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Follow-Up Email Templates

Most replies come from the follow-up, not the first email. These templates cover the situations people actually search for, each with a suggested send time.

Highlighted [brackets] are the parts to replace. Use “Personalise with AI” to fill them from a short description of your situation.

After a meeting

Same day or next morning after a call or meeting.

Subject: Thanks for today, [first name]

Hi [first name], Thanks for making time today. I especially liked your point about [topic they raised]. As promised, here is [the resource / deck / pricing] we discussed: [link] Next step on our side: [what you will do] by [date]. On yours, it would help to [what you need from them]. Best, [your name]

No reply to your first email

3–5 business days after the first email.

Subject: Did this get buried?

Hi [first name], I know inboxes fill up fast, so I'm bumping this to the top. In short: [one-sentence version of your ask or offer]. Would [a 15-minute call on Thursday] work, or is there someone better to talk to about this? Thanks, [your name]

After sending a proposal

2–3 business days after the proposal.

Subject: Quick nudge on the proposal

Hi [first name], Checking in on the proposal I sent on [day]. Happy to walk through any part of it, or adjust the scope if [budget / timing] has changed. Is there anything I can clarify to help you decide? Best, [your name]

The polite break-up

Final follow-up after 3–4 unanswered emails.

Subject: Should I close your file?

Hi [first name], I haven't heard back, so I'll assume the timing isn't right, and that's completely fine. I'll stop following up for now. If [problem you solve] becomes a priority later, just reply to this email and I'll pick it up. All the best, [your name]

After a job interview

Within 24 hours of the interview.

Subject: Thank you for the conversation

Dear [interviewer name], Thank you for speaking with me about the [role] position today. I enjoyed learning about [specific project or challenge] and it confirmed how much I'd like to contribute to [team / company]. [One sentence connecting your experience to what they need.] Please let me know if I can share anything else. I look forward to hearing about next steps. Kind regards, [your name]

Want a stronger subject line? See follow-up subject line examples or write your own with the AI subject line generator.

Frequently asked questions

How do you write a follow-up email?

Reference the last interaction, restate the one thing you need in a sentence, and make it easy to respond with a specific question or time. Keep it under about 100 words.

How soon should I send a follow-up email?

After a meeting: the same day. After a sales email with no reply: about three to five business days. After an interview: within 24 hours for the thank-you, then around a week before checking on status.

Is it rude to send a follow-up email?

No. Busy people miss emails. A short, polite follow-up that adds context or makes the ask easier is normal and usually appreciated.

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