Have you ever sent out an important email and waited anxiously for a response, only to receive nothing but silence? It’s happened to all of us, and it’s frustrating. But don’t despair, because there’s a simple solution: the follow-up email. A follow-up email can be the key to getting the response you need, and it’s a skill that everyone should have in their arsenal.
But what should a good follow-up email look like? Don’t worry, we’ve got you covered. We’ve gathered some examples of effective follow-up emails that you can use as a template, or edit as needed to fit your specific needs. Whether you’re following up on a job application, a business proposal, or a simple question, there’s a follow-up email that can help you get the response you need.
So, if you’re tired of waiting around for a response that never comes, take matters into your own hands and craft a follow-up email that gets results. Check out our examples, and get inspired to write your own.
The Perfect Follow-Up Email: How to Structure Your Message
As Tim Ferris, the celebrated author and entrepreneur, once said, “A person’s success in life can be measured by the number of uncomfortable conversations he or she is willing to have.” And when it comes to following up on an email, few conversations can feel more uncomfortable than the one that begins with “Did you get my message?”
But fear not, because crafting the perfect follow-up email is more science than art. By focusing on the structure, content, and tone of your message, you can increase the chances of getting a response – and avoid the dreaded “black hole” of unanswered emails. Here’s how:
1. Start with a Clear Subject Line
The subject line is the first thing that your recipient will see, so it’s critical that it’s both clear and compelling. Avoid vague topics like “Checking In” or “Following Up,” and instead be specific and action-oriented. For example, “Proposal Deadline Reminder: 3 Days Left” or “Meeting Request: Availability Next Week.”
2. Acknowledge Your Last Communication
If you’re following up on an email that you’ve already sent, be sure to reference it in your opening sentence. This shows that you’re aware of the previous exchange and that you’re eager for a response. For example, “I hope this email finds you well. I wanted to follow up on the proposal I sent last week.”
3. Provide Context and a Clear Call-to-Action
When you’re following up on an email, it’s essential to provide context and a clear call-to-action in your message. Explain why you’re reaching out and what you hope to accomplish with this follow-up. For example, “I wanted to confirm if you had any questions about the proposal and if we could schedule a call tomorrow to discuss any further details.”
4. Add a Personal Touch
Remember that you’re emailing a real person, not a robot. Adding a personal touch to your message can go a long way in building rapport and encouraging a response. Take a few seconds to research the recipient’s background, current projects, company, or interests and mention it in your email. For example, “I saw that your company just launched a new product. Congrats on that! I’d love to discuss how we could collaborate on similar projects.”
5. End with a Polite but Firm Closing
Your closing sentence should be polite but firm, reinforcing the action that you’re hoping the recipient will take. Avoid pleading or apologizing for following up – instead, maintain your confidence and professionalism. For example, “Thank you for taking the time to read this email and considering my request. I look forward to hearing from you soon.”
In conclusion, the perfect follow-up email requires a thoughtful and structured approach. By being clear, compelling, and professional, you can significantly increase your chances of getting a response and taking your conversation to the next level.
7 Follow-up Email Templates for Different Reasons
Follow-up on a Job Interview
Dear [Hiring Manager’s Name],
I hope this email finds you well. I wanted to follow up regarding my interview with your company on [date]. I am very enthusiastic about the potential opportunity to join your team, and I wanted to know if there were any updates in regards to the hiring process?
Additionally, I would like to take this opportunity to express my gratitude for taking the time to interview me. It was a pleasure to speak with you and learn more about the company culture and mission. Please do not hesitate to contact me if you need any further information from me.
Best regards,
[Your Name]
Following-Up on a Proposal
Dear [Client’s Name],
I wanted to reach you and see how you have been since we last spoke. I also wanted to follow up on the proposal that I submitted on [proposal submission date].
I am eager to hear your feedback and any questions you may have about the proposal. I’m confident that we can work together to make your project succeed, and I appreciate the opportunity to submit a proposal.
Please do not hesitate to contact me if you need to further discuss the proposal. I look forward to hearing back from you soon.
Best regards,
[Your Name]
Following-Up on a Meeting
Dear [Meeting Attendee’s Name],
It was a pleasure meeting you at [Meeting Name] on [Meeting Date]. I hope you found our conversation beneficial and insightful. I am reaching out to follow-up regarding our meeting and discuss further potential collaboration.
