{"id":15426,"date":"2021-01-22T21:21:49","date_gmt":"2021-01-22T21:21:49","guid":{"rendered":"https:\/\/www.gmass.co\/blog\/?p=15426"},"modified":"2026-01-13T23:11:32","modified_gmt":"2026-01-13T23:11:32","slug":"follow-up-email","status":"publish","type":"post","link":"https:\/\/www.gmass.co\/blog\/follow-up-email\/","title":{"rendered":"How to Write a Follow-Up Email (2026 Guide with Templates)"},"content":{"rendered":"<p><em>Want to learn how to write the perfect follow up email?<\/em><\/p>\n<p>Whether you\u2019re following up after a job interview with a potential employer or simply sending out email marketing campaigns, <strong>follow up emails<\/strong> are essential.<\/p>\n<p>Sending a polite follow-up is one of the easiest ways to connect with a recipient or gently remind them about a message you sent earlier.<\/p>\n<p>Unfortunately, sending a follow-up email isn\u2019t an easy skill to master.<\/p>\n<p>Several factors contribute to a follow-up&#8217;s effectiveness, such as the time between follow-ups, how many follow-ups you sent, and how you wrote the message.<\/p>\n<p>In this detailed guide, I\u2019ll show you <a href=\"#howto\">how to write a fantastic follow-up email<\/a>. I\u2019ll also cover what to <strong>avoid <\/strong>when writing one, and I&#8217;ll provide four email templates to help you get started quickly.<\/p>\n<p>As a bonus tip, I\u2019ll highlight <a href=\"#automate\">the perfect method to automate your follow-ups<\/a>.<\/p>\n<h2>This Article Contains:<\/h2>\n<p>(Click on a link to jump to the specific section.)<\/p>\n<ul>\n<li><a href=\"#howto\">How to write a follow-up email<\/a><\/li>\n<li><a href=\"#templates\">Four excellent follow-up email templates<\/a><\/li>\n<li><a href=\"#mistakes\">Four mistakes to avoid in follow-up emails<\/a><\/li>\n<li><a id=\"howto\"><\/a><a href=\"#automate\">Bonus tip: How to automate follow-up emails<\/a><\/li>\n<\/ul>\n<p>Let\u2019s get started.<\/p>\n<h2>How to Write a Follow-Up Email<\/h2>\n<p>Here are some tips that will help you craft an excellent follow-up email.<\/p>\n<h3>1. Have a clear objective<\/h3>\n<p>You\u2019re sending the follow-up email for a reason.<\/p>\n<p>Whether it\u2019s because you need information from the recipient, want a confirmation message from your recipient, or hope to schedule a call \u2014 there\u2019s always a <strong>purpose<\/strong>.<\/p>\n<p>That\u2019s why it\u2019s essential always to have a clear idea of your follow-up\u2019s objective. This will allow you to craft a compelling email body <strong>centered<\/strong> around that objective \u2014 increasing your chances of making a connection with the recipient.<\/p>\n<h3>2. Spend some time creating your subject line<\/h3>\n<p>You could always follow up by just replying to your earlier email. This will keep your original message in the thread, and your recipient will remember what your email said.<\/p>\n<p>But what if your original email had a subject line that did not appeal to the recipient? They might not even have opened the first email!<\/p>\n<p>In this case, a new subject line might lead to higher opens and responses. Just check your email statistics report. Try out a new subject line for emails that have not been opened.<\/p>\n<p>The <strong>subject line<\/strong> sets the tone for the rest of your email. It\u2019s the first impression the reader has, so make sure it catches their attention.<\/p>\n<p>If your subject line fails to impress, the recipient will be less receptive to your future emails. In fact, <a href=\"https:\/\/www.invespcro.com\/blog\/email-subject-lines-statistics-and-trends\/\">69% of people<\/a> who report an email as spam do so based solely on the subject line.<\/p>\n<p>That\u2019s why you should spend some extra time creating an excellent subject line for your outreach emails.<\/p>\n<p>You don\u2019t need to write the subject first; it may even be a good idea to do it last. This way, you can write a subject that grabs the recipient\u2019s attention and adequately reflects the email\u2019s content.<\/p>\n<p>For example, using <em>I had forgotten something, [Name]<\/em> is a compelling subject line as it personalizes the subject and shows the recipient that you\u2019re building on a prior connection.