Sending an email and hearing nothing back is a common professional scenario. You may wonder if your message was received, ignored, or simply lost in a crowded inbox. This guide provides a step-by-step approach for sending effective follow-up emails, helping you get a response without appearing overly persistent.
Determine When to Follow Up
Deciding when to send a follow-up requires balancing initiative with respect for the recipient’s time. A guideline is to wait at least three to five business days before reaching out again. This pause allows the recipient space to process your original message. Rushing a follow-up can feel intrusive, while waiting too long might convey a lack of interest.
The ideal timing should be adjusted based on the context. A job application follow-up might require a week or more, depending on the company’s timeline. In contrast, a time-sensitive sales proposal may warrant a quicker check-in, so consider the nature of your request and the professional relationship.
Crafting Your Follow-Up Email
A follow-up email should be clear and brief, starting with a direct subject line. Phrases like “Following up on our conversation” or “Checking in on my application” immediately provide context. Avoid vague subject lines that could be overlooked, making it simple for the person to recognize your email’s purpose.
Your opening should be polite and reference your previous communication by mentioning the date or topic discussed to re-establish the connection. Keep the body of the email short, between 50 and 125 words, as this range is associated with higher reply rates. Restate your purpose concisely and avoid long introductions.
A primary element of the email is a single, clear call-to-action (CTA). Instead of a passive closing like “I hope to hear from you soon,” provide a specific request. Ask a direct question, such as, “Are you available for a brief 15-minute call next week?” This removes ambiguity and makes it easier for the recipient to respond.
Follow-Up Email Templates for Common Scenarios
After a Job Application or Interview
When following up on a job application or after an interview, reiterate your interest and professionalism. Maintain a respectful tone and reference the specific position. A brief message can keep your name top-of-mind with the hiring manager.
Subject: Following up on the [Job Title] Application
Hi [Hiring Manager’s Name],
I hope you’re having a productive week. I’m writing to follow up on my application for the [Job Title] position I submitted on [Date]. I am very enthusiastic about the opportunity to contribute to [Company Name] and am confident my skills in [mention 1-2 key skills] would be a great asset to your team.
Please let me know if there is any additional information I can provide.
Best regards,
[Your Name]
After a Sales Pitch or Proposal
Following a sales pitch, your objective is to move the conversation forward and address any potential questions. The follow-up should be helpful and add value, rather than simply asking for a decision. Providing an additional resource can be a good way to re-engage the lead.
Subject: Checking in on the [Project Name] Proposal
Hi [Client’s Name],
I just wanted to follow up on the proposal I sent over last week regarding [Project Name]. I was thinking about our conversation and thought you might find this article on [Relevant Topic] interesting.
Do you have any questions I can answer? I would be happy to schedule a quick call to discuss how we can help you achieve [Specific Goal].
Best,
[Your Name]
After a Networking Event
After meeting someone at a networking event, the follow-up serves to solidify the new connection. It is important to remind them of who you are and where you met. Personalizing the message by referencing a specific topic you discussed makes your email more memorable.
Subject: Great connecting at [Event Name]
Hi [Contact’s Name],
It was a pleasure speaking with you at the [Event Name] last [Day of the week]. I really enjoyed our conversation about [Specific Topic You Discussed].
As we discussed, I’m sending over the link to [Resource You Promised to Send]. I’d be interested to continue our conversation when you have a moment.
Best,
[Your Name]
For a General Request
When you have made a general request and have not received a response, a gentle reminder is often all that is needed. The email should be brief, clearly restating your initial request without sounding demanding.
Subject: Following up on my previous email
Hi [Recipient’s Name],
I hope you are well. I’m just quickly checking in on the email I sent last [Day of the week] regarding [Original Subject].
Please let me know if you need any more information from my end.
Thank you,
[Your Name]
Common Mistakes to Avoid
A significant misstep is adopting a passive-aggressive or demanding tone. Phrases like “I’m not sure if you saw my last email” can come across as accusatory. Always maintain a polite, professional, and positive tone. The goal is to build a bridge, not to create friction or make the recipient feel guilty for not responding sooner.
Other common errors include sending follow-ups too frequently and writing overly long or vague emails. As covered earlier, space your messages out, be concise, and clearly state your purpose. Also, failing to provide context is a frequent mistake, so briefly remind the recipient of your initial email to avoid confusion.
Knowing When to Stop
Knowing when to cease follow-ups is as important as knowing when to start. Persistently emailing someone who is unresponsive can damage your professional reputation. A good rule is to limit your attempts to two or three follow-up emails. If you have not received a reply after this number of attempts, it is best to move on.
For a final attempt, consider sending a “closing the loop” email. This message politely signals that you will not be following up again on this specific matter. It might include a phrase like, “I’m assuming your priorities have changed, so I won’t continue to follow up on this.” This approach provides closure and leaves the door open for the recipient to re-engage in the future.
This final email should remain professional and courteous, never accusatory. Its purpose is to end the communication cycle gracefully, preserving the relationship for potential future interactions. By respectfully closing the conversation, you demonstrate professionalism and an understanding of boundaries.