If you are interested in pursuing our conversation further, I would love to set up another meeting or phone call to discuss your needs and how my expertise might be applicable to your project.
Thank you for your time, and I look forward to hearing back from you soon.
Best regards,
[Your Name]
Following-up on an Invoice
Dear [Client’s Name],
I hope this email finds you well. I wanted to follow up regarding the invoice I submitted on [Invoice Submission Date]. I have not yet received payment, and I’m not sure if there may be any issues with the billing or payment process.
Please let me know if there are any additional steps I need to take or if you need me to clarify any information on the invoice.
I appreciate your prompt attention to this matter and hope to hear back from you soon.
Best regards,
[Your Name]
Following-up on a Networking Connection
Dear [Networking Contact’s Name],
I wanted to reach out and thank you for connecting with me at [Networking Event Name] on [Event Date]. Our conversation was insightful, and I enjoyed learning more about your work and industry expertise.
Additionally, I wanted to see if there were any potential opportunities for collaboration or further networking within your industry. If you know of any projects or organizations that might be a good fit for my expertise, please do not hesitate to reach out to me.
Thank you for your time, and I look forward to hearing back from you soon.
Best regards,
[Your Name]
Following-up on a Referral
Dear [Referral Name],
I hope this email finds you well. I wanted to thank you for referring me to [Company Name], and I am excited about the potential opportunity to work with them. I wanted to follow up with you to see if you have any additional information, tips, or advice about the company or the hiring process.
I appreciate your help and look forward to hearing back from you soon.
Best regards,
[Your Name]
Following-up on a Request for Information
Dear [Recipient’s Name],
I hope this message finds you well. I am following up regarding my earlier request for information on [Information Request Topic]. I have not yet received a response and was hoping to check in and see if you had any updates or if there are any additional steps I should take to obtain the information.
If you need any additional details or clarification, I would be happy to provide them.
Thank you for your time, and I hope to hear back from you soon.
Best regards,
[Your Name]
Tips for Following Up on Email
Following up on an email can be tricky, as it can be difficult to know how long to wait, how often to send follow-up emails, and what tone to use. Here are some tips that can help:
- Be patient – give the recipient of your email some time to respond before following up. Depending on the urgency of your message, waiting at least a few days is often appropriate.
- Keep your tone polite and professional – avoid using aggressive language or making demands.
- Personalize your follow-up – reference specific points from your initial email and show that you are genuinely interested in hearing back from them.
- Keep your emails brief – no one wants to read a long, rambling email. Keep your follow-ups concise and to the point.
- Use a clear subject line – make it easy for the recipient to understand the purpose of your follow-up email at a glance.
- Don’t send too many follow-ups – it’s important to be persistent, but you don’t want to come across as annoying or spammy. If you’ve sent a few follow-ups and still haven’t heard back, it may be time to move on.
In summary, following up on an email requires patience, professionalism, personalization, brevity, clarity, and persistence. By keeping these tips in mind, you can increase your chances of receiving a response and make a positive impression on the recipient.
Frequently Asked Questions about Following up on Email Samples
What is a follow-up email?
A follow-up email is a message sent after a previous email to check on the progress of a matter or to remind the recipient about an unanswered request or inquiry.
When should I send a follow-up email?
You should send a follow-up email after a reasonable amount of time has passed without receiving a response. The exact amount of time varies depending on the context of the email.
What should I include in a follow-up email?
A follow-up email should clearly state the reason for the email and politely request a response or action. It should also include any necessary context or information related to the previous email.
How do I write an effective follow-up email?
An effective follow-up email should be concise, polite, and specific. It should also provide value to the recipient and offer a clear call to action.
Should I follow up multiple times?
You can follow up multiple times, but it is important to space out the follow-ups and avoid becoming a nuisance. It is also important to be respectful of the recipient’s time and workload.
What if I don’t receive a response to my follow-up email?
If you don’t receive a response to your follow-up email, you can send one final message politely requesting a response. If you still don’t receive a response, it may be best to move on.
Can I use a template for my follow-up email?
Yes, you can use a template as a starting point for your follow-up email. However, it is important to personalize the message and avoid sounding robotic or impersonal.
Wrap it up!
That’s all for now, folks! I hope you found these following up email samples helpful and that they make your professional life a little bit easier. Remember, communication is key and following up is what sets us apart from the rest. Thanks for reading and keep on hustling! Don’t forget to visit us again later for more tips and tricks to ace your career. Until next time!