<\/p>\n<p>Alternatively, consider using something like <em>From one CEO to another<\/em>\u2026 This brings attention to a mutual connection and tells the recipient you understand the <strong>unique<\/strong> challenges of running a small business.<\/p>\n<p>If you&#8217;ve seen your recipient post relevant content on social media like Twitter or LinkedIn, you can incorporate that into your email subject, too, to make it more relevant to them.<\/p>\n<h3>3. Have a solid opener<\/h3>\n<p>Since most people receive hundreds of emails every day, your <strong>opening line<\/strong> must grab their attention.<\/p>\n<p>To write an effective opening line, include a personal connection or a common interest in your email. This will provide some context to your email and help the recipient remember you.<\/p>\n<p>It\u2019s especially important if this is the first follow-up email or you don\u2019t have a close relationship with the recipient.<\/p>\n<p>Here are some effective opening lines you could use:<\/p>\n<ul>\n<li>We met last week at [name of location or event].<\/li>\n<li>Last time we discussed [topic].<\/li>\n<\/ul>\n<p><strong><em>Check out my guide on <a href=\"https:\/\/www.gmass.co\/blog\/how-to-start-an-email\/\">How to Start an Email<\/a> for further tips on acing this.<\/em><\/strong><\/p>\n<h3>4. Clearly state the purpose of your email<\/h3>\n<p>Always be straightforward and upfront about your <strong>intentions<\/strong>. This goes a long way in making your email sound professional and respectful.<\/p>\n<p>If you come off as spammy or vague, most people won\u2019t give your email a second glance.<\/p>\n<p>Spelling out what you want from them will make your recipient understand why you\u2019re asking for their attention.<\/p>\n<p>Some practical ways of stating your purpose:<\/p>\n<ul>\n<li>Would you be interested in hearing more about [topic] as your competitors at [company name] are currently exploring this?<\/li>\n<li>I want to invite you to join me at [event name]. I think you\u2019ll find it helpful considering what you do at [company name].<\/li>\n<li>As discussed, here are the contact details of [person] I feel could help with [situation].<\/li>\n<\/ul>\n<h3>5. Send the email at the right time<\/h3>\n<p>Once you have created the email with a compelling subject line, you need to decide <strong>when <\/strong>to send it.<\/p>\n<p>This is an essential step because you want your email to arrive in the recipient\u2019s inbox at the <strong>right<\/strong> time to capture their attention.<\/p>\n<p>Here are a few tips on when you should send your follow-up:<\/p>\n<h4>A. When should you send a follow-up?<\/h4>\n<p>Your message must reach the <strong>right<\/strong> person at the <strong>right<\/strong> time.<\/p>\n<p>The best way to determine <strong>when to send a follow-up<\/strong> is to experiment with different sending times on your own.<\/p>\n<p>However, there are some general tips to use that can help boost your email effectiveness:<\/p>\n<p><strong>1. Avoid sending follow-ups on Monday<\/strong><\/p>\n<p>Most business professionals begin their week by organizing their tasks \u2014 which involves sorting through the <strong>tons<\/strong> of emails they received when they were away. This could put your follow-up among hundreds of other emails \u2014 making it difficult to stand out.<\/p>\n<p>Additionally, most people prioritize work emails on a Monday, so your follow-up may go unnoticed on a Monday morning.<\/p>\n<p><strong>2. Friday\u2019s aren\u2019t much better<\/strong><\/p>\n<p>Fridays usually mark the end of a busy week, and most professionals won\u2019t want to waste their evening responding to emails when there are other deadlines present.<\/p>\n<p><strong>3. Try sending your emails mid-week<\/strong><\/p>\n<p>Aim to send your follow-up emails on <a href=\"https:\/\/coschedule.com\/blog\/best-time-to-send-email\/#:~:text=Data%20from%20MailerMailer%20also%20suggests,evening%20from%208%20p.m.%E2%80%93midnight\"><strong>Tuesdays<\/strong>, <strong>Wednesdays<\/strong>, or <strong>Thursdays<\/strong><\/a> to ensure you have the highest chance of receiving a response. Tuesday has the most successful open rate, with Wednesday and Thursday being the best alternatives.