to make the recipient feel harassed.
Subject: Your Payment is Overdue
Hi [FIRST NAME],
Hope you’re well and enjoying the sunny weather.
I am just sending you a quick email regarding the invoice I sent over on [DATE]. Unfortunately, we have yet to receive payment.
Please let me know if you need me to resend the invoice or when we can expect to receive payment.
I’m also happy to answer any additional questions you may have.
Many thanks,
[YOUR NAME]
8. Follow-up email sample with useful resources
Best for: Re-engaging a prospect who hasn't responded after initial outreach
When to send: 7–10 days after last contact
Recommended length: 50–80 words
You’ll always come across people who don’t respond to your emails. So, rather than just sending the same email again, give the recipient more value.
You could offer more information on what your company does or supply some product resources. At the same time, you want to make it as easy as possible for them to answer you, so a strong call to action is critical.
Subject: Have You Seen These Before [FIRST NAME]?
Hi [FIRST NAME],
I recently sent you an email about [YOUR COMPANY] and how I think we would be a great fit for you and [THEIR COMPANY].
Did you know that [INTERESTING FACT ABOUT YOUR PRODUCT]? We also offer [INCENTIVE/TRAINING, etc.].
If you’d like to hear more about what [YOUR COMPANY] offers, please let me know. I’d be happy to set up a meeting at a time that is convenient for you and to provide an online demonstration.
Kind regards,
[YOUR NAME]
Subject: Check Out These Resources, [FIRST NAME]?
Hi [FIRST NAME],
[BUSINESS PAIN POINT] is something that many companies deal with. That’s why [YOUR COMPANY] offers the perfect solution for your needs.
To follow up from my previous email, I thought I’d send across some additional resources our customers have found useful:
- [ASSET/ADVICE]
- [ASSET/ADVICE]
- [ASSET/ADVICE]
[YOUR COMPANY] can offer you the perfect avenue to solve [BUSINESS PAIN POINT]. Please let me know if you’re interested in hearing more.
All the best,
9. Follow-up email template for contract signing
Best for: Acknowledging and returning a signed agreement
When to send: Same day you return the signed document
Recommended length: 40–60 words
When there’s something that requires contract signing, a signature email template can work wonders, too. Any follow-up email for contract signing, such as a tenancy agreement, or an email template for contract signing for something like a new job, may be needed.
In this template example, you can understand how to email back a signed document that will read professionally, but still get the point across.
Subject: Your Signature is Required [FIRST NAME]
Dear [FIRST NAME],
Thank you for taking the time to send me [THE CONTRACT].
I have filled in the appropriate sections and have digitally signed the document where needed.
Please let me know if there’s anything else that you need me to look into.
Kind regards,
[YOUR NAME]
10. Follow-up email example for after a conference
Best for: Warm leads met at trade shows and exhibitions
When to send: Within 24–72 hours of the event
Recommended length: 75–125 words
Events like trade shows and exhibitions are great places to find people interested in your product/service. However, after the event, it’s common for attendees to forget who they spoke to.
To ensure this potential lead doesn’t get lost, send a prompt sales follow-up email to get their attention while the event is still fresh in their memory.
Subject: Thanks for Speaking to Us at [EVENT]
Hi [FIRST NAME],
It was great to meet you at [EVENT NAME]. I hope you enjoyed it and thank you for your interest in [YOUR COMPANY].
It was really interesting to hear about [BUSINESS PAIN POINT] and how [YOUR COMPANY] can help.
I’d love to chat to you some more about this so you can see the [BENEFITS OF YOUR PRODUCT/SERVICE].
Do you have any time available for a call next week? Please let me know what times work best for you and we can schedule something in.
Also, feel free to drop me any questions you might have in the meantime.
I look forward to hearing from you.
All the best,
[YOUR NAME]
Subject: Just Following Up from [FIRST NAME]
Hi [FIRST NAME],
We recently had a discussion at [EVENT NAME] on the issues [YOUR COMPANY] is having with [BUSINESS PAIN POINT].
I honestly believe that [YOUR COMPANY] will be able to help you with all of your [BUSINESS PAIN POINT] issues, as well as provide [OTHER PRODUCT/SERVICE BENEFITS].
Have you had a chance to look at [YOUR COMPANY] in more detail? Are there any questions you’d like me to answer?
