How to Write a Follow Up Email After No Response? (Templates Included)

Have you ever sent an important follow up email and received nothing but silence? You craft the perfect message, hit send, and then… crickets.

No response, no acknowledgment, nothing.

This frustrating scenario happens to sales professionals every day. Learning how to write a follow up email effectively can mean the difference between closing a deal and losing a prospect forever.

This happens to all of us in sales. Checking our inbox and hoping for a reply, especially when crafting a follow up email after no response from prospects who seemed initially interested.

All you need is a great follow up email sequence.

In this guide, we’ll walk through how to write a follow up email, when to send them, how often, and the best follow up email templates to use. We’ll also cover specific scenarios like sending a follow up email after interview situations and handling non-responsive prospects.

Follow-up email guide: TL;DR summary

1. Repercussions of not following up
2. Reasons why prospects dont reply
3. How to write a follow-up email?
4. Right time to send a follow-up email
5. Ideal number of follow-ups
6. Follow-up email best practices
7. Use multiple channels to follow up (besides email)
8. Benefits of a follow-up email strategy
9. Best follow-up email templates
10. Follow up email after no response strategies

So let’s look deeper into each one.

What happens when you don’t send a follow up email?

Meet Dan, a talented sales rep who excels at prospecting and initial outreach. Despite his strong cold email skills, Dan struggles with one critical area: he doesn’t send follow up emails. This oversight costs him deals every single month.

Dan emails many prospects, describing his excellent cold outreach software. Out of all the emails Dan sends, some prospects were excited to know more. They meant to reply, but life got in the way. Those chances to connect slip through his fingers when he doesn’t know how to write a follow up email properly. It’s like leaving a game when an equalizer is scored.

You see, when Dan doesn’t follow up, he’s waving goodbye to potential customers. Prospects who were interested but without follow up email, their interest faded away.

Not following up can make prospects start to doubt Dan. They wonder if his offer is genuine or just some email phishing. This is particularly critical when sending a follow up email after no response – silence often breeds suspicion.

Let’s accept it, not everyone replies, and that’s okay. But not sending a follow up email means Dan misses a chance to learn more about his campaign. Did his email make sense? Was the timing off? Without follow up email, he’s skipping on the scope of improvement in his email game.

When prospects don’t hear from Dan, they might think he’s too busy or doesn’t care. Ouch, right? It can mess up his & his company’s reputation.

Now meet Mike, Dan’s colleague. While Dan waits for the response, Mike jumps into action. He chats with the prospects Dan missed. Mike has got a greater chance of winning them over. It’s like Mike stealing the spotlight on a stage meant for Dan.

Follow up emails aren’t just extra steps.

They’re like those golden coins in a video game, making you stronger and boosting your chances. The next time you’re tempted to skip a follow up, consider the opportunities you’ll miss. 

Why don’t prospects usually respond to emails?

Since Dan does not send any follow up email to his prospects, his conversion ratio drops despite sending compelling opening emails. 

One fine day, when trying to understand the reasons for this dip, one of his colleagues, Tim, came to his rescue. He explained the probable reason his prospects are not replying for the first time, making a follow up email after no response even more crucial. 

1. They got distracted and forgot

Imagine you’re at a meeting and someone starts a conversation. Then your phone rings with an urgent call. Similar things happen with emails, your prospect might have gotten caught up in a meeting or had a hectic day. Life happens, and emails get buried.

2. Poor timing

Timing matters significantly for email response rates. If your email arrives when decision-makers are swamped with quarterly reviews, budget meetings, or crisis management, it will likely get lost. This is why knowing when to send a follow up email is crucial to your strategy.

3. Inbox overload

Decision-makers receive hundreds of emails daily. Your message might have landed among dozens of other emails, and the prospect might have missed opening it entirely. A well-timed follow up email can cut through this noise.

4. Lack of clear connection

Imagine if a stranger walks up to you and starts talking like you’re old buddies. Weird, right? If Dan’s email doesn’t make a clear connection or feels too random, people might hesitate to reply.

5. Not ready to decide

And finally, there’s the “I’m not ready” zone. Dan’s email could be excellent, but if prospects aren’t in the right spot to decide, they might delay replying.

Such things happen. Understanding these reasons can help you do better with your follow up email strategy.

How to write a follow up email?

