Follow-up Email Templates

follow up email template

Follow-up emails are often the unsung heroes of successful outreach. While your initial email might spark curiosity, it’s the follow-up that drives action. In fact, research shows that the majority of responses come from follow-up emails—not the first touch.

But crafting the perfect follow-up email isn’t just about persistence. It’s about providing value, addressing pain points, and building trust with your prospects. A well-crafted follow-up email can:

  • Reignite interest from a prospect who didn’t respond to your first email.
  • Demonstrate persistence without coming across as pushy.
  • Add value to the conversation with new information or insights.

When to Use Follow-Up Emails

Follow-up emails can be used in various scenarios, such as:

  • After an initial cold email, to keep the conversation going.
  • Following a meeting or sales call, to recap key points and outline next steps.
  • After sending a proposal, to check in and address any questions.
  • When reminding prospects about deadlines, events, or offers.

In this section, we shall be covering the following categories:

❇️ Sales follow-up

❇️ Marketing service follow-up

❇️ Networking follow-up

❇️ SEO follow-up

❇️ Recruiting follow-up

Sales follow-up email templates

Subject: following up—who’s the right contact?

Hi {{first_name}},

I’m following up on my earlier email since I haven’t heard back. If it makes sense to connect, let me know a time that works for you.

If not, could you kindly point me to the appropriate person I should reach out to?

Thanks so much for your help,
{{your name}}
Subject: curious about your feedback

Hey {{first_name}},

Hope you had a great weekend!

Just checking in to see if you had a chance to review my suggestions. Let me know if there’s anything I can do to assist.

Best regards,
{{Your Name}}
Subject: is this on hold?

Hey {{first_name}},

I understand if working with a {{your type of company}} isn’t a priority for you at the moment. Does it seem like {{service contact was interested in}} isn’t in your current plans?

I won’t follow up again, but if you ever need support with {{services you provide}}, don’t hesitate to reach out.

Wishing you all the best,
{{your name}}
Subject: is there someone else I should reach out to?

Hey {{first_name}},

I know you’re probably really busy—would there be someone else on your team who might be a better fit to discuss {{your service medium}} with?

Looking forward to hearing from you,

{{Your Name}}
Subject: quick follow-up on helping {{company}} grow

Hi {{first_name}},

Hope your week is going well!

Just following up on my previous email—would you have 15 minutes next week for a quick chat? 

I’d love to share how I can help save you {{X hours}} per project using {{your offer}} to drive more {{clients, users, revenue, growth}} for {{company}}.

Looking forward to hearing from you!

{{Your Name}}
Subject: why protecting the {{Company_Brand}} trademark is key for ad spend

Hi {{first_name}},

I hope you had a great weekend!

Did you know that eliminating competitors using the {{Company_Brand}} trademark in their ads is about more than just brand protection? Here’s why it’s crucial:

– Lower CPCs for {{Company_Brand}}
– Better click-through rates
– Stronger brand image
– Higher CPCs for competitors

{{Your_Company}} automates the monitoring of ads, identifies infringing ads, and makes submitting takedown requests to search engines super easy. All that in just 15 minutes a week? Absolutely.

If you’d like to explore this further, feel free to schedule a meeting with me here!

Best,
{{your name}}
Subject: solve {{pain}} with this opportunity

Hey {{first_name}},

If you find yourself dealing with:
{{Pain 1}}
{{Pain 2}}

Then this offer is for you.

We’re offering {{Low-risk offer}}, giving you the chance to address {{Pain}} and achieve {{Goals}}.

What’s holding you back from seizing this opportunity? Act now to take advantage of {{Low-risk offer}}!

Looking forward to hearing from you,

{{your name}}
Subject: Ideas to help with {{lead’s goal or problem}}

Hi {{first_name}},

I hope all is well. I wanted to follow up and offer some assistance with {{a problem the company is facing}}. Here are a few resources that might be helpful:
{{links or information}}

I’d also love to schedule a brief conversation to learn more about you and your role at {{company}}, as well as any upcoming projects you’re working on. When would be a good time for you next week?

Best regards,
{{your name}}
Subject: Following up on {{company}} + {{Your Company}}

Hi {{first_name}},

I haven’t heard back yet, so I’m guessing this might not be a priority right now.

If that changes, feel free to reach out—I’d be happy to give you a quick walkthrough of the platform and share how agencies like {{AGENCY 1}} and {{AGENCY 2}} have achieved great results for their clients using Cloutly.

Wishing you all the best in the meantime!

Cheers,
{{Your Name}}
Subject: Looking for the right contact

Hi {{first_name}},

I’m following up on my last email and didn’t hear back about {{what you previously shared}}. If it makes sense to connect, let me know a good time that works for you.

If this isn’t the right fit for you, could you kindly point me to the appropriate person to speak with?

Thanks so much for your help!

Best regards,
{{Your Name}}
Subject: Thank you for your time

Hi {{first_name}},

Thank you for taking the time to meet with me yesterday. I really enjoyed our discussion and am looking forward to continuing the conversation.

In case you’re interested, here are a few items we didn’t get to cover:

Any additional questions or concerns?

Your feedback on the topics we discussed?

I’d love to hear your thoughts!

Thanks again for your time and input.

Best regards,
{{Your Name}}

Marketing service email template

Subject: Quick question about {{company}}, {{first_name}}

Hey {{first_name}},

As a marketer, you’re well aware that:

1. Google has made significant changes to its algorithm.
2. The ongoing privacy battle between Facebook and Apple is likely to impact ad performance.

With these shifts, relying solely on SEO or social media ads can be risky.

