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Home > Emails > How To Send Effective Follow-Up Emails (5 Samples & Templates)

How To Send Effective Follow-Up Emails (5 Samples & Templates)

Lawrie Jones
Written by
Lawrie JonesProfessional Tech Writer
Updated on:Jan 04, 2024

Follow-up emails are an essential part of your business communication toolkit, so it's critical that you get it right. This in-depth article explains how to write better follow-up emails, including defining the correct follow-up message format and some hints and tips from HIX.AI experts.

Don’t worry if you're searching for some inspiration; we've provided 5 follow-up email samples covering how to write a:

  1. Polite follow-up email
  2. Follow-up email after no response
  3. Gentle follow-up email
  4. Invoice reminder follow-up
  5. Meeting follow-up

By the end of this article, you’ll have the insights you need to create effective follow-up emails for every personal and professional situation.

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What is a follow-up email?

It's helpful to think of follow-up emails as digital reminders. It's likely that you've already sent the person (or business) an initial email but have yet to receive a response. So your follow-up email acts as a friendly reminder.

Some situations you may need to send a reminder email include if someone hasn't responded to a meeting request, paid an invoice, or accepted a job offer.

Follow-up emails don’t need to be long or detailed but simply restate the original message and ask for a response.

It’s easy to see how this works with our follow-up email templates.

Polite follow-up email

When writing a professional email, it's essential to be polite! This polite follow-up email template is brief and business-like.

The key to writing professional follow-up messages is to address the person directly, using their first name if possible. Next, explain clearly why you’re messaging and what you want them to do.

Of course, you're sending a follow-up because you want a response (right?), but in a polite follow-up, don't try to put any pressure on the person. Keep it formal and functional, as we do in this example!

Dear [Recipient's Name],

I trust this email finds you well.

I'm writing to kindly follow up on our previous communication regarding [subject/issue]. I understand that you are busy, and there may have been oversight or delay.

If there are new developments or further information is needed for progress, please do inform me. I am eager to assist or clarify any queries to expedite this process.

I look forward to your fruitful response at your earliest convenience.

Your understanding and cooperation are greatly appreciated.

Best Regards,
[Your Name]

Follow-up email after no response

What happens if someone ignores your email? This follow-up email after no response is a little stronger than the polite email example above – but it does the same things. First, we address the person politely, then outline the situation and describe the solution you want (an answer in most cases!)

Even if you suspect someone is ignoring your email on purpose, it's not professional to say so. Instead, keep your follow-up emails positive and friendly as far as possible. This is the best approach when messaging for business. Why? Because you’re more likely to get a response if you’re warm and friendly rather than argumentative and aggressive, you’ll get a response.

Dear [Recipient's Name],

I hope this email finds you well. I am reaching out to follow up on my previous email sent on [date]. It appears that my message may have gotten lost in your inbox.

As a reminder, I am contacting you regarding [subject of email]. I would greatly appreciate it if you could provide me with an update or any necessary information related to this matter.

Thank you for your attention and I look forward to hearing from you soon.

Best regards,
[Your Name]

Read also: How to write follow up interview emails (5 examples)

Gentle follow-up email

The two examples above are perfect for professional correspondence, but what happens if you email a friend? Use this gentle follow-up email template!

In this gentle follow-up email, we’re all about protecting the person’s feelings. We start with a warm greeting and strike a friendly tone of voice before tackling the real reason we’re messaging (because we want a response!). At the end of the follow-up email, we provide a positive final message and suitable sign-off.

Dear [Recipient's Name],

I hope this email finds you well.

I know you are incredibly busy, but I wanted to follow up regarding the email I sent last week about [subject/issue] and ask whether you've had a chance to consider my proposal/request. I understand how easy it can be to let things slip under the pressures of daily tasks, and I thought a quick reminder might be helpful.

If you require further information to facilitate your decision or have any questions or concerns, please do let me know. I'm more than happy to offer any additional support or address any questions you might have.

Looking forward to hearing from you.

Thank you for your time and attention.

Best regards,
[Your Name]

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Read also: How to write a friendly & gentle reminder email (5 templates)

Invoice reminder follow-up email

Are you still waiting for your money? Then use this invoice reminder follow-up email template to ensure you get paid.

In invoice reminder follow-ups, you must include everything about the outstanding amounts. We're talking about the invoice number, the date you sent the first email, the expected payment date, and how many days it's been outstanding.

This may sound like a lot, but you’ll want to ensure there’s no way your invoice follow-up email can be misunderstood or ignored. Check out our template to see how that works…

Dear [Recipient's Name],

I hope this email finds you well. This is a friendly reminder that we have yet to receive payment for invoice [Invoice Number] dated [Invoice Date] in the amount of [Invoice Amount]. The due date has already passed as indicated on the invoice, and we kindly request that you settle the outstanding balance as soon as possible.

Please review the attached invoice once again and process the payment to avoid any inconvenience or further follow-ups. If you have already made the payment, please disregard this reminder and accept our apologies for any confusion caused.

