In today’s fast-paced professional environment, email is a cornerstone of communication. However, unanswered emails can stall projects and hinder progress. A polite follow-up email is crucial to re-engage the recipient without being pushy.
Table of contents
Subject Line
Keep it concise and relevant. Examples:
- Following Up on [Previous Email Subject]
- Gentle Reminder: [Project Name]
- Checking In: [Topic of Discussion]
Body of the Email
Start with a friendly greeting. Acknowledge their busy schedule.
Example:
Dear [Recipient Name],
I hope this email finds you well. I understand you’re likely very busy, so I wanted to gently follow up on my previous email regarding [topic of previous email] sent on [date].
Briefly restate the purpose of your original email. Highlight the key information or question.
Example:
As a reminder, I was hoping to discuss [briefly explain the topic] and get your input on [specific question or request].
Offer assistance and provide context.
Example:
Please let me know if there’s any additional information I can provide. I’m happy to schedule a quick call to discuss this further at your convenience.
End with a polite closing and call to action.
Example:
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Name]
Key Considerations
- Timing: Allow a reasonable amount of time (2-3 business days) before sending a follow-up.
- Tone: Maintain a polite and professional tone. Avoid sounding demanding or accusatory.
- Clarity: Ensure your message is clear and easy to understand.
- Value: Remind the recipient of the value or importance of your request.
Alternative Follow-Up Email Samples
Sample 1: After a Meeting
Subject: Following Up ⎼ [Meeting Topic]
Dear [Recipient Name],
It was a pleasure speaking with you on [date] about [meeting topic]. I found our discussion about [specific point discussed] particularly insightful.
As we discussed, I’ve attached [document/information] for your review. Please let me know if you have any questions.
I’m looking forward to your feedback and next steps.
Best regards,
[Your Name]
Sample 2: Following Up on a Job Application
Subject: Following Up ⎯ Application for [Job Title]
Dear [Hiring Manager Name],
I hope this email finds you well. I’m writing to follow up on my application for the [Job Title] position, which I submitted on [date].
I am very interested in this opportunity and believe my skills and experience in [relevant skill 1] and [relevant skill 2] would be a valuable asset to your team.
Thank you for your time and consideration. I am eager to learn more about this opportunity and discuss how I can contribute to [Company Name].
Sincerely,
[Your Name]
Sample 3: When You Need a Decision
Subject: Gentle Reminder: Decision Needed on [Project Name]
Dear [Recipient Name],
I hope you’re having a productive week.
I’m writing to gently follow up on the [Project Name] proposal, as a decision is needed by [date] to keep the project on schedule.
Please let me know if you require any further information or have any questions. I’m happy to discuss this further at your convenience.
Thank you,
[Your Name]
When Not to Follow Up (or When to Wait Longer)
- Immediately after sending the first email: Give people time to respond.
- If the recipient explicitly stated they’ll be unavailable: Respect their timeframe.
- If the initial email was sent on a Friday afternoon: Wait until mid-week the following week.
- During holidays: People are often out of the office.
Final Thoughts
A polite follow-up email is a valuable tool for ensuring your messages are seen and addressed. By being respectful, concise, and helpful, you can increase your chances of getting a response and moving your projects forward. Remember to always tailor your message to the specific situation and recipient for the best results.