Now that we understand why follow-ups matter, let’s explore the exact framework for writing effective follow up emails. After Tim’s advice, Dan mastered these techniques and transformed his response rates.

After Tim’s advice, he finally decides to master the art of writing and sending follow up email; during the process, he discovers some best practices that change his emails from silent notes to engaging conversations that increase reply rates.

The importance of a solid email subject line cannot be ignored.

But then, that’s a big enough topic to have a blog. So, will jump directly into how to write a follow-up email.

1) Write a follow up email on the initial thread

When you send a follow up email in the same thread as the first one, it’s like continuing that chat. More like having a conversation.

Sending a reminder in the same email thread helps give context. Your prospect can easily see your previous discussion and why you’re following up. It’s like giving them a gentle nudge rather than starting a new conversation from scratch. It just makes things smoother and more likely to get a response. This approach is especially effective for a follow up email after no response.

Tools like SmartReach.io provide this feature with an option of changing the email subject line.

2) Add context to your follow up email

Although you have added the initial thread, you must add a line about the prior email. Follow up with a friendly reminder of what you’ve discussed before. This slight touch ensures you’ve got the prospect’s attention and sparks that initial connection.

Some of the openers that Dan now uses for his follow up email are

• “I wanted to follow up on the email I sent last Tuesday regarding the {event}. Have you had a chance to review the details?”
• “I noticed you opened my last email about the {email subject line}. I’d be thrilled to discuss how it could benefit your team further.”
• “I’m touching base regarding the {pending_item} we discussed earlier. I have some updates that I believe will address your concerns.”

For follow up email after no response:

• “I wanted to circle back on my previous email about {topic}. I understand you’re likely busy, but I’d love to hear your thoughts when you have a moment.”
• “Just wanted to ensure my last email didn’t get lost in your inbox. Would love to get your perspective on {specific point}.”

For follow up email after interview:

• “Thank you again for taking the time to meet with me yesterday. I wanted to follow up on our discussion about {specific topic discussed}.”

3) Add value to your follow up email

This is the most important aspect of how to send a follow up email that gets responses. Never send a follow-up that simply says “checking in” or “following up.” Always include something valuable.

Dan has learned that adding value is essential. He now shares helpful resources like templates, case studies, free tools, success stories, and webinar invites with his prospects.

But remember that the assets you provide should be relevant and high-quality.

Following the 2-Gives-1-Ask rule, he gives twice before asking for anything in return.

Dan knows how to make his follow up email more engaging and productive for everyone.

4) Give reasons for your follow up email

Now, Dan goes straight to the point in his follow up email. He explains the reason for his follow up directly and concisely. He helps his prospects visualize the benefits they’ll get by engaging with him. And if something has changed since his previous email, he then highlights the same. 

Interestingly, he now keeps his cold emails conversational. He has learned that this style works and gets him better response rates when learning how to send a follow up email.

His follow up emails are more about the prospect, so he has reduced his usage of “I” and “We”. 

Below are a few examples he uses:

1. “Imagine how [Product Name] could make your [element of prospect’s role] tasks a breeze. Let’s discuss if it’s the right fit for you.”
2. “Given your focus on [element of prospect’s role], I thought you might find [Product Name] valuable. It recently helped a company similar to yours reduce [specific pain point] by [specific metric].”
3. “Considering your role involves significant [element of prospect’s role], [Product Name] could be a game-changer. Would you be open to a 15-minute call to explore how it addresses [specific challenge]?”
4. “With your expertise in [element of prospect’s role], you’d appreciate how [Product Name] tackles [specific industry challenge]. Several [job title] professionals have seen [specific result] within [timeframe].”
5. “Your work in [element of prospect’s role] makes you an ideal fit for [Product Name]. I’d love to show you three specific ways it could optimize your current processes.”

 5) Include a clear call-to-action

After testing dozens of variations, Dan discovered that your call-to-action (CTA) needs to be crystal clear and low-friction to maximize response rates when you send a follow up email.

He now knows that your call to action needs to be crystal clear and concise to get the best results. Ask yourself, what exactly do you want your prospects to do? He leads them to take action, scheduling a call, checking out a demo, or simply replying.

Some CTAs that Dan uses in his follow up email are:

• “Could we schedule a brief call to discuss this further? How about a call next Wednesday at 3 p.m.?”
• “Interested in learning more? I’d be happy to share a detailed presentation with you. Reply ‘Yes’ to receive it.”
• “Discover the features of our latest software with a live demo. Can I schedule a demonstration for you next Tuesday at 11 a.m.?”