I’m happy to set up a time for us to talk in more detail. Please let me know when you’re available and I’ll book in a meeting.
In the meantime, here is a [WHITE PAPER/CASE STUDY, etc.] that provides additional information on what [YOUR COMPANY] can do for [THEIR COMPANY].
Many thanks,
[YOUR NAME]
11. Follow-up email to reconnect with an old contact
Best for: Re-engaging a contact who asked you to follow up at a later date
When to send: On or just after the date they requested
Recommended length: 75–100 words
There are many reasons why someone might ask you to contact them later. It might not be the right time in their purchase cycle, they might not need what you offer, or your product might not have a feature they need.
This follow-up email sample gives a reminder of what was discussed previously, offers them new content, and asks to set up a time to talk further.
Subject: Long Time, No Speak [FIRST NAME]!
Hi [FIRST NAME],
I hope all is well.
We chatted [PERIOD OF TIME] ago about [YOUR COMPANY] and [VALUE PROPOSITION]. At the time, you mentioned that it was not the right time and asked me to connect with you in [DATE/TIME PERIOD, etc.].
We now have some exciting new features that we’ve added to our solution, and I can’t wait to show them to you.
In case you’re still not sure, here are some quotes from our recent customers:
- [QUOTE 1]
- [QUOTE 2]
- [QUOTE 3]
Are you still looking for a solution to [BUSINESS PAIN POINT]? Shall we jump on a quick call sometime next week?
Looking forward to hearing from you.
All the best,
[YOUR NAME]
12. Sample follow-up for a breakup email
Best for: Closing a conversation after 2–3 unanswered follow-ups
When to send: 7–14 days after the last unanswered follow-up
Recommended length: 60–80 words
If a contact goes completely silent over email, there’s only so much you can do before you start harassing them. That’s where the breakup email comes into play.
Now, using this type of follow-up email template doesn’t necessarily mean you’re giving up on a recipient. In fact, a good breakup email can be highly effective in reigniting a conversation. It refreshes a recipient’s memory by telling them that you have contacted them a few times, you haven’t been able to get a response, and this will be the last email they’ll receive from you.
The wording is deliberately designed to provoke a response from them. You can either confirm that there’s no need to communicate with them again, or that they’re still interested but have just been busy.
Subject: Is This Goodbye [FIRST NAME]?
Hi [FIRST NAME],
I’ve sent you a few emails on helping [YOUR COMPANY] solve the issue of [BUSINESS PAIN POINT]. As I haven’t heard back from you, I’m assuming that the timing isn’t right.
In the meantime, here are some resources that will give you more insight for professionals dealing with [BUSINESS PAIN POINT].
- [ASSET 1]
- [ASSET 2]
- [ASSET 3]
- [ASSET 4]
If in the future you have a need for what [YOUR COMPANY] offers, please don’t hesitate to contact me.
Thanks for your time,
[YOUR NAME]
How do email signatures improve follow-up emails?
A professional email signature rounds off a follow-up email with contact details, branding, and any current campaign message or CTA. For prospects who don't know you well, it signals you're organized enough to be worth responding to.
For IT teams and marketing managers, the challenge is keeping every rep's email signature current and consistent. Exclaimer's cloud solution handles this centrally. Directory sync keeps job titles, phone numbers, and office locations current automatically, without relying on individuals to update their own settings. Campaigns lets marketing push promotional banners to every user's email signature at once, updated in real time.
That's why over 80,000 organizations use Exclaimer on Microsoft 365 and Google Workspace.
"When individual employees control their own email signature settings, there's no reliable way to enforce consistency at scale. We see it regularly: outdated job titles, old campaign banners, missing contact details. The email has gone out before anyone notices. Centralizing that control removes the variable entirely." Linn Foster, Director of Engineering Management, Exclaimer
To wrap up...
Writing a good follow-up email that prompts a response isn’t easy. We all have busy inboxes and many priorities to deal with. At the same time, you don’t want to bombard recipients with constant messages to the point where you become an annoyance.
Using the follow-up email examples here is easier than writing your messages from scratch. The important points to remember are that a follow-up email should be brief, give added value to the recipient, and offer a strong call to action.
By following these guidelines, you’ll quickly be able to start conversations with your prospects and customers over email.
And don't forget to include professional email signatures on every message sent. Signatures centrally managed by Exclaimer. Get a free trial or book an online demonstration today to see for yourself.