The most stable, secure, and profitable form of revenue for your business? OWNED REVENUE. That’s the revenue generated through email marketing.

I recently took a look at your email sequences and, with your permission, would love to offer a few suggestions to improve them.

Would you be interested in receiving some tips on how I help my clients achieve better clickthrough rates and increased revenue?

Just reply YES, and I’ll send my recommendations your way.
Best regards,
{{your name}}
Subject: Take action to protect {{brand_name}}’s trademark

Hi {{first_name}},

I wanted to follow up on my last email and video message. As a quick recap, competitors like Lusha, Seamless.ai, and Uplead are using {{brand_name}}’s trademark in search ads.

These infringing ads can be taken down under search engine policies! 
{{Your_Company}} makes it simple to identify and remove these ads, safeguarding your valuable search terms and eliminating unfair competition from the SERP.

Would you be open to a quick data review and a discussion about how we can support {{brand_name}}’s trademark protection efforts?

Looking forward to your thoughts,
{{Your Name}}

Networking follow-up email templates

Subject: Hello from {{your name}} ({{event name}})

Hi {{first_name}},

It was great speaking with you last night at {{event name}}. I really enjoyed hearing about {{something interesting you learned about their business or them}}. I’d love to take you up on that coffee offer!

Do you have any availability this or next week? I’m free at {{insert available times}}, but I’m happy to adjust to fit your schedule. Let me know what works for you!

Best regards,
{{your name}}
Subject: Re: {{previous_subject}}

Hey {{first_name}},

Just following up to see if you had a chance to go through my previous email.

If you’re available for a phone or video call on {{day proposed}}, let me know!

Best regards,
{{your name}}
Subject: Would Love to Stay in Touch

Hi {{first_name}},

It was a pleasure meeting you at the {XYZ} Event yesterday. I really appreciated you taking the time to share your journey into product management—your insights are incredibly valuable as I begin my own career path!

If it’s alright with you, I’d love to stay in touch in case I have any questions as I navigate this journey.

Thanks again!
{{your name}}
Subject: Hope You’re Doing Well?

Hey {{first_name}},

It’s been a while! It looks like you’ve been up to some exciting things since we last worked together at {{company}}. How’s your role at {{current job}} going?

I know things are probably busy, but would you have some time soon for lunch or coffee?
It would be great to catch up. I hope everything’s been going well for you.

Take care,
{{your name}}
Subject: It was great meeting you at {{event name}}

Hi {{first_name}},

It was a pleasure talking with you last night at {{event name}}. I really enjoyed learning more about {{something you learned about them or their business that stood out}}. 

I’d love to take you up on your offer to grab coffee sometime!

Do you have any availability this or next week? I’m free at {{let the good times roll here}}, but I can work around your schedule. Let me know what works for you!

Best,
{{your name}}
Subject: Great meeting you at last night’s event, {{first_name}}!

Hi {{first_name}},

It was great to meet you last night at {{event name}}. I really enjoyed our conversation afterward, especially {{describe a specific aspect of the conversation}}.

I wanted to share {{something of value here}} that I thought you might find useful.

Looking forward to staying in touch!

Best,
{{your name}}

SEO follow-up email template

Subject: Quick one {{first_name}}

Hey {{first_name}},

It’s me again! (I promise I’m not trying to annoy you.)

Just wanted to follow up and see if you had a chance to check out the mantras article I sent over?

Looking forward to hearing your thoughts!

Cheers,
{{signature}}
Subject: Content Cooperation

Hi {{first_name}},

I wanted to follow up regarding potential content collaboration between us.

I’d be happy to discuss the details over email, or if you prefer, we can schedule a call to go over everything.

P.S. If you’re not the right person to speak with about this, could you kindly direct me to the right contact?

Cheers,
{{your name}}

Recruiting follow-up email template

Subject: Opportunity for a great role, {{first_name}}

Hi {{first_name}},

I know you’re busy, but I wanted to follow up in case my first email slipped through the cracks.

We’re a specialized search firm, and we’re working with an exciting company backed by top-tier investors that’s growing rapidly. 

Your background as an engineer makes you a perfect fit for this role, and I’d love the chance to chat with you about it.

Would you have 10-15 minutes to discuss? I promise it’ll be worth your time.

Looking forward to hearing from you!

Best regards,
{{signature}}
Subject: Should I close your file?

Hi {{first_name}},

I hope you’re doing well. As we’re wrapping up files for the month, I wanted to check in.

Usually, when I don’t hear back, it’s a sign that things are either really busy on your end or this isn’t a priority right now. If that’s the case, do I have your permission to close your file?

If you’re still interested, I’d love to hear your thoughts on the next steps.

Thanks so much for your time!

Best regards,
{{Your Name}}

Best Practices for Writing Follow-Up Emails

Follow-up emails require a delicate balance of persistence and value. Here’s how to make yours stand out:

  1. Allow some time between follow-ups, usually 2–3 days for most scenarios.
  2. Don’t just repeat your first email. Offer new insights, data, or solutions that matter to your prospect.
  3. Prospects are busy. Respect their time with concise, clear messaging.
  4. Make it easy for the recipient to take the next step, whether it’s scheduling a call or replying with feedback.
  5. Tools like SmartReach.io can help you schedule and personalize your follow-ups at scale while maintaining a human touch.

Ready to Close the Loop?

Follow-up emails are the bridge between opportunity and success. Use the templates above as a starting point, but remember to personalize them for each recipient. Pair these templates with an outreach tool to automate the process and track your results effectively.

Don’t leave your opportunities hanging—start customizing your follow-up emails today and turn conversations into conversions!

follow-up email template