6) Close Gracefully

Dan has found that it’s best to conclude the follow up email conversation in a way that feels natural and aligns with his previous interactions with the prospect. He understands that a warm goodbye leaves a lasting impression. 

Some closing templates that Dan uses are:

• “I look forward to hearing your thoughts on this. Your insights are valuable. Best regards, Dan”
• “Let’s explore this opportunity together. Feel free to reach out with any questions. Warm regards, Dan”
• “If you have any questions or need further details, don’t hesitate to ask. Looking forward to your response. Best regards, Dan”

However, we do understand that replicating the emails with a professional outlook may require a bit of practice.

Try repeating all the steps we mentioned above and send it to your friends to get their opinion.

Your follow-up email must be pristine before you send them out to the clients.

Right time to send a follow up email

Since Dan is now well aware on how to send a follow up email, he now starts to learn about the time gap that should be kept between each email.

Dan knows that following up too soon is like knocking on someone’s door while they’re still getting dressed—it’s awkward.

And waiting too long is like showing up after the party’s over, a missed opportunity. So, Dan aims for the sweet spot.

Dan usually waits around 2 to 3 days after the initial email for his first follow up. It’s like giving people a little breathing space before saying, “Hey, just checking in.” 

But Dan doesn’t stop there. If he doesn’t hear back, he gives it another shot after about a week. This time, he adds a touch of enthusiasm, like, “Hey, just wanted to make sure you didn’t miss this!” This approach works particularly well for a follow up email after no response.

Special timing considerations:

For follow up email after interview: Send within 24 hours of your interview to show enthusiasm and professionalism.

For follow up email after no response: Wait 5-7 days before sending your next follow-up to avoid appearing pushy.

How many follow-ups should you send?

As Dan learns his follow-up routine, he discovers a sweet spot for the number of follow up email he should send. 

Do you know that feeling when you’re so close to sealing the deal that you can’t resist repeatedly hitting that “send” button? Dan’s been there too.

But here’s the scoop: even though he’s itching to keep following up, he’s learned that setting a clear limit is the way to go.

A well-timed sequence of 4 to 5 follow up email spaced out over a few days. The number of follow ups isn’t a one-size-fits-all game.

It’s like tailoring a suit—it depends on your objective. If Dan’s on a mission for backlinks, a single follow up might do the trick; more than that, it could seem like he’s desperate. But when it’s all about sales, Dan knows he might need to send a few more follow up bullets.

Additional research indicates that an email campaign containing four to seven follow up email generates three times responses compared to sequences comprising only one to three follow ups.

Special considerations for different scenarios:

Follow up email after no response: You can be more persistent here, up to 6-8 follow-ups over 3-4 weeks.

Follow up email after interview: Limit to 2-3 follow-ups maximum to maintain professionalism.

With Dan fully committed to pursuing follow-ups, let’s learn more about follow up email best practices.

10 best practices for follow-up emails

Some of the best practices you should keep in mind when writing or following up

1. Just like saying “hello” in person, start your follow up email with a friendly tone. Being polite creates a positive impression.
2. Keep your email concise. People are busy, so get to the point without unnecessary details.
3. Use their name and tailor your message to their interests or needs. A personalized email feels more genuine.
4. Don’t sound desperate or pushy. Maintain a respectful tone, and avoid using too many exclamation marks or urgent phrases.
5. Many people check emails on their phones, so ensure your emails are easy to read on mobile devices.
6. Craft an intriguing subject line. It’s the first thing they see, so make it engaging.
7. Typos and errors can make your email look unprofessional. Double-check before hitting “send.”
8. If you’re sending multiple follow-ups, give prospects the option to unsubscribe. This shows you respect their preferences.
9. If they’re not interested or ask to be left alone, respect their decision and stop following up.
10. Test different versions of your follow-up emails to learn what resonates with your audience.

Sales engagement platforms like SmartReach.io consider all these best practices and provide them as features or recommendations within their product

Multichannel follow-ups: Email, WhatsApp, LinkedIn & more

So, you know why follow up is necessary, how long to wait, and how many messages to send.

You must experiment with different follow up methods to maximize your follow up success or generate responses.

This increases your visibility and builds trust across touchpoints.