<\/p>\n<p>The ideal <strong>time<\/strong> to send a follow-up is at <a href=\"https:\/\/coschedule.com\/blog\/best-time-to-send-email\/#:~:text=Data%20from%20MailerMailer%20also%20suggests,evening%20from%208%20p.m.%E2%80%93midnight\">10 AM, followed by 2 PM<\/a>. However, experiment with different times and days to find the most effective balance for your needs.<\/p>\n<h4>B. How long should you wait before sending a follow-up email?<\/h4>\n<p>Depending on the nature of the email, different times might be appropriate.<\/p>\n<p>For example:<\/p>\n<ul>\n<li>If you\u2019re sending a \u201cthank you\u201d message after an interview, wait about 24 hours after the occasion.<\/li>\n<li>If you\u2019re following up with the hiring manager regarding a <a href=\"https:\/\/www.forbes.com\/sites\/chriswestfall\/2019\/10\/18\/mastering-the-follow-up-email-job-interview-process\/?sh=90e82ef2d13a\">job application<\/a>, consider waiting about 48-72 hours.<\/li>\n<li>If you still haven\u2019t received a response to your job application or want to confirm the recipient received a previous email, consider waiting a week or two.<\/li>\n<\/ul>\n<p>It\u2019s essential to be aware of the time <strong>between<\/strong> each follow-up email as the last thing you want is to come across as spammy.<\/p>\n<p>Additionally, remember not to send too many follow-ups.<\/p>\n<p>While the number varies according to the email campaign and the target audience\u2019s importance, you could send between 1-4 follow-ups.<\/p>\n<table style=\"width: 718px; border-collapse: collapse; border-color: #000080; background-color: #d3d3d3d3; border-style: solid;\" border=\"4\" cellpadding=\"8\">\n<tbody>\n<tr>\n<td style=\"width: 718px;\">\n<h5><strong>Ajay\u2019s email tip:<\/strong><\/h5>\n<p>To avoid coming off as spammy when sending sales follow-ups, <a id=\"templates\"><\/a>give the recipient some time before sending more sales follow up emails. It\u2019s also best to add a few days to each subsequent sales follow up.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2>Four Excellent Follow-Up Email Templates<\/h2>\n<p>To help you ace your follow-ups, here are some sample email templates you can use:<\/p>\n<h3>1. A general follow up template<\/h3>\n<p>If a potential client hasn\u2019t responded to your first email, use this follow-up to initiate the conversation:<\/p>\n<p><em>Hey [first name],<\/em><\/p>\n<p><em>I hope you had a fantastic weekend. I wanted to see if you or your team had any feedback regarding the suggestions I made last week. Let me know if there\u2019s anything I can do to help.\u00a0<\/em><\/p>\n<p><em>All the best,<br \/>\n<\/em><em>[your name]<\/em><\/p>\n<h3>2. Following up after meeting at an event<\/h3>\n<p>Use this follow-up email template if you\u2019ve recently attended a <strong>networking event<\/strong> and made some promising connections. Sending a follow-up note can drive home key messages you discussed earlier.<\/p>\n<p><em>Dear [Name],<\/em><\/p>\n<p><em>It was great meeting you at [event name] and discussing [topic]. I hope you made some terrific connections and learned things you can incorporate into your business.\u00a0<\/em><\/p>\n<p><em>As we discussed, [objective] is your top priority. So here are some details regarding [topic].\u00a0<\/em><\/p>\n<p><em>If you\u2019d like more information on some of the ways you can implement [details of the topic], I\u2019m more than happy to have a call and go into more detail.\u00a0<\/em><\/p>\n<p><em>Please feel free to email me, and we can arrange a call.\u00a0<\/em><\/p>\n<p><em>Kind regards,<br \/>\n<\/em><em>[your name]<\/em><\/p>\n<h3>3. Sending a follow-up after sending an email that requires action<\/h3>\n<p>If you\u2019ve sent an email asking a recipient to <strong>take action<\/strong> but haven\u2019t heard back, try using this email template.<\/p>\n<p><em>Hi [Name],<\/em><\/p>\n<p><em>I hope you\u2019re having a great week so far. Have you had a chance to look over the document I sent you last week? If so, do you have any questions I could answer?\u00a0<\/em><\/p>\n<p><em>Let me know if you need me to send you another copy. If you have any additional questions, feel free to respond to this email at your earliest convenience.