Follow-Up Email Template

Knowing when to follow up is just as important as knowing how. A follow-up email is appropriate after a job interview, a networking event, a sales call, or any meeting where next steps were discussed but not yet completed. The general rule is to wait two to three business days before sending your first follow-up. For job applications, a slightly longer window of five to seven business days is standard unless the interviewer gave you a specific timeline. If you are following up on a proposal or quote, a week is usually appropriate. The key is to be persistent without being pushy -- each follow-up should add value or new context rather than simply repeating your original message.

The most effective follow-up emails share a few common traits. They reference the original conversation clearly, so the recipient does not have to dig through their inbox. They include a specific ask or question rather than a vague check-in. And they keep the tone respectful and the length short -- ideally no more than five or six sentences in the body. Start by acknowledging the recipient's time, then provide context, make your request, and close with a clear next step. Avoid passive language like "just checking in" as your only content. Instead, offer something new: an article relevant to your discussion, a revised timeline, or an updated document.

• Reference the original meeting or email with a specific date
• Include one clear question or call to action
• Keep the body under 150 words for higher response rates
• Add value with new information or a helpful resource

Timing matters more than most people realize. Emails sent on Tuesday through Thursday between 9 AM and 11 AM in the recipient's time zone tend to get the highest open rates. Avoid sending follow-ups on Monday mornings when inboxes are overflowing, or on Friday afternoons when people are wrapping up for the week. If your first follow-up goes unanswered, wait another three to five business days before sending a second one. After three unanswered follow-ups, it is generally best to move on or try a different communication channel. Each follow-up should be shorter than the last and offer a graceful exit -- something like "I understand if now is not the right time."

Even well-intentioned follow-ups can backfire if they hit the wrong notes. One of the most common mistakes is being too aggressive -- sending multiple emails in quick succession or using guilt-inducing language. Another frequent misstep is sending a follow-up that adds no new information, which feels like nagging rather than professional communication. Avoid excessively long emails that bury your actual question, and never use an accusatory tone such as "you haven't responded" or "as per my last email." Instead, assume positive intent and offer a simple way to re-engage. Finally, always proofread your follow-up -- a typo or wrong name can undo the professionalism of your entire message.

• Do not follow up more than three times on the same topic
• Never use guilt-based language or passive-aggressive phrasing
• Avoid forwarding the original email with just "any update?"
• Do not copy additional people to pressure a response