1) Multichannel outreach

As per research, WhatsApp or text messages provide an impressive 98% open rate, making them a potent follow up strategy when paired with email, which holds a 22% open rate.

Multichannel outreach involves connecting with your audience through multiple communication platforms. With this approach, you will get information on how your prospect likes to engage with the content and product.  

Other than email, you can use social media platforms like LinkedIn, Twitter, Instagram, etc. Consider integrating phone calls or direct messages for a more personalized touch. 

You will also have the option to reach out to your prospects via WhatsApp. Expanding your reach across multiple channels increases your chances of reaching your audience where they’re most receptive.

Dan prefers using SmartReach.io as he runs multiple campaigns for different sets of audiences. For some, he uses email, Linkedin and Calls; for others, he uses email and WhatsApp.

2) Video prospecting

Video messages are a powerful way to add a personal touch to your follow-up emails. Instead of relying solely on text, you can record short videos addressing the recipient by name and speaking directly to their needs or interests. 

Videos allow you to showcase your personality, build rapport, and create a stronger emotional connection.

You can use video to provide a quick overview of your offering, share success stories, or even offer a brief demo. 

Tools like Loom, Vidyard, or even embedding YouTube links in your emails can make adding videos accessible.

3) Use a cold email software

Cold email software like SmartReach.io would solve all of your follow-up problems.

SmartReach is designed to automate your cold outreach, making it easier to manage follow-ups and maintain a consistent cadence.

• Automated Follow-ups:

Cold email softwares allows you to set up automated follow-up sequences. You can create a series of follow-up emails with specific time intervals, ensuring prospects receive timely and relevant messages without manual effort.

Specialized tools like SmartReach.io let you add a holiday calendar to avoid sending emails on specific dates. You could also send emails as per prospects timezones

• Email personalization at scale:

It helps to insert recipient’s names, company names, and other personalized details with the help of merge tags. This enhances the personal touch in your follow-up emails.

• Tracking and analytics: 

SmartReach provides insights into open rates, click-through rates, and response rates for each follow-up email. This data helps you gauge the effectiveness of your strategy and make necessary adjustments.

• AI content generation

With SmartReach, you can add inputs about your audience, writing style and email context. Then with a simple click, get AI generated email content and follow-ups

Benefits of an improved follow up email strategy

Have you ever wondered what happens after you hit “send” on an email? Well, that’s where follow-up emails come into play! 

Let’s see how Dan benefited by improving his follow-up email strategy

• People are busy, and emails can easily get lost. A follow-up email grabs their attention again, reminding them of your message.

• By showing persistence, you tell the recipient that you genuinely care about connecting. This builds a more substantial relationship over time.

• Believe it or not, many responses come after a follow-up. These gentle reminders increase the chances of getting a reply.

• Following up shows that you’re serious and professional. It’s like saying, “Hey, I’m committed to this!”

• Prospects might have questions or concerns. A follow-up email lets you address those, making them feel more comfortable.

• Even if the timing isn’t perfect initially, a follow-up keeps you in their thoughts for when they’re ready.

• Not everyone bothers to follow up. By doing so, you stand out from the crowd and show your dedication.

• Sometimes, people need that extra reminder to seize an opportunity they are considering.

As per AppSumo, with just a single follow-up email, the response rate increases from 9% to 13%. So, you can imagine the response rate when you send more follow-ups. 

Follow up email after no response strategies

When you don’t receive a response to your initial email, crafting an effective follow up email after no response requires a strategic approach. Here’s how to handle this common scenario.

Before sending a follow up email after no response, consider these common reasons:

• Your email got lost in their inbox
• They were too busy when they first saw it
• They need more time to make a decision
• Your initial email wasn’t compelling enough
• They’re not the right decision-maker

Best practices for follow up email after no response

1. Wait the right amount of time: For a follow up email after no response, wait 5-7 days before your first follow-up.
2. Change your approach: Don’t just resend the same message. Add new value or a different angle.
3. Keep it brief: Your follow up email after no response should be shorter than your original email.
4. Use social proof: Include testimonials or case studies to build credibility.
5. Create urgency: Mention limited-time offers or deadlines (if genuine).

14 Best follow up email templates (by use cases)

Using a template for a follow-up email can be an excellent idea, but it’s always best to customize them to suit your use case.

Once done, you can save the customized version as a template and share it with the team.

