How to write a follow-up email (with 6 templates)
Most follow-ups fail for the same two reasons: they arrive too soon, and they say nothing except “just checking in”. Fixing both takes about ninety seconds. Here is how, plus six templates you can paste and adapt.
Timing
How long should you wait?
The honest answer is that it depends on what you asked for and how busy the recipient is. As a starting point:
| Wait | Then | |
|---|---|---|
| Job application | 1–2 weeks | Once more after another two weeks, then stop |
| After an interview | 24 hours for thanks, 1 week for a decision | Ask for a timeline, not a decision |
| Sales outreach | 3–4 business days | Up to 3 follow-ups, each adding something new |
| Client or colleague | 2–3 business days | Move to a call if two emails go unanswered |
| Invoice overdue | 1 day after due date | Weekly, and firmer each time |
| Quote or proposal | 3–5 business days | Offer to walk them through it |
Anatomy
The four lines every follow-up needs
Remind them what this is about
One clause, not a paragraph. "About the Q3 deck I sent on Tuesday…" People manage hundreds of threads; context is a courtesy, not an insult.
Add something new
This is the line that separates a useful follow-up from a nag. A deadline that has moved, a question you forgot, a relevant link. If you genuinely have nothing new, say so plainly rather than padding.
Make one specific ask
"Could you confirm by Thursday?" beats "let me know your thoughts". A question with a date attached is answerable in one line; an open invitation is a task.
Give them an easy out
"If this is not a priority right now, just say so and I'll stop chasing." Counter-intuitively this raises reply rates, because it makes replying cheap.
Copy these
Six templates
1 · After a job application
Your brief
No response two weeks after applying
Formal · short
Following up — Senior Analyst application
Hi Dana, I applied for the Senior Analyst role on 20 August and wanted to check whether the team has begun reviewing applications. I remain very interested, particularly the reporting-automation part of the brief — it is close to what I built at my current company. Is there a timeline you could share? Happy to wait if the process is still open. Best regards, Alex
2 · After an interview
Your brief
One week after the final interview, no decision yet
Formal · short
Thank you — and one question on timing
Hi Dana, Thank you again for Thursday's conversation. The point you raised about consolidating the two reporting pipelines has stayed with me — it is the kind of problem I would enjoy. You mentioned a decision by the end of this week. Is that still the case, or has the timeline shifted? Either is fine; I would just rather know than guess. Best regards, Alex
3 · Chasing a colleague
Your brief
Second reminder, need it today, do not sound annoyed
Friendly · short
Q3 numbers — need them by 4pm
Hi Sam, Sorry to chase — I need the Q3 numbers for the board pack, which goes out at 4pm today. If the full set is not ready, the revenue lines alone would be enough to unblock me and I can add the rest later. If someone else owns this now, point me at them and I will take it from here. Thanks, Alex
4 · Sales follow-up that adds value
Your brief
Third touch, prospect went quiet after the demo
Confident · short
The migration question you raised
Hi Marcus, After our call you asked how migration works when the existing data is inconsistent. I wrote it up properly rather than guessing on the spot — it is a short read and it covers the failure cases. No action needed. If it is useful, I am happy to walk through it; if the timing is wrong, tell me and I will stop. Best, Alex
5 · Overdue invoice
Your brief
Invoice 10 days overdue, first firm reminder
Direct · short
Invoice 2041 — now 10 days overdue
Hi Priya, Invoice 2041 (£4,200) was due on 25 August and is now ten days overdue. Could you confirm when payment will be issued, or let me know if something is blocking it on your side? If it needs a PO number or a different contact, I can resend it today. Thanks, Alex
6 · The final follow-up
Your brief
Closing the loop after three unanswered emails
Friendly · short
Closing the loop
Hi Marcus, I have not heard back, which I read as this not being a priority right now — completely understood. I will stop following up. If things change, my details are below and there is no need to explain the gap. Best of luck with the quarter. Alex
Avoid
Five things that kill a follow-up
- Passive aggression. "I assume you must be very busy" reads exactly as intended, and it never helps.
- Apologising for existing. One "sorry to chase" is fine; three makes the email about you.
- Burying the ask under three paragraphs of context.
- Sending on Friday afternoon. Tuesday to Thursday morning gets read; Friday gets archived.
- Following up more than three times without a reply. Silence is an answer.
Shortcut
Write yours in about ten seconds
Every template above is roughly what you get from a one-line brief. Type “follow up with Dana about the Senior Analyst application, ask for a timeline”, pick a tone, and edit what comes back.