What Is a Follow-Up Email? Definition, Examples, and How to Write One
A follow-up is more than just a reminder. It’s a strategic tool to keep conversations moving, reconnect with recipients, and boost engagement rates. Discover what follow-up emails are, why they matter, and how to craft effective ones with tips, examples, and tools.
What is a follow-up email?
A follow-up email is a message you send after an initial email to keep the conversation going. It serves as a reminder, a prompt for action, or an opportunity to provide additional context or information.
Think of it as a friendly nudge that shows you’re interested. Whether you’re following up on a job application, a sales pitch, or a networking connection, a well-timed follow-up can help you stay on their radar.
Why are follow-up emails important?
Follow-ups help you make sure your message gets noticed, and acted upon. They can make the difference between being ignored and achieving your goal – whether that’s getting a reply, closing a deal, or connecting with someone.
Here’s why follow-ups emails shouldn’t be overlooked:
- Prevent emails from being overlooked: The average American worker receives 121 emails per day. If the recipient forgot to reply or was too busy to address your first email, a follow-up offers a second chance to grab their attention.
- Boost reply rates: According to Hubspot, salespeople who send at least one follow-up email after no response achieve a 27% reply rate, compared to a 16% reply rate for those who don’t follow up.
- Improve conversions: In sales, follow-ups can be game-changers. According to Salesforce, 80% of sales require at least five follow-ups, yet most people give up after one or two attempts.
Key components of an effective follow-up email
Crafting the perfect follow-up email isn’t just about sending a reminder – it’s about leaving a lasting impression. A well-structured follow-up with the right components can turn silences into opportunities.
1. A clear subject line
Your subject line should grab the recipient’s attention, and make them want to open your message. Keep it short and to the point, ideally under 50 characters. Avoid misleading subject lines and spam words.
For example:
- Quick question about [topic]
- Should we try again, ?
- Checking in – thoughts on [topic]?
2. A personalized greeting
Start your email with a friendly and professional salutation that includes the recipient’s name. Personalization builds trust and makes them feel special. This improves your chance of getting a response.
For example:
- Hi [Name]
- Hello [Name]
- Dear Mr [Last Name]
3. A reference to your previous email
Remind the recipient of your earlier message to provide context. This makes it easier for them to recall the topic and ensures your follow-up feels relevant. You can also reply in the same email thread.
For example:
- I wanted to follow up on the email I sent on [date] regarding [topic].
- Did you get a chance to review my last email regarding [topic]?
4. A low friction call-to-action
Make it easy for the recipient to take the next step. Your call-to-action (CTA) should be clear, specific, and low-pressure. The easier you make it for them, the more likely you are to get a response.
For example:
- Would you be available for a 15-minute call on [day]?
- Does this align with what your team is looking for?
- Would you like me to send over more details?
5. A friendly closing
End your follow-up email with a positive and professional tone that leaves a lasting impression. Express gratitude for their time and attention, and use a polite, well-suited sign-off to maintain proper email etiquette.
For example:
- Thank you for taking the time to consider this opportunity. I look forward to your reply. Best regards,
- Please don’t hesitate to reach out with any questions or concerns. Sincerely,
- Looking forward to hearing from you soon! Cheers,
6. Your signature
Include a professional email signature at the bottom of your follow-up email. Make sure to mention your name, title, company, and contact information. You can also add a link to your website or your LinkedIn profile.
Don’t have a signature yet? No worries. You can create a professional signature for your follow-ups in less than 30 seconds using our free email signature generator. Make sure to give it a try :)
Tips for writing follow-up emails
Crafting an effective follow-up email requires strategy, clarity, and a touch of personalization. Follow these best practices to make your follow-ups impactful and boost your response rate.
1. Personalize your message
Make your email feel tailored to the recipient by addressing them by name and referencing past interactions or shared interests. Personalization shows you care and makes the email stand out in a crowded inbox.
Need to customize emails at scale? Mailmeteor lets you create up to 2,000 personalized emails in just a few clicks. You can also track your emails in real-time, schedule automated follow-ups, and prevent bounces. </div>
2. Time it right
Sending your follow-up at the right time increases the chances of getting noticed and receiving a response. Avoid following up too soon, as it might feel intrusive, or waiting too long, which could make your email irrelevant.
- Outreach emails: Send a follow-up 2–3 days after the initial email.
- Job applications: Wait 5–7 business days.
- Networking emails: Follow up within 2–3 days of your first interaction.
3. Add value
Instead of just reminding the recipient of your email, include something beneficial for them. This makes your follow-up more engaging and less likely to be ignored. Help them answer this question: ‘What’s in it for me?’.
- Provide an update on the topic of your initial email.
- Share a relevant article, report, or case study.
- Offer a solution that aligns with their goals.
4. Proofread before sending
Mistakes in your email can hurt your credibility. So take a moment to proofread for typos, grammatical errors, and tone issues. Make sure your email is concise, clear, and polite before pressing send.
- Use tools like Grammarly to identify mistakes.
- Read the email aloud to catch awkward phrasing.
- Double-check names, dates, and facts for accuracy.