While we focus on cold email follow ups done by the sales development team, you will also find various types of follow-up email templates to suit your needs 

“Inquiry” follow up email template

Use case: Following up after asking someone for information or expertise.

Why it works: The subject line is direct, the email is concise, and it shows respect for their expertise while making it easy to respond with structured questions.

Subject: Your expertise needed – quick input? Hi {Name}, Remember our chat about [topic]? I’m eager to tap into your insights. Kindly take some time and provide your thoughts on [Question 1] [Question 2] [Question 3] Your input is crucial as we move forward. A quick call to dive deeper? Let me know. Thanks!  {signature}

Customization tips: Reference a specific previous conversation detail, limit to 3 questions maximum, offer a call if questions are complex.

“Discovery Call” follow up email template

Use case: Following up after a discovery or initial consultation call.

Why it works: It recaps key discussion points (showing you listened), identifies opportunities, and invites continued dialogue without being pushy.

Subject: Follow-up: Insights from our discovery call Hello {name}, It was a pleasure speaking with you during our recent discovery call regarding [briefly mention the topic of the call]. Our conversation provided valuable insights, and I wanted to take a moment to recap and discuss the next steps. (Point 1) (Point 2) (Point 3) Based on our discussion, there could be a great opportunity to [briefly outline potential collaboration or next steps]. I would love to hear your thoughts on these points and explore how we can move forward effectively.  Thank you again for your time, and I look forward to your feedback. {signature}

Customization tips: Always include specific details they mentioned, focus on their challenges (not your product), suggest concrete next steps.

“Proposal” follow up email template

Use case: Following up after submitting a proposal or quote.

Why it works: It shows enthusiasm without desperation, reminds them of key benefits, and invites questions.

In the email body, you acknowledge the proposal you’ve previously shared and express your enthusiasm about the potential collaboration.

Subject: Follow-up: Discussion on [Your Proposal Topic] Hello {Name}, I hope this email finds you well. I’m touching base regarding the proposal I sent you on [mention the date or context of the proposal]. I’m excited about the potential collaboration and would like to know if you’ve had a chance to review the proposal. I believe that [briefly reiterate the key benefits or solutions outlined in the proposal]. Your insights and feedback are crucial in shaping our next steps. If you have any questions or would like to discuss any aspect of the proposal further, please don’t hesitate to reach out.  Thank you for your time and consideration. {Signature}

Customization tips: Reference the specific proposal date, highlight 2-3 key benefits tailored to them, make it easy to ask questions.

“Product fitment” follow up email template

Use case: When you strongly believe your product/service is a perfect match for their needs.

Why it works: It demonstrates conviction while focusing entirely on their needs and challenges, not your product features.

Subject: Perfect match: {Your Product} for {Prospect’s Needs} Hello {Name}, I wanted to follow up on our previous conversation because I genuinely believe that {Your Product} is a perfect match for {Prospect Company}’s specific needs. You see, {Product Benefit #1} and {Product Benefit #2} can work wonders in tackling the {challenge} you mentioned. We’ve helped companies like yours overcome similar hurdles and achieve impressive results. I understand that choosing the right solution is crucial, and I’m here to make that process as smooth as possible for you.  I’d be delighted to schedule a call at your convenience if you’re open to it. During our discussion, I can provide a detailed overview of how {Your Product} can benefit {Prospect Company}. Please feel free to respond to this email or call me at [Your Contact Number] to schedule a time that works for you. I’m eager to assist you in finding the perfect fit for your needs. Thank you for your time, {Name}.

Customization tips: Reference a specific challenge they mentioned, include a relevant case study, offer to compare with competitors confidently.

“Sales Outreach” follow up email template

Use case: General sales follow-up after initial cold outreach.

Why it works: It acknowledges their goals, paints a picture of success with specific outcomes, and invites low-pressure exploration.

Subject: Reimagining [Prospect’s Goal] with [Your Solution] Hey {Name}, I Hope this email finds you well!  Regarding our recent conversation about [Prospect’s Goal], I wanted to circle back. It’s clear that [Your Solution] has the potential to bring an exciting shift to your strategy. Imagine [highlight a specific benefit or outcome], which could translate to [quantifiable result]. I’d love to explore how we can tailor [Your Solution] to your needs. Let’s set up a quick call. Your insights would be invaluable in fine-tuning our approach. Looking forward to chatting more! {Signature}

Customization tips: Be specific with potential outcomes, ask for their input (makes it collaborative), keep tone conversational but professional.

