Follow-up email templates

Browse the best performing follow-up email templates.

56 email templates
Hope you're doing well?

Hey {{first_name}},

It's been a while! It looks like you've been doing some exciting things since we worked together at [[company]]. How is your [[current job]] going?

I'm sure things are busy, but is there a day soon when you might be free to catch up over lunch or coffee? It'd be great to reconnect. I hope you've been well.

Take care,
[[your name]]

Help with [[position]]

Hey {{first_name}},

I can imagine you are probably fairly busy but I thought I would circle back in case you missed my first email.

We are a specialised search firm that is looking for engineers like you at a great company that is backed by some of the best investors and growing at a breakneck speed. We think you perfectly fit the bill and we would love to chat with you about it.

Would you be able to take 10-15 minutes out to chat about this role. I promise I won’t waste your time.



Permission to close your file?


We are in the process of closing files for the month.

Typically when I haven't heard back from someone it means they're either really busy or aren't interested. If you aren't interested, do I have your permission to close your file?

If you're still interested, what do you recommend as a next step?

Thanks for your help.

Thank you for meeting

Hey {{first_name}},

Thank you for meeting with me yesterday. I really enjoyed our discussion and I look forward to continuing it.

If you were interested during the meeting, here are a few items that were not covered:

- Any other questions or concerns?
- What is your feedback on these topics?

Let me know your thoughts on this!

Thanks for your input

[[your name]]

Hello from [[your name]] ([[event name]])

Hi {{first_name}},

It was a pleasure talking with you last night at [[event name]]. It was so interesting to learn [[something you learned about that person or their business that stuck out to you]]. As for grabbing a coffee some time, I'd love to take you up on that!

Do you have any availability this or next week? Good times for me are [[let the good times roll here]], but I will be glad to work around your schedule. Let me know if there are any days or times that work for you.


[[your name]]

Relevant person

Hi {first_name:"there"}},

I'm just following up on my last email. I didn't hear back from you on [[whatever you sent over]]. If it makes sense to talk, let me know how your calendar looks.

If this information isn't relevant to you, who is the appropriate person for me to talk to?

Thanks for your help,

[[your name]]

Would love to stay in touch

Hi {{first_name}},

It was such a pleasure to meet you at the RW Networking Event yesterday. Thank you so much for your time and for sharing your stories about how you broke into product management - such valuable insight as I start my own career journey!

If it's OK with you, could we stay in contact if I have any questions?

Thanks again!
[[your name]]

[[topic]] proposal

Hi {{first_name}},

I hope you all are well.

I would like to know if there was an opportunity to consider my proposal? Perhaps you have questions and I can help you.

If so, I will be happy to answer them. To do this, just contact me.

Best regards,

[[your name]]

Reach the MarTech community?

Hi {{first_name}} -- Just bubbling our conversation back to the top of your inbox.

As I mentioned, I'd love to talk to you about how {{company}} can reach an engaged audience of thousands of technology-driven marketers through sponsorship of the MarTech podcast.

If you're interested in a quick intro conversation, let me know, or you can use this link to block off some time for us to chat: [[link]].

I hope we're able to connect.



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How to write a follow-up email template?

  • Add value with each follow-up. With each follow-up, you should provide additional value for your prospects. Try to collect more information about them, spark their interest with something relevant, provide proof of how your current clients are growing using your services by sharing their success studies, results, or feedback.
  • Write a catchy opening line. Start with an intriguing and/or relevant question, mention mutual connection, prospect’s problem, or use a recent trigger event. Try to avoid such opening lines: “Just checking in”, “Thought I would just check-in and find out”, “Just wanted to check-in to hear about”, “Touching base”, etc.
  • Make it short. In your follow-up emails, try to eliminate unnecessary greetings like “I hope you’re doing well.” Being polite is a must, but it could be easily achieved by using the right style for your email. Also, don’t use wordy sentences. Give your writing a confidence boost by eliminating words that weigh down your writing and make your sound uncertain.
  • Personalize on a high level. Besides basic personalization (first name, company name, etc), do in-depth research, and identify the prospect’s niche, mention possible pains, offer relevant solutions, etc.
  • Avoid sounding passive-aggressive. Direct aggression is relatively easy to spot, but more subtle passive-aggressive phrases can sneak into your follow-ups almost without thought. Try to omit such passive-aggressive phrases in your follow-ups: “I’m following up because you haven’t responded to me yet”, “I’ve tried to reach you a few times now”, “I know you’re busy, I’m busy too”, etc.

Read more: How to Write a Follow-Up Email After no Response (With Examples)

How to write a good subject line for your follow-up email?

The subject line is the first thing your prospects see, and they may decide whether or not to read your emails based on the subject line only.

So try not to be too obvious by having “Follow-up” or “Just checking in” as subject lines for your follow-ups. Be a bit more creative and write a catchy copy that makes users open your email.

These are the key rules to follow while writing subject lines for your follow-ups: make them personal, keep copy short, ask intriguing questions.

Read more: How to Craft Perfect Cold Email Subject Line

How many follow-ups to send?

At Hunter, our key rule is to focus on writing irresistible emails instead of adding too much follow-ups. So we recommend limiting to three follow-ups for your cold email campaigns. If you are sending too many follow-ups to someone who’s never heard about you, you may seem an annoying person and damage your company brand.

If you still feel three follow-ups is not enough or that you can provide more value/spark interest for your prospects—don’t hesitate to use other channels. Twitter or LinkedIn could easily help you to deliver your message on a personal level.

Read more: How to Write a Follow-Up Email After no Response (With Examples)

How often to send follow-ups?

Around 90% of emails are opened on the same day they are sent. The same for the responses—the chances are that your prospects get back to you the same day your campaign was sent are much higher.

So don’t wait for too long to send your follow-up email. Typically, 2–5 days is the best timing to remind prospects about your offer.

Read more: How to Write a Follow-Up Email After no Response (With Examples)

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