Follow up email templates

Follow up is important part of any sales process and there are many things to consider for proper follow up with your leads – such as correctly timing your follow up email, following up enough times etc. A readily available follow up email template can make things much easier. That’s why we have compiled a list email templates that you can readily use regular follow ups.

Table Of Contents
1. Follow up email templates
1.1 Following up after an event
1.2 After a recent business meeting
1.3 Follow up email template for your Job Interview
1.4 Follow up for due payment
1.5 Final follow up email template
1.6 When they ask you to circle back later
1.7 Following up after no response
1.8 Asking for a meeting
1.9 Follow-up sample email to someone who missed a meeting
1.10 Asking for a referral
1.11 Schedule change email sample
1.12 Status update email template
2. Conclusion

9 Follow up email templates for you to use

1. Following up after an event

You met someone at an event, such as a conference or networking session, or at a place you were visiting, and you’d like to follow up with any business you discussed.

While they were keen to learn about your product then, there is a high possibility that they simply forgot about your product once they returned to work. They got caught up with their own daily routine.

Send a follow up email to ensure such prospects don’t slip through. Do it while they still remember you from the recent event.

Some cold email subject line for networking:
1. Exploring new connections in [Industry]: [Your Name] reaching out
2. Great to meet you at #event#

Subject: Great to meet you at {{!Event}}

Hi {{First Name}}!, It was great to meet you at {{Occasion where you met}}. I was so excited to hear about {{Something discussed}}. I’m really keen to learn more to about your industry and your role as {{Job title}} at {{Company}}, as {{Reason why you’re interested}}. Let’s catch up, If you have time in the coming weeks{{Follow up action}}. I would be available on {{Days of the week}}, if that works for you? Looking forward to keeping in touch! Regards, {{Signature}}

Events are a great place to find people who are interested in your product/service. As it’s a mutual conversation, this should be a relatively easy response to receive – as long as you’re polite and get to the point of your message quickly.

2. After a recent business meeting

You have got it together! — whoever you’re emailing is invested in your relationship. They just spent their time meeting with you, and they’re probably going to read your follow up.

But how can you go beyond opens and increase replies? Its by writing the right kind of follow up email.

Subject: Nice to meet you!

Hi {{Name}}, It was great to meet up with you and learn more about you and your role at {{company}}. I now fully understand the complications that you have been facing with respect to {{a pain point discussed in the meeting}} and how it can make it difficult to {{whatever the pain point prevents them from doing}}. As discussed, I’ve attached some more information about our solution and how we can assist you with {{pain point}} and solve {{specific business issue}}. Please do let me know if I can be of anymore help to you I’d be happy to connect. If not, I look forward to meet you on {{predetermined meeting day/time}}. Regards, {{Signature}}

While using this follow up email template its important that you do the work for them. Recap everything so all they need do is confirm that A) they received your email, and B) your summary is accurate.

3. Follow up email template for your Job Interview

You just walked out of a great interview and want to set yourself up for success. How do you balance being polite with standing out from the rest of the candidates for the job? Here is the right kind of follow-up email template that you can use.

Subject: Thank you for your time and insight

Hi {{First Name}}, Thank you for meeting with me {{This morning / yesterday}} to discuss {{job role}} position on the {{Department}} team, and what you are looking for from a {{job role}}. I love how {{Element of company culture or role responsibilities that you discussed}}. It was great to hear about {{Something that aligns with your passions}}. Work culture lively like this is something that I am very excited about! I also appreciate you being vocal and transparent about {{Another point of discussion}}. I’m pleased to know that you feel that way. Thank you again {{First Name}}, and I hope to see you again soon! Regards, {{Signature}}

Remember that, Whoever you talked to has a busy schedule. They spent their valuable time on your interview. Show them it wasn’t wasted. Also, The individuals you interviewed with are all colleagues, which means they talk. Don’t be the interviewee who blasts the same thank-you email to everyone.

4. Follow up for due payment

Clients who cannot pay you on time will come your way. Consequently, you should always be ready to deal with outstanding payments in the best possible way. Naturally, asking for payment in an email can be awkward and hard to communicate effectively. Therefore, here’s a follow up email template to help you out.