“Link-Building” follow up email template

Use case: Following up on a backlink, guest post, or partnership request.

Why it works: It’s brief, respectful of their time, clearly restates the mutual benefit, and makes it easy to say yes or no.

Here’s a follow-up email example to enhance your link-building outreach:

Subject: Quick follow-up on content collaboration opportunity Hi {Name}, Just a quick follow-up regarding my previous email. I hope you’re doing well! I wanted to circle back to my proposal for a link exchange between our blogs. I truly believe that collaborating could bring valuable insights to both our audiences. If you’re interested or have any questions, please let me know.  Looking forward to your response. {signature}

Customization tips: Be brief (under 75 words), emphasize mutual benefit, make it easy to decline, consider offering to write the content yourself.

“Invoice” follow up email template 

Use case: Following up on an unpaid invoice.

Why it works: It’s polite but clear, acknowledges the possibility of an oversight rather than assuming malice, includes all needed details, and offers help if there’s an issue.

Here’s a follow up email example that strikes that balance.

Subject: Friendly reminder: pending invoice #{{Invoice Number}} Hello {Name}, I trust you’re doing well. Just a quick note to touch base about Invoice #{{Invoice Number}}, dated [Invoice Date]. We genuinely appreciate your partnership and the work we’ve accomplished together. We understand things can slip through the cracks sometimes, so I wanted to ensure this invoice wasn’t lost in the shuffle. Attached to this email are all the details you need about the invoice. If you’ve already taken care of the payment, we apologize for any confusion, and it would be great if you could confirm the transaction details. Please don’t hesitate to reach out if you have any questions or concerns about the invoice or payment. We’re here to assist you in any way we can. Thank you for your continued partnership. {Signature}

Customization tips: Be polite but direct, include all invoice details, acknowledge possible oversight, offer to help if there’s an issue, set clear expectation for next payment reminder.

“Guest Post” follow up email template

Use case: Following up on a guest post pitch or submission.

Why it works: It’s polite, brief, reiterates value for their audience, and shows flexibility to adjust.

Here’s a concise follow up email example to assist you in nurturing guest post opportunities.

Subject: Re: Guest post proposal – [Your Proposed Topic] Hello {name}, I hope this email finds you well. I’m checking in on the status of my guest post proposal regarding [Your Proposed Topic], which I shared with you on [Date of Initial Pitch]. I’m truly excited about the prospect of contributing to your platform. The insights shared in this post could offer valuable information to your audience. If you require any further details or adjustments to the content, please let me know—I’m more than happy to accommodate. Thank you for considering my proposal. I appreciate your time and the opportunity to collaborate. I look forward to hearing your thoughts. {Signature}

Customization tips: Show knowledge of their audience, offer flexibility and alternatives, include specific value your content provides, make it easy to say “yes, but change X.”

“Event” follow up email template

Use case: Following up after meeting someone at a networking event or conference.

Why it works: It references the specific event and conversation topics, builds on shared interests, and suggests concrete next steps.

Here’s a template to help you create impactful post-event follow-up emails.

Subject: Reflecting on [Event Name] – Insights & future possibilities Hello {Name}, I wanted to thank you for joining us at {Event Name}. Your presence greatly contributed to the event’s success.The discussions about [Key Discussion Points] were both engaging and insightful. Our shared interest in [Event Theme] presents exciting possibilities for collaboration and growth. I’d love to hear your thoughts on {Topic Discussed} and how we might explore [Potential Collaboration Ideas] moving forward. Additionally, if there’s anything specific you’d like to discuss, please don’t hesitate to reach out. Once again, thank you for being a part of {Event Name}. I look forward to staying connected and exploring opportunities together. {Signature}

Customization tips: Reference specific conversation details (proves you were listening), mention mutual connections if any, suggest concrete collaboration ideas, provide specific meeting time options.

“Networking” follow up email template

Use case: General networking follow-up when building professional relationships.

Why it works: It references shared interests, shows genuine curiosity about their work, and suggests mutual value exchange rather than just asking for favors.

Here’s a template to guide you in crafting effective networking follow-up emails.