\u00a0\u00a0<\/em><\/p>\n<p><em>Many thanks,\u00a0<\/em><br \/>\n<em>[your name]<\/em><\/p>\n<h3>4. Let the lead know that you won\u2019t be contacting them again<\/h3>\n<p>Not every potential customer you approach is going to convert. However, many of them may still be interested in what you\u2019re offering \u2014 they just don\u2019t have the time to commit at the moment.<\/p>\n<p>Instead of letting a client slip away, send them a follow-up letter saying that you won\u2019t contact them again unless they ask.<\/p>\n<p><em>Hi [Name],<\/em><\/p>\n<p><em>I understand you\u2019re busy, and I don\u2019t want to keep bothering you.<\/em><\/p>\n<p><em>Could you give me a 1, 2, or 3:\u00a0<\/em><\/p>\n<p><em>1 &#8211; I appreciate the offer, but I\u2019m not interested at this time.\u00a0<\/em><\/p>\n<p><em>2 &#8211; I\u2019m interested in the offer but now isn\u2019t a great time. Reach out again in a month.\u00a0<\/em><\/p>\n<p><em>3 &#8211; I\u2019m interested in the offer, let\u2019s talk.\u00a0<\/em><\/p>\n<p><em>Thanks,<a id=\"mistakes\"><\/a><\/em><br \/>\n<em>[your name]<\/em><\/p>\n<h2>Four Mistakes to Avoid in Follow-Up Emails<\/h2>\n<p>As crucial as <a href=\"https:\/\/www.entrepreneur.com\/article\/245620\">follow-up emails<\/a> are \u2014 especially in the sales process \u2014 they can often be tricky to write.<\/p>\n<p>For example, if you\u2019re a sales rep, you need to <strong>pursue leads actively<\/strong> to achieve the goals of your outreach campaign <strong>without<\/strong> being too pushy.<\/p>\n<p>Sounds tricky, right?<\/p>\n<p>However, as long as you avoid these four mistakes, you should be fine:<\/p>\n<h3>1. Using \u201cfollow-up\u201d in the subject line<\/h3>\n<p>While it isn\u2019t wrong to include the word \u201cfollow-up\u201d in the subject line, it doesn\u2019t add any value to your email and will likely be ignored.<\/p>\n<p>As an alternative, try to angle the email subject towards the email topic or purpose.<\/p>\n<p>Additionally, remember that many email recipients will be reading your emails on their mobile phones. So, even if you have the perfect subject line, it won\u2019t have the desired effect if it\u2019s too long and the recipient can\u2019t read it entirely.<\/p>\n<h3>2. Beginning your email with \u201cjust following up\u201d<\/h3>\n<p>If the first words your recipient reads are \u201cjust following up,\u201d there\u2019s a good chance they\u2019ll lose interest.<\/p>\n<p>Instead of sending an email that requires the recipient to decipher what you want, add value to your email by providing an option.<\/p>\n<p>Explain how you can help solve a problem or provide some information on what you can do for them.<\/p>\n<p>For example, the opening line could be: <em>I know you were dealing with [pain point], here\u2019s how you can solve it.\u00a0<\/em><\/p>\n<h3>3. Failing to include a call to action<\/h3>\n<p>It\u2019s essential to explain <strong>what<\/strong> you\u2019d like the recipient to do.<\/p>\n<p>Be clear and concise.<\/p>\n<p>If you want them to fill out a form, call you back, or respond to your email, be specific so they can take action.<\/p>\n<p>It\u2019s an effective way of ensuring that you don\u2019t have to send any further follow-ups!<\/p>\n<h3>4. The email is too long<\/h3>\n<p>Most recipients don\u2019t have the time to read a lengthy email.<\/p>\n<p><a id=\"automate\"><\/a>That\u2019s why you must keep your email short and to the point. According to an <a href=\"https:\/\/papers.ssrn.com\/sol3\/papers.cfm?abstract_id=1709943\">NYU study<\/a>, the optimal length of a follow-up email should be between 50 to 125 words \u2014 which is around five sentences.<\/p>\n<h2>Bonus Tip: How to Automate Follow-Up Emails<\/h2>\n<p>The drawback with follow-up emails is that sending them is a <strong>time-consuming<\/strong> process \u2014 especially when dealing with <strong>multiple<\/strong> emails.<\/p>\n<p>Fortunately, it doesn\u2019t have to be.<\/p>\n<p><a href=\"https:\/\/www.gmass.co\/\">GMass<\/a> is a powerful email outreach tool that makes setting up automatic follow-up emails a breeze.