Effective communication is the lifeline of business relationships. Email continues to be a dominant communication channel, with 73% of businesses relying on it for important announcements. In fact, 38% regard email as their most effective means of communication. 

But we’ve all dealt with the frustration of unreturned emails and missed connections. That’s why mastering professional follow-up emails is so vital for succeeding in the modern business landscape.

In this article, we’ll explain what makes a stellar follow-up email and provide 16 follow-up email examples and templates to boost engagement and drive sales.

What is a follow-up email? 

A follow-up email is a professional email sent to a client or prospect that you have contacted previously but have not heard back from. The main goal of a follow-up email is to generate a response. A follow-up email can also reiterate action items, remind someone of something important, or request additional information. 

The impact: Why your follow-up emails matter

A follow-up email pushes communication forward rather than allowing it to taper off. It picks up where your last exchange left off and aims to accomplish one or more of the following:

  • Re-establish communication after an initial conversation
  • Gather feedback or updated information  
  • Maintain relationships post-meeting, interview, or negotiation
  • Remind the recipient of pending requests or overdue information
  • Reiterate the next steps, deadlines, or obligations 
  • Close a deal or encourage sales
  • Stay top-of-mind for a potential client
  • Express thanks, provide additional value, or address concerns

Well-crafted follow-up emails nurture leads, build partnerships, sustain client success, and ultimately grow your business. 

Need a quick answer? Here's a general follow-up email example you can use for most situations:

Hi [Name], 

I just wanted to follow up about [topic]. I haven't heard back from you or your team. Let me know if there is someone else I should reach out to or if you have any questions. I am here to help! 

Looking forward to chatting, 

[Your name]

Crafting the perfect follow-up email: 6 best practices

First impressions stick, even through email. You want your follow-up messages to be thoughtful, tactful, and polished. Here are a few best practices to keep in mind next time you send an email. 

1. Strike the right tone

Maintain a professional and patient tone — even after multiple attempts. Try to find a balance between being respectful and assertive. The last thing you want is for your email to appear pushy.  

3. Make it personal

Professionalism does not mean a lack of personalization. Using the recipient’s name and referencing conversation history helps people feel like people rather than a bullet on your to-do list. 

5. Keep it simple 

Respect the recipient’s time. Be clear and concise in summarizing context, stating your purpose, and detailing optimal next steps. 

6. Get the timing right 

Balance proactive communication with patience. Typically, 24 hours is enough time for people to process initial conversations before circling back. 

Birdeye – all-in-one platform

Improve customer communication and follow-up with Birdeye.

Critical elements of effective follow-up emails

An inbox is a competitive place to be. You’re vying for your prospect’s attention in a sea of other people doing the same thing. If you want a response, you have to earn it. And while there’s no one-size-fits-all solution to crafting the perfect follow-up email, there are a few elements every good email should include. 

Graphic showing critical elements of effective follow-up emails.

1. Subject lines 

Craft email subject lines that reference previous communication to jog the contact’s memory. Be clear, personalized when possible, and compelling enough to stand out while avoiding hyperbole.  

2. Email body

Keep the body of your email focused and on point. Reiterate any essential points from your previous interaction, and clearly state any action items or explain what you hope to achieve with your follow-up.

3. Call-to-action  

Conclude your email with a clear call-to-action (CTA). Whether it’s scheduling another meeting, signing a deal, or something else, your CTA should be simple and actionable. Remember: A clear CTA goes a long way in boosting response rates. 

4. Signature

Include basic contact information and your full name. This ensures the recipient knows who you are and how to contact you.   

→ TruForce used Birdeye to track, manage, and communicate with customers via  text, email, social media, phone calls, and more. Read the full case study to learn how they did it. 

Examples of follow-up emails for different scenarios

The specifics of an impactful follow up email depend mainly on context. If you’re not sure what to say or how to say it, here are some examples of follow-up emails for common scenarios:

1. Follow up email after business meeting example

Follow up email example for after a business meeting.

Purpose: This business follow-up email example expresses thanks, reinforces discussed topics, shares requested info, and outlines the next steps.

Subject: Thanks for the great meeting yesterday!


I enjoyed our conversation yesterday and loved learning about [topic discussed]. The projects your team is working on at [Company] sound impressive. 

As we wrap up Q3, I understand this is a hectic time for you. Please find the [requested document] attached. Feel free to reach out if you need any other details on [topic].

Thanks again for your time. I look forward to continuing our discussion and helping [Company] accelerate growth in any way possible. 


[Your name]

2. How to follow up after an interview example

Purpose: This business follow-up email example thanks the interviewer and reiterates interest and fit.  

Subject: [Interviewee name] Interview Follow-Up

Dear [Hiring manager name],

I wanted to send a quick thank you note for taking the time to interview me yesterday for the [position name] role at [Company]. 

Learning more about the position and [Company’s] vision and culture made me even more excited about this opportunity. I am confident I would thrive supporting [goal/need discussed] and adding value from day one. 

Please pass along my appreciation to your Team. I’m happy to provide any other information needed throughout the hiring process. Looking forward to hearing from you regarding next steps.


[Your name]

3. How to ask a client if they are still interested after a proposal

Purpose: To thank the client for the chance to chat, reiterate deliverables and value, and, hopefully, land a sale. 

Subject: Great chat! Let’s discuss next steps. 


On behalf of the Team, thank you for having [Company] in to present our proposal for [project name/description]. 

As outlined, by leveraging [solution/approach proposed], we feel confident providing exceptional [deliverables] on schedule and budget. Having worked on [similar projects successfully delivered] in the past gives us profound insight into achieving your goals.

Please feel free to reach out with any other questions. 


[Your name]

4. Sample email for updated status

Purpose: To politely check in on project status or requested information. 

Subject: Checking in on [project]

Dear [Name],

I hope you’ve had a great week so far! 

I wanted to quickly check on the status of the [project name] we last corresponded about on [date]. Correct me if I’m wrong, but I believe you’d planned on having [results, document, decision, or other info] ready to share by early this week.  

Please let me know the updated status whenever you have a moment. I’m