Subject: Continuing the conversation – {Event/Context} Hello {Name}, I hope this email finds you well. I really enjoyed our chat at [Event/Context], especially our discussion about [Topic of Conversation]. Your insights on [Highlighted Insight] got me thinking. I’ve been thinking about our shared interests in [Shared Interest/Area], and there could be some exciting opportunities for collaboration or just some great knowledge exchange. I’m curious to learn more about your work in [Contact’s Field] and explore how we might support each other. Would you be open to a quick call to dive a bit deeper into our conversation? Thanks again for our chat at [Event/Context]. I look forward to staying in touch and seeing where our discussions might lead. {signature}

Customization tips: Show genuine interest in their work, suggest value exchange (not one-sided ask), reference specific shared interests, keep it casual but professional.

“After no response” follow up email template – Value added

Use case: No response after initial outreach, but you have something valuable to share.

Why it works: It acknowledges they’re busy without being passive-aggressive, provides immediate value regardless of whether they hire you, builds goodwill, and makes no demands.

It’s been a week with no response, but you just found a relevant industry report that could help them, regardless of whether they hire you.

Subject: Quick follow-up + [Relevant Resource] Hi [Name], I sent you an email last week about [topic], and I realized you might be swamped with priorities. I just came across this [resource/article/case study] that reminded me of our conversation about [their challenge]. Thought you might find it useful: [link] No pressure at all – just wanted to share this resource, whether we work together or not. Best, [Your name]

Customization tips: Make the resource genuinely valuable (not self-promotional), explain specifically why it’s relevant to them, keep expectations zero, consider this the 3rd or 4th follow-up.

“After no response” follow up email template – Different angle

Use case: Multiple follow-ups with no response, need clarity to prioritize pipeline.

Why it works: It’s direct without being pushy, gives them an easy out, respects their time, and often prompts a response just because it’s different from typical follow-ups.

Subject: Wrong timing? Hi [Name], I reached out last week about [topic], but haven’t heard back, which tells me either: 1. It’s not a priority right now 2. I didn’t ask the right questions 3. My timing is off If it’s #3, when would be a better time to reconnect? If it’s #1 or #2, I’d appreciate a quick “not interested” so I can stop bothering you. Thanks, [Your name]

Customization tips: Use after 3-4 unanswered follow-ups, be genuinely willing to accept “no,” keep it short (under 100 words), consider this your “breakup” email.

“After interview” follow up email template – Standard thank you

Use case: Following up within 24 hours after a job interview.

Why it works: It shows gratitude promptly, reinforces specific conversation points (proves engagement), connects your skills to their needs, and maintains enthusiasm without desperation.

You want to send a professional thank you that reinforces your interest without being overly complicated.

Subject: Thank you – [Position Title] Interview Dear [Interviewer’s Name], Thank you for taking the time to meet with me yesterday to discuss the [Position Title] role. I enjoyed our conversation about [specific topic discussed] and learning more about [company’s goals/projects]. Our discussion reinforced my enthusiasm for this opportunity. I’m particularly excited about [specific aspect of the role/company] and how my experience in [relevant skill/area] could contribute to [specific company goal/project]. Please let me know if you need any additional information from me. I look forward to hearing about the next steps. Best regards, [Your name]

Customization tips: Send within 24 hours, reference 2-3 specific conversation topics, connect your skills to their needs clearly, keep professional tone, proofread carefully.

“After interview” follow up email template – Value added

Use case: Following up when the promised decision timeline has passed.

Why it works: It’s polite and understanding, references the specific timeline they mentioned, reiterates interest without desperation, and simply asks for an update.

Subject: Following up – Additional thoughts on [Interview Topic] Dear [Interviewer’s Name], Thank you again for the insightful interview yesterday. I’ve been thinking about our discussion regarding [specific challenge/project mentioned], and I wanted to share an additional thought. In my previous role at [Company], I encountered a similar situation where [brief example]. This experience taught me [relevant lesson/skill] that I believe could be valuable for [specific company need discussed]. I remain very interested in the [Position Title] role and would welcome the opportunity to discuss this further. Best regards, [Your name]

Customization tips: Wait until the promised timeline has actually passed, be brief and professional, avoid sounding impatient, reiterate genuine interest, send only if 2+ weeks have passed with no update.

“After interview” follow up email template – Timeline follow-up

You interviewed for a senior analyst position two weeks ago. The hiring manager said they’d make a decision “within 10 business days,” but that timeframe has passed.

You want to check in professionally without appearing impatient or pushy.