5. Know when to stop
Persistence is powerful. But knowing when to stop following-up is equally important. If you haven’t received a response after 2–3 follow-ups, give the recipient space. Consider other channels, like LinkedIn or a phone call.
Examples of effective follow-up emails
Need some inspiration? Here are three real-life follow-up email examples to help you get started. Each one is designed to be clear, professional, and actionable. Feel free to customize them to suit your audience and goals.
1. Follow-up after no response
Hi [Name],
I hope this email finds you well. I wanted to follow up on the email I sent on [date] regarding [specific topic].
If you’ve had a chance to review it, I’d love to hear your thoughts or answer any questions you might have. If not, no worries – just let me know if there’s a better time to connect.
Looking forward to your reply!
Best regards,
[Your Signature]
2. Follow-up for sales outreach
Hi [Name],
I wanted to quickly follow up on my last email about [specific offering]. I really think it could help [Company] by [benefit].
Do you have a moment to chat next week, or would you like me to send over more details? Looking forward to hearing your thoughts!
Best,
[Your Signature]
3. Follow-up after after a job application
Dear [Name],
I hope you’re doing well. I wanted to follow up on my application for the [Job Title] position, submitted on [date].
I’m very enthusiastic about the opportunity to contribute to [Company] and would love to learn about the next steps in the hiring process.
Please don’t hesitate to reach out if you need additional information from me. Thank you for considering my application!
Sincerely,
[Your Signature]
Tools to help you write and automate follow-up emails
Writing follow-up emails can become incredibly quick and easy. But first, you need to get the right tools. Here’s a simple tech stack you can use to get started today. No hassle, and no hefty price tags.
1. Mailmeteor
Mailmeteor is a simple email marketing platform loved by 7M+ happy professionals and rated 4.9/5 on the Google Workspace Marketplace out of 12K+ reviews. This tool lets you create personalized email campaigns in minutes.
Key features:
💌 Mail merge
✨ Write emails faster with AI
🎯 Email tracker (opens and clicks)
🗂️ Search and export emails in one click
⏰ Schedule follow-ups until you get a reply
2. Grammarly
Grammarly is a writing assistant designed to ensure your emails are error-free and professional. From grammar and spelling checks to tone analysis, this tool helps you craft clear and impactful messages.
Key features:
📝 Tone and clarity suggestions
✔️ Grammar and spelling corrections
🔍 Punctuation and formatting checks
3. Hunter.io
Hunter.io is a powerful tool for finding and verifying email addresses, making sure that your follow-ups reach the right people. It’s a robust software for cold outreach and email campaigns.
Key features:
📧 Email finder for leads
✅ Email verification to avoid bounces
📊 Bulk searches and integrations with CRMs
🚀 User-friendly dashboard for easy management
FAQs
How do you politely follow up on an email?
To politely follow up on an email:
- Start with a polite greeting: Begin with “Hello [Name]” or “Dear [Name].”
- Reference your previous email: Briefly mention your earlier message for context (“I wanted to follow up on the email I sent on [date].”)
- Avoid being pushy: Acknowledge their busy schedule with empathy.
- Be concise and clear: Explain why you’re following up and what you need.
- Include a call-to-action: Politely state what you’d like them to do next (“Could you share your thoughts by [date]?”)
- End with gratitude: Thank them for their time and attention.
- Be mindful of timing: Space out your follow-ups to avoid overwhelming the recipient or making them feel pressured.
What should I include in a follow-up email?
A good follow-up email should include:
- A polite greeting and a reference to your previous email.
- A brief summary of the original message.
- Additional value (helpful resources, insights, or a solution).
- A clear and actionable call-to-action (“Let me know if we can set up a call” or “Would you like me to resend the details?”).
- A professional closing with your contact information.
How many follow-ups are too many?
It depends on the context, but here’s a general guideline:
- Sales and outreach emails: Limit to 5–7 follow-ups over a few weeks.
- Job applications: Send 1–2 polite follow-ups after the initial email or interview.
- Networking emails: Send 1 follow-up, unless the relationship warrants further communication.
If you don’t get a response after multiple attempts, it’s best to stop following up to avoid coming across as spammy or pushy.
How soon should I send a follow-up email?
The timing of a follow-up email depends on the context. For sales, networking, or outreach emails, you can send your first follow-up 2–3 days after your initial message to stay on their radar without being pushy. For job applications, wait 5-7 business days before following up to give recruiters time to review.
What’s the best subject line for a follow-up email?
The best subject lines for a follow-up email are clear, concise, and personalized. Here are some proven examples:
- “Re: [Specific topic]”
- “Quick question about [topic]”
- “Did you get a chance to review this?”
- “Next steps for [project]”
Avoid overly generic or vague subject lines like “Hi” or “Checking in,” as they may get overlooked. You can use our free subject line generator to receive AI-powered suggestions and boost your open rates.
Can I automate follow-up emails without sounding impersonal?
Yes, you can! Tools like Mailmeteor allow you to personalize automated follow-up emails with recipient names, company details, and tailored content. To maintain a human touch:
- Use merge fields for personalization.
- Keep the tone conversational and professional.
- Avoid generic templates – customize the message for your audience.
- Schedule follow-ups at appropriate intervals to avoid overwhelming recipients.
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