How to Write a Follow-Up Email: Timing, Subject Lines and Templates

A good follow-up email is short, specific and easy to answer. Send it after a sensible wait, refer to the earlier message, add something useful and make one clear request. Below: a timing table, subject lines, templates for no reply, interviews, meetings and sales calls, better phrases than "just checking in" and a polite escalation path.

What is a follow-up email, and how do you write one?

A follow-up email is a short message that picks up an earlier conversation or unanswered request. It reminds the reader what you discussed, makes one clear request and makes replying easy.

To write one:

1. Wait a sensible time (see the timing table below).
2. Use a clear subject line that refers to the earlier exchange.
3. Open with context in one sentence: when you met or wrote and about what.
4. Make one specific request with a date if you need one.
5. Add value if you can, such as a link, a corrected figure or a shorter question.
6. Close politely and sign off with your name and contact details.

Keep it under about 100 to 150 words. A busy reader decides within seconds whether to answer.

When to follow up: a timing table

These are common working conventions, not rules. Adjust for urgency, deadlines and the reader's stated timeline. If they gave a date, wait until it has passed.

Avoid Friday evening and the first hour on Monday if you can. Pick a time when a reader is likely at their desk in their time zone.

Subject lines that get opened

A follow-up subject should tell the reader what it is about without drama. Reusing the original thread keeps context, so reply in the same thread where possible.

Avoid all-capitals, repeated exclamation marks and "URGENT" unless it truly is. For more ideas see email subject lines.

Templates

Replace the details with your own, and keep the tone you use with that person.

1. After no reply

Subject: Re: Proposal for the website update

Hi Priya,

I wanted to follow up on the proposal I sent on 3 November. If it is easier, I can summarise the three options in a short call.

Could you let me know by Friday 13 November whether you would like to go ahead? If the timing has changed, a short note will help me plan.

Best regards,
Tom Hughes

2. After a job interview (thank-you and follow-up)

Subject: Thank you, Project Coordinator interview

Dear Ms Okafor,

Thank you for meeting me on Wednesday to discuss the Project Coordinator role. I particularly enjoyed hearing how your team manages the autumn grant deadlines, which is close to the work I did at the university's events office.

I remain very interested in the role. If I can provide anything further, such as references, please let me know.

Yours sincerely,
Daniel Reyes

If you are waiting for a decision after the date you were given:

Dear Ms Okafor,

I am writing to ask whether there is any update on the Project Coordinator position. You mentioned that you expected to decide by 6 November, and I would be grateful for an indication of timing.

Thank you for your time.

Kind regards,
Daniel Reyes

3. After a meeting

Subject: Summary and next steps from today's meeting

Hello all,

Thank you for your time today. A short summary:

• Decision: launch the pilot in January.
• Anna: send the revised budget by Wednesday 11 November.
• Sam: confirm the venue by Friday 13 November.

Please reply if I have missed or misstated anything.

Thanks,
Mei

4. After a sales call or demo

Subject: Next steps after our call on Tuesday

Hi Mr Clarke,

Thank you for taking the time on Tuesday. You said that onboarding speed was the main concern for your team, so I have attached the one-page plan we discussed.

Would a 20-minute call next Thursday work to go through pricing? If someone else should be involved, I am happy to include them.

Best regards,
Laura Evans

Alternatives to "just checking in"

"Just checking in" and "just following up" give the reader nothing to do. Replace them with a reason and a request.

Watch the tone of "per my last email", which can read as irritated. Use it only if you mean it. Also avoid "looking forward to hearing from you" as your only request; it asks for nothing specific. See looking forward to hearing from you for when it works and what to use instead.

A polite escalation path

If you still hear nothing, escalate gradually and keep a record.

1. First follow-up (as above): friendly, with a specific question.
2. Second follow-up, a week or so later: shorter, offer an easier route ("a yes or no is enough"), mention any deadline.
3. Change channel: a phone call, a message on a workplace platform or a note to a colleague who can help.
4. Copy a manager or relevant person only when the matter is work-related and time-sensitive, and tell the original recipient that you are doing so. Use CC rather than BCC for openness; see CC vs BCC.
5. Close the loop: if you still have no answer, send a final note saying you will assume the matter is closed unless you hear otherwise, and thank them.

Do not send more than three or four messages on the same matter. After that, the silence is probably the answer.

Tone and etiquette

• Be polite, not apologetic. Wanting an answer is reasonable.
• Assume good reasons. Replies get lost and people are busy.
• Match formality. "Dear Dr Singh" for a first contact with a professor; "Hi Sam" for a close colleague. See email etiquette.
• Make it easy. Ask a yes/no question or offer two time slots.
• Do not attach guilt. Avoid "as I already said" or "you have not replied".
• Check names, dates and attachments before sending.

Common mistakes

• Following up too soon, before the reader has had a fair chance.
• Writing a long message that repeats the whole first email.
• Making several requests at once.
• Leaving out the original context or date.
• Sending a vague "any news?" with no deadline or reason.
• Sending the same message repeatedly with no change.

Using AdeptWrite to write and polish follow-ups

AdeptWrite has a free plan, and each tool handles up to 6,000 characters per run.

1. Draft with the Email & Letter Writer in Follow-up mode. Enter who it is for, the earlier exchange and what you need. It is an AI draft: add the names and dates it cannot know, and check every detail.
2. Adjust the register with the Tone Changer if a draft sounds too stiff or too casual.
3. Tighten with the Sentence Shortener & Expander to bring a long message down to a few lines.
4. Proofread with the Grammar Checker, which highlights each change for you to accept or reject.

Read the final email once as the recipient before you send it.

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