<\/p>\n<p>Just follow these steps to send a follow-up message in GMass:<\/p>\n<ol>\n<li><a href=\"https:\/\/chrome.google.com\/webstore\/detail\/gmass-powerful-mail-merge\/ehomdgjhgmbidokdgicgmdiedadncbgf\">Download the GMass Chrome extension<\/a> from the Chrome store and sign in with your Gmail account.<\/li>\n<li>Launch the <strong>Compose<\/strong> window and click the down arrow next to the GMass button.<\/li>\n<\/ol>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-15429 size-full\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/01\/follow-up-email-how-to-automate-follow-up-emails_1.png\" alt=\"Follow up email - How to automate follow up emails\" width=\"700\" height=\"706\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/01\/follow-up-email-how-to-automate-follow-up-emails_1.png 700w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/01\/follow-up-email-how-to-automate-follow-up-emails_1-297x300.png 297w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/01\/follow-up-email-how-to-automate-follow-up-emails_1-150x150.png 150w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/01\/follow-up-email-how-to-automate-follow-up-emails_1-24x24.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/01\/follow-up-email-how-to-automate-follow-up-emails_1-36x36.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/01\/follow-up-email-how-to-automate-follow-up-emails_1-48x48.png 48w\" sizes=\"auto, (max-width: 700px) 100vw, 700px\" \/><\/p>\n<ol start=\"3\">\n<li>Select <strong>Auto Follow-up<\/strong>.<\/li>\n<li>Compose the follow-up message and choose how long you want GMass to wait before sending it. You can add several stages with increasing times between each follow-up and customize the content of every follow-up.<\/li>\n<\/ol>\n<p>And that\u2019s it!<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-15428 size-full\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/01\/follow-up-email-how-to-automate-follow-up-emails_2.gif\" alt=\"Follow up email - How to automate follow up emails\" width=\"785\" height=\"802\" \/><\/p>\n<p>But that isn\u2019t all GMass can do.<\/p>\n<p>From scheduling emails to automatic personalization, GMass can take care of <strong>everything<\/strong>.<\/p>\n<p>Some of its key features include the ability to:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.gmass.co\/blog\/build-email-list-from-gmail-account\/\">Build massive email lists in seconds directly from your inbox<\/a><\/li>\n<li><a href=\"https:\/\/www.gmass.co\/blog\/new-feature-send-follow-up-mail-merge-campaigns-in-gmail\/\">Create behavior-based email campaigns<\/a><\/li>\n<li><a href=\"https:\/\/www.gmass.co\/blog\/new-feature-schedule-mass-emails\/\">Schedule emails to be sent at a later time or date<\/a><\/li>\n<li><a href=\"https:\/\/www.gmass.co\/blog\/mail-merge-personalization\/\">Automatically personalize your email\u2019s subject and body<\/a><\/li>\n<\/ul>\n<h2>Wrapping Up<\/h2>\n<p>While sending a follow-up email can be daunting, it doesn&#8217;t have to be.<\/p>\n<p>Just use the tips, tricks, and templates I&#8217;ve included in this guide to boost your reply rate with irresistible emails!<\/p>\n<p>And if you want to take the hassle out of sending follow-ups, streamline your email experience with GMass. This powerful outreach tool significantly improves your emails&#8217; effectiveness while reducing the time you spend writing them.<\/p>\n<p><a href=\"https:\/\/chrome.google.com\/webstore\/detail\/gmass-powerful-mail-merge\/ehomdgjhgmbidokdgicgmdiedadncbgf\">Download the GMass extension<\/a> and instantly boost your follow-ups!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Want to learn how to write the perfect follow up email? Whether you\u2019re following up after a job interview with a potential employer or simply sending out email\u2026<\/p>\n","protected":false},"author":2,"featured_media":15545,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[5428,33],"tags":[],"class_list":["post-15426","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-cold-email","category-email-follow-ups"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\r\n<title>How to Write a Follow-Up Email (2026 Guide with Templates)<\/title>\r\n<meta name=\"description\" content=\"Want to write an excellent follow up email? 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