Following up on an email is one of those professional skills that feels simple in theory but tricky in practice. Send your follow-up too soon and you risk seeming impatient. Wait too long and your message gets buried under a hundred others.
Checking in after a job application or nudging a client about a proposal can make all the difference in getting a response. You don't need to agonize over every word. With the right timing, structure, and tone, you can write follow-ups that feel natural and professional.
Our guide takes you through everything you need to know about writing effective follow-up emails. You'll learn when to send them, how to structure your message, and see templates you can adapt for different situations. By the end, you'll have the confidence to follow up without any second-guessing.
Why follow-up emails matter
A follow-up email is about staying on someone's radar in a professional, respectful way. Here's why they're worth sending:
They show you're serious
Following up demonstrates that you're organized, proactive, and genuinely interested in the conversation. It signals that you value the relationship or opportunity enough to check back in.
They increase your chances of getting a response
Busy inboxes mean emails get missed, forgotten, or deprioritized. A polite follow-up gives your message a second chance to be seen.
They provide an opportunity to add value
Sometimes your original email didn't include all the context someone needed to respond. A follow-up lets you clarify, add helpful information, or reframe your request in a way that makes it easier for the recipient to say yes.
Follow-ups work in all kinds of professional scenarios:
The tone and timing will vary depending on the context, but the core principles stay the same: be clear, be polite, and make it easy for someone to respond.
How to write a follow-up email
Wait the right amount of time
Timing matters. Send a follow-up too quickly and you'll seem pushy. Wait too long and the moment may have passed. Here's a general guideline:
- For most professional emails, wait 3–5 business days
- For job applications, give it 7–10 days to allow time for the hiring team to review candidates
- For urgent matters, 24–48 hours is reasonable
The key is giving the recipient enough time to respond without assuming they've forgotten about you.
Step 1: Write a clear subject line
Harvard Business Review warns against generic phrases like “Following up” or “Checking in.” These phrases are vague and may also make the reader feel bad for being slow to respond (even further delaying a prompt reply). Instead they recommend using the subject line to give the recipient a short preview of your request. For example, “Next steps on X project” or “Question on job application.”
Keep it short and concise. A clear subject line helps your email get opened and makes it easier for the recipient to find your original message if they need to reference it.
Step 2: Open with a polite greeting
Start your email the way you'd start any professional conversation. A brief, friendly greeting works well:
"Hi [Name], I hope you're doing well. I wanted to follow up on my email from [date] about [topic]."
This approach is warm without being overly familiar, and it immediately reminds the recipient of the context.
Step 3: State your purpose clearly
Get to the point quickly. Explain why you're following up and include just enough context to jog the recipient's memory:
"I wanted to see if you'd had a chance to review the proposal I sent last week. Your feedback would really help us move things forward."
Avoid rehashing your entire original email or over-explaining. Keep it concise.
Step 4: Include a clear call to action
Tell the recipient exactly what you're hoping for. This makes it easier for them to respond and moves the conversation forward:
- "Could you let me know your thoughts by Friday?"
- "I'd appreciate any updates you can share."
- "Would you be open to a quick call to discuss this further?"
A clear request removes ambiguity and gives the recipient something concrete to respond to.
Step 5: Close professionally
End your email with a polite sign-off that feels appropriate for your relationship with the recipient:
- Best regards,
- Thank you for your time,
- Looking forward to hearing from you,
A professional closing leaves a positive impression and reinforces that you're someone who's easy to work with.
Follow-up email templates
Our templates give you a starting point for different situations. Customize them to fit your tone and the specifics of your conversation.
Template 1: Job Application Follow-Up
Subject: Question about [Job Title] application
Hi [Hiring Manager's Name],
I hope you're well. I wanted to follow up on my application for the [Job Title] position that I submitted on [date]. I'm really excited about the opportunity to join [Company Name] and would love to hear if there are any updates on the hiring process.
Thank you for your time, and I look forward to hearing from you.
Best regards,
[Your Name]
Template 2: Sales or Business Proposal Follow-Up
Subject: Your thoughts on [Product/Service] proposal
Hi [Name],
I wanted to follow up on the proposal I sent over on [date] regarding [product/service]. I know things can get busy, so I wanted to check if you had any questions or if there's anything else I can provide to help with your decision.
Let me know if it would be helpful to schedule a quick call to discuss next steps.
Best,
[Your Name]
Template 3: Networking Follow-Up
Subject: Great to meet you at [Event Name]
Hi [Name],
It was really nice meeting you at [event] last week. I enjoyed our conversation about [topic], and I wanted to follow up to see if you'd be open to connecting for a short call to explore potential collaboration opportunities.
Let me know if that works for you.
Best regards,
[Your Name]
Template 4: Meeting Request Follow-Up
Subject: Let’s get that call booked in
Hi [Name],
I wanted to follow up on my email from [date] about scheduling a meeting to discuss [topic]. I'd love to find a time that works for you. Would [suggest two specific times] be convenient?
Thanks, and I look forward to connecting.
Best,
[Your Name]
Related read: How to write a meeting request email that gets responses (with templates)
Tips for writing better follow-up emails
Limit yourself to one or two follow-ups maximum
More than two follow-ups can start to feel intrusive. If you've sent two messages without a response, it's likely time to move on or try a different approach.
Personalize every email
Generic follow-ups are easy to ignore. Reference something specific from your previous conversation or email to show you're paying attention.
Get Fyxer to draft your follow-ups
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Adjust your tone to match the relationship
A follow-up to a potential employer should sound more formal than one to a colleague you've worked with for years. Adjust your language to fit the context.
Add value when you can
If you have new information, a helpful resource, or an update that might be useful to the recipient, include it. This shows you're not just checking in for the sake of it.
Don't apologize for following up
Phrases like "Sorry to bother you" or "I apologize for following up" can make you sound hesitant. A simple "I wanted to check in" is confident and professional.
Common follow-up mistakes to avoid
- Sending too many follow-ups or following up too quickly
- Using vague subject lines that don't reference the original email
- Writing long, rambling messages that bury your main point
- Coming across as passive-aggressive or entitled to a response
- Forgetting to include a clear call to action
Frequently Asked Questions (FAQs)
1. How long should I wait before sending a follow-up email?
For most professional emails, 3–5 business days is a good rule of thumb. For job applications, wait 7–10 days to give the hiring team time to review candidates. For urgent matters, 24–48 hours is reasonable. The key is balancing patience with staying on someone's radar.
2. What should I include in a follow-up email?
A good follow-up includes a clear subject line, a brief reference to your original email, a concise explanation of why you're following up, and a specific call to action. Keep it short and professional.
3. How do I avoid sounding pushy?
Keep your tone polite and professional. Avoid over-explaining or using language that sounds demanding. Phrases like "I wanted to check in" or "I'd appreciate any updates" work well. Limiting yourself to one or two follow-ups also helps.
4. Can I follow up if I haven't gotten a response at all?
Absolutely. People get busy, emails get buried, and sometimes a polite follow-up is all it takes to get a response. Just make sure you've waited an appropriate amount of time and keep your tone friendly.
5. Should I personalize every follow-up email?
Yes. Personalized emails perform better than generic ones. Reference something specific from your previous conversation or email to show you're engaged and paying attention. Fyxer can do this all for you, drafting every reply and follow-up in your voice. Try it now.
6. Can I follow up through a different channel if email doesn't work?
In some cases, yes. A polite LinkedIn message or phone call can be appropriate, especially if you have an existing relationship. Just be careful not to come across as overly persistent or intrusive.
You may also be interested in:
The ultimate guide to writing cold emails that get responses (with examples)
How to Politely Decline a Job Offer
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