Subject: Invoice {{Invoice Number}} overdue for 1-2 weeks

Hi {{First Name}}, I hope you are doing well. I want to follow up on the invoice I emailed on {{Date}}. You were suppose to make the payment on {{Date}} but I haven’t received the payment yet. I just wanted to make sure that the email reached you and it isn’t lost somewhere in your inbox. Would you please check on it? I’ll be happy to resend if necessary. Otherwise, I look forward to receive payment as soon as possible. I really appreciate your help! Thanks! Regards, {{Signature}}

To request due payment, it’s important to first make sure there was no error or miscommunication about the invoice. Send a polite email to your client explaining that the payment is now past due and ask to make sure they received the initial invoice and there were no problems with it.

5. Final follow up email template

There will be some prospects who wouldn’t have responded to any of your emails. But before giving up on them, as one last effort, you try to get them to respond by sending one last follow up email.

Subject: Thanks from {{Company Name}}

Hi {{FirstName}}, I wanted to reach out to you one last time regarding {{value proposition}}. If I don’t hear back from you, I’ll assume that the timing isn’t right and I won’t contact you again. If I can be of assistance, you can always reply to the message and I’ll be more than happy to help you. Thanks for taking the time earlier to discover {{your product / service}}. Goodbye for now. Regards, {{Signature}}

The last email should never express any displeasure because the prospect didn’t respond to your email. Your email should thank them for their time and leave room for a future conversation.

6. When they ask you to circle back later

These are prospects who may be interested in your solution but it may not be a top priority at that time or what you offer may lack something they are looking for. All you need to do is send a circle back email. Mark your calendar and send a follow up email to them at the right time.

Subject: {{First Name}}, ready to continue the conversation?

Hi {{First name}}, The last time we spoke, you asked that I get back in touch in {{number of days}} regarding {{topic covered last time}}. So I wanted to reach out and follow through on that. Have you had the chance to look over my proposal and think about what we previously discussed? I’d be more than happy to do a quick recap of everything on the phone and to answer any pending questions you may have. How does your calendar look this week for a chat? Regards, {{Signature}}

In your follow up email, highlight the last conversation you had, refreshing their memory and helping them understand the context of your email. Whenever possible, your follow up message should give the prospect an overview of what has changed since the last time you spoke and why now would be the right time to sign up for your product.

7. Following up after no response

These prospects may have checked your email but didn’t respond for some reason. Or worse, they didn’t even notice your email because it was probably lost amongst other emails in their inbox. In your follow-up, be specific on how you can help them and emphasize that you are reaching out only because you truly believe that your product is a great fit for them.

Subject: A gift for you and your company

Hi {{Name}}, I know how busy you must be managing your team and helping them increase {{job function}}. I sent you some information about {{your product / service}} a while ago and I thought this might be a good time to give you a practical demonstration. I’ve attached a few vouchers that you can use to access {{product / service}}. Feel free to share these with your staff and colleagues. I’d be very interested to hear what they think of it. I would really like to have 30 mins of your time as I feel we can really add value to your {{area of operations}}. Can we book a call or a meeting? Regards, {{Signature}}

They are likely to have missed your email or they might be busy. It’s important to follow up, restate the details, keep it short and clear and also provide value.

8. Asking for a meeting

There are prospects who show an interest in your product, engage with your emails but suddenly go cold. It could be because solving that specific pain point may no longer be a priority for them. Or they may have decided to go with another product, or they just got busy.

Having shown an interest in your product earlier, you cannot give up on these prospects and you keep sending follow-ups to get a response. So, here’s a follow up email template for that.

Subject: {{First Name}}, free for a coffee? On me!

Hey {{First Name}}, I would love the opportunity to connect over coffee to learn more about your experience with {{industry}}. Currently I am doing {{role}} at {{company}}, and am very interested in learning more about {{detail from last conversation}}. I know you must be very busy, so thought it might be a good idea to catch up you when you step out for a coffee this Wednesday or Thursday at {{time}}. The coffee is on me. Just let me know! Regards, {{Signature}}

Since you have no clear idea why the prospect suddenly went cold, you simply have to take a different approach until you get a response. To follow up send an email that indicates clear and fun communication, which might get them to respond. The goal is to keep reaching out until you get a definitive answer – be it yes or no.