Subject: Checking in – [Position Title] Application Status Dear [Interviewer’s Name], I hope this email finds you well. I wanted to follow up on our interview for the [Position Title] position on [date]. I understand you mentioned the decision timeline was [timeframe they mentioned], and I wanted to reiterate my strong interest in the role and check if there are any updates you can share. Thank you again for your time and consideration. I look forward to hearing from you. Best regards, [Your name]

Summing up – How to write a follow-up email

By now, you’ve learned how to write a follow-up email and seen the power of a well-crafted follow-up email strategy. It increases your chances of reaching the right person, fosters stronger relationships, and ultimately drives results.

Remember, every prospect deserves a chance to engage.

Without a follow-up email strategy, you risk opportunities falling by the wayside. Imagine the potential client who simply needs a gentle reminder, the valuable partnership that could have blossomed with a bit more persistence, or the crucial information that gets lost in your inbox.

To make your follow-up emails even better, keep them polite, short, and personal. Add value, explain why you’re following up, and push the prospect to take action. Also, try different ways like text messages, videos, and webinars to make your follow ups more interesting.

Not forgetting to outreach using multiple channels like Linkedin, WhatsApp, and Call in addition to emails.

Take control of your outreach and start reaping the rewards of effective follow-ups! Use the tips and templates in this blog to craft compelling messages that get noticed and turn prospects into customers.

P.S. Still unsure if following up is worth it? Consider this: A study by Yesware found that persistence pays off. The average salesperson gives up after one follow-up, but it takes an average of 5 attempts to connect with a prospect. Will your next email be the one that lands the deal?

This blog on how to write a follow-up email is just the start of your cold emailing journey. Using tools like SmartReach.io can make following up easier too. You can automate the entire follow-up process and only talk to prospects who have replied. So, don’t forget to follow up — it’s like giving your emails a second chance to shine!

Frequently Asked Questions (FAQs)

How do you follow up an email after no response politely?

Wait 5-7 days after your initial email. Send a brief message referencing your earlier email, acknowledge they’re likely busy, and offer something valuable or ask a specific question. Keep your tone friendly and respectful without sounding desperate or pushy.

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How to write a follow-up email if they didn’t respond?

Keep it concise (50-75 words), reference your previous email specifically, add new value or information they might find useful, and include a clear but low-pressure call-to-action. Try a different angle rather than repeating the same message.

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How should you write a follow-up email after no response?

Start with a friendly greeting, briefly mention your previous email and its topic, show understanding for their busy schedule, provide something valuable, and ask a simple question or suggest a specific next step that’s easy to respond to.

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How to write a polite follow-up email after no response?

Begin with warmth, acknowledge you’re following up without being pushy, express understanding that they’re busy, remind them briefly of your previous message’s value, and end with a friendly question or easy way to respond.

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How do you write a professional follow-up email after no response?

Use a clear subject line, maintain formal but friendly tone, reference your previous email with date, restate your key point or value proposition briefly, and suggest a specific next step. Keep it under 100 words for busy professionals.

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How to follow up if there is no reply?

Wait an appropriate time (5-7 days for business emails), send a brief reminder with new value or a different angle, acknowledge they may be busy, and make it easy to respond with a simple yes/no question or clear action.

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How to send a formal follow-up email after no response?

Use professional language and proper greeting, clearly reference your prior communication with date and subject, restate your purpose concisely, politely request an update or feedback, and provide your contact information. Maintain respectful and patient tone throughout.

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How do you write a follow-up email politely?

Start with a courteous greeting, express appreciation for their time, gently reference your earlier message, keep your request clear and reasonable, avoid demanding language, and close with a friendly sign-off. Always assume positive intent.

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How do you write a follow-up email nicely?

Keep your message positive and appreciative in tone. Mention your earlier email briefly, highlight why you’re following up and what value you can offer, ask kindly for their response or input, and thank them in advance for their time.

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How do I professionally say I’m following up?

Use phrases like “I’m following up on my email from [date] regarding [topic]” or “I wanted to touch base about [subject]” or “I’m circling back on [topic] to see if you had any thoughts.” Avoid saying “just checking in.”

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How to professionally send a follow-up email?

Write a clear, concise message that references your previous email specifically, states your purpose for following up, offers value or new information, includes a suggested next step or question, and maintains a professional yet warm tone throughout.