How to write a follow-up email (with templates)
Most emails that go unanswered weren't ignored on purpose. They got buried. A short, polite follow-up is normal and usually welcome. Here's when to send one, what to say, and templates for the most common situations.
Wait a few business days (about 3 to 5 for work email, a week after a job application). Reply in the same thread so the history is there. Keep it to two or three sentences: remind them what you asked, make it easy to answer, and give a clear next step. Send two or three follow-ups at most, a few days further apart each time, then stop.
See also: Need to confirm instead? See how to reply to a confirmation email.
Before you follow up: three quick checks
- Was your first email clear? Re-read it. If the request was buried in paragraph three, your follow-up should put it in the first line.
- Did it arrive? Check your inbox for a bounce-back message, and look at the address for typos like
gmial.com. A follow-up to a dead address goes nowhere. - Is there a better channel? If it's urgent, a phone call or a message on a platform they use may be faster.
How long to wait, and how many to send
There's no official rule, and you'll see many claims online. These are sensible, common-practice starting points:
| Situation | First follow-up | After that |
|---|---|---|
| Coworker or client request | 2 to 3 business days (sooner if there's a deadline) | One more, then call or ask in person |
| After a meeting | Same day or next day (a recap, not a nudge) | A reminder before the next deadline |
| Sales or cold email | 3 to 5 business days | 1 or 2 more, a week or more apart, then a polite "closing the loop" |
| Job application | About 1 week, or after the date they gave | One more after another week |
| After an interview | Thank-you email within 24 hours | Check in after the decision date they gave |
| Unpaid invoice | A few days after the due date | Weekly, getting firmer, then a phone call |
Two or three follow-ups is plenty for most situations. After that, more emails rarely help and can hurt the relationship (or, for sales email, your sender reputation). If you send a lot of cold email, see how many cold emails per day is safe.
How to write a follow-up email
- Reply to your original email. Keeping the thread means they can scroll down for context. See how email threads work.
- Keep the subject (it'll start with "Re:"), or add a short tag: "Re: Quote for 20 chairs – quick follow-up."
- Open politely, without guilt. Skip "Just following up" on its own, and skip "As per my last email." Try "Wanted to bring this back to the top of your inbox."
- Restate the ask in one sentence. Don't make them scroll to find it.
- Make it easy to answer. Offer a yes/no question, two time slots, or a smaller next step.
- Add something new if you can: a deadline, a useful link, an update.
- Close with thanks and your name. See sign-offs for follow-ups.
Follow-up subject lines
Stay away from fake urgency ("URGENT!!!") and words that trip spam filters. Our list of subject line spam words has more.
Template: follow-up after no response
A gentle one-liner (for coworkers):
Template: follow-up after a meeting
Template: sales follow-up
First follow-up (add value, don't just "bump"):
Final follow-up (closing the loop):
Template: follow-up after a job application
If you don't have a name, see what to write instead of "To Whom It May Concern".
Template: unpaid invoice reminder
Friendly first reminder:
Firmer second reminder:
Set a reminder so you don't forget
- Gmail: in Sent, point to the email and click Snooze on the right, then choose a date and time. The conversation comes back to the top of your inbox then. Gmail may also show "nudges" suggesting emails to follow up on (they're tied to conversation view).
- Classic Outlook: before you send, go to Message › Follow Up › Add Reminder, tick Flag for Me and set a reminder date.
- Write it now, send it later: draft the follow-up and schedule it; cancel if they reply first.
More wording ideas: email subject line examples for questions, requests and meetings.
Questions people ask
- How long should I wait before sending a follow-up email?
- About 2 to 5 business days for most work and sales email, and about a week after a job application. Follow up sooner if there's a deadline.
- How many follow-up emails should I send?
- Two or three at most, spaced further apart each time. Then send a short final note or try another channel.
- How do you politely say "following up"?
- Try "Wanted to bring this back to the top of your inbox," or "Gentle follow-up on this, please," and restate your question in one sentence.
- Should a follow-up be a new email or a reply?
- A reply to your original email, so the person can see the earlier message and context.
- Is "As per my last email" rude?
- It often reads as irritated. "Following up on my note below" says the same thing more warmly.