9. Follow up sample email to someone who missed a meeting

If you have attended several meetings, you know how common no-shows are nowadays. Handling them as a customer service provider can be complicated. So, how can you ask your client for their valuable insights in a polite way when they missed a meeting.

Subject: Your Presence Was Missed – Recap of Our Recent Meeting

Hi #Prospective client#, I hope this email finds you well. We missed having you at our recent meeting, and I wanted to make sure you’re up to speed with the key points discussed. Here’s a quick recap to keep you in the loop: Date: #Meeting Date# Time: #Meeting Time# Agenda Highlights: #Briefly mention the main topics discussed# #Another key point from the meeting# #One more essential takeaway# We value your input and opinions, and your presence at the meeting is always appreciated. If you have any questions or need further clarification on any of the discussed topics, don’t hesitate to reach out to me. Your insights are crucial to the success of our marketing efforts. Thank you for your understanding, and we look forward to seeing you at the next meeting. Regards, #Signature#

10. Asking for a referral

You may have reached out to a company that may have a need for your solution. But sometimes you may get connected to the wrong person. All you have to do is try to find the right decision-maker, who can understand how your product/service can help them. And you can do this by following up with the prospect and requesting them to connect you to the right person.

Subject: Could you help me find the right person?

Hi {{First Name}}, I sent you an email a few days ago about {{product / service}} and it was only afterward that it struck me that I might be barking up the wrong tree. My company offers {{your product / service}} which I think would be a perfect fit for {{company}}. Are you the right person to speak to regarding this? If not, could you help me find the relevant decision maker? I look forward to your response! Thanks! {{Signature}}

Not every prospect on your list will be a decision maker. And that could be a reason why your emails are not getting a response. In your follow up, give a recount of your previous email and reiterate how your product will improve their business.

11. Schedule change email sample

Have you ever encountered a scenario where you were expected to participate in a meeting but had to reschedule it due to unforeseen circumstances?

Such situations may arise due to multiple reasons such as conflicts with other meetings, changes in the company’s schedule, or unexpected illnesses.

Informing colleagues or clients about the need to reschedule a meeting through an email with sufficient notice is the most polite and considerate approach in such a situation.

Here is a sample that can help you.

Subject:Important: Schedule Change for Our Marketing Meeting

Hi #Prospective client#, I’m writing to inform you about a change in our scheduled marketing meeting. Due to unforeseen circumstances, we need to adjust the meeting time. I apologize for any inconvenience this may cause. New Date and Time: #New Date and Time# If the new time doesn’t work for you, please let me know, and we’ll find an alternative that suits your schedule. Please confirm your availability for the new schedule by replying to this email or giving me a call at #Your Contact Number#. Your participation is crucial, and I value your input in our marketing efforts. Once again, I apologize for any inconvenience, and I appreciate your understanding. Looking forward to connecting with you soon! Regards, #Signature#

12. Status update email template

Effective and ongoing communication forms the basis of most projects. Utilizing project status update emails is a valuable method to enhance communication and foster stronger relationships with your team, management, clients, and other stakeholders.

This approach facilitates transparency by sharing project details, providing regular progress updates, offering budget insights, and outlining forthcoming tasks.

Here is example of status update email template you can use

Subject:”Project Update: #Task update# and Next Steps”

Hi Team,, I wanted to give you a quick update on our current project. As of now, we have completed #percentage# of the #task#, and everything is running smoothly within the allocated budget. The next step is to #your next step#, which is scheduled to begin next week. If you have any questions or concerns, please feel free to reach out. Regards #Signature#

Conclusion

Timely follow-up emails might just be the thing that allows you to finalize and close a major deal. By implementing these follow-up email templates in your process and tailoring them to your prospects, you’ll sound professional, helpful, and thoughtful in your communication. 

You can use Safemailer’s free cold email marketing software to schedule your follow up emails.