If you have any questions or require any assistance regarding the invoice or payment process, please don't hesitate to reach out to us. We appreciate your prompt attention to this matter.

Thank you for your cooperation.

Best regards,
[Your Name]

Read also: How to write invoice emails (5 templates & samples)

Meeting follow-up email

Meetings are the essential currency of the business world, so you’ll be sending plenty of meeting follow-up emails. Using our template, you’ll be sure to make the best impression.

The first thing to do is to address the email to anyone at the meeting. Next, provide a positive intro and brief recap of everything you discussed. Now, provide details of the next steps – such as arranging a further meeting or striking a deal.

Always be clear and confident in your meeting, request follow-up emails, and do what’s best for your business.

Dear [Recipient's Name],

I trust this email finds you in good health and high spirits.

I am writing to touch base following our productive meeting held on [mention the date of the meeting] concerning [mention the general subject of the conversation]. Our discussion on [mention a specific topic you discussed] was particularly enlightening and added a great value to our meeting.

As we move ahead, I wanted to summarize the action points that we have agreed upon. [Provide a brief recap of the points discussed, decisions made, and tasks assigned.]

In order to advance on these points, [mention the next steps such as scheduling a follow-up meeting or some specific tasks that need to be done].

Should you require more context or have any questions or concerns regarding the discussed matters, please feel free to reach out at any time.

Thank you for your time and contributions. I look forward to our continued collaboration and progress in this venture.

Best Regards,
[Your Name]

How to write a follow up email?

Writing follow-up emails is simple – if you stick to the structure we will outline below. There are three parts to an effective follow-up email, a subject line, body copy, and sign-off/next steps.

Let’s explore these in greater detail, breaking down how to write follow-up emails into the basic steps:

Follow-up email subject line

The follow-up email subject line sets the tone of your message. The reader should be able to spot your message in their inbox and instantly understand what the message is about.

We could spend ages outlining what makes a good follow-up email subject line, but it’s easier to show you.

  • Following up on my email – have you read it?
  • Email follow up – Date/time
  • Have you read my last email?
  • Response requested – (Insert info)
  • Are you able to review my last message?

Follow-up email body copy

The first thing to know about follow-up emails is that you can be brief. This is all about reminding someone of something (an unpaid invoice or ignored email). Even meeting follow-ups shouldn’t be too long, or you could risk boring people (which is never good in business!).

You'll want to address the person using their first name and professional title. This builds a connection and is professional and polite. And don't worry about dear; a simple 'Hi' is fine in 2023.

Next, add a cheerful greeting to set the tone for the message. Even if you're pushing to be paid for an invoice, being friendly is always a good idea.

“I hope you’re well and having a great week.”

After your warm welcome, tell the person what you want from them. Again, be absolutely clear, as we do in this invoice follow-up example:

"I'm contacting you as we're still waiting for payment of invoice (number). The total amount (£/$/€) was due on (insert date). Unfortunately, this is now outstanding, and we require payment as soon as possible."

Want to add more details? Don't be afraid to use bullet points in your messages. They're a great way to convey complex information. They're also less likely to be ignored too.

Follow-up email sign-off/next steps

Whatever the purpose of your follow-up email, you’ll want to outline the next steps. In our invoice example, this is about getting paid:

"Please advise me today when we can expect to receive payment?"

This is absolutely clear, and there’s no room for misunderstanding. But even if you’re waiting for payment, you should aim to end all emails positively:

“We’ve worked together for a long time and have a great relationship. We’re excited to work with you in the future.”

You should add your contact details, such as an email address or phone number, for the person to get in touch if required.

Lastly, add a sign-off (thanks, many thanks, kind regards, etc.) to your email, and it’s ready to send!

Follow-up email masterclass – Advice from the HIX.AI experts

We’ve written a lot of words about follow-up emails and all of them are critical to read (as you’d expect). After reading, writing, and reviewing thousands of follow-up emails, there are some standard principles that you can follow to get the result you want (a response, obviously!).

Here are 5 principles for better follow-up emails from the pros:

  1. Don’t waste time, just say what you want in as few words as possible.
  2. Spell out your requests in simple terms. Don’t let your reader search too hard for the request.
  3. Set a deadline and add a call to action at the end.
  4. Incentivize your requests, and explain what you’ll do with the reply (and why it’s important).

At the end of the day, follow-up emails will be quickly forgotten so don’t stress too much. In fact, if you’re worried about creating follow-up emails, then why not let AI do the hard work? HIX.AI has a super-powerful email writing assistant that can produce crystal clear copy that you can use for any follow-up emails.

Writing to your boss? No problem, it’ll pitch your request just right. Messaging a customer, You’ll get a polite and professional reply written just for you.

Conclusion

Follow-up emails aren't exactly fun, but they are functional. The best way to approach them is by thinking about the end result. So, focus on what you want: a response! Hopefully, at the end of this blog (which you’ve loved reading!), you’ll benefit from our expert hints, tips, and advice. The proof will happen when you put your finger on the key and write a follow-up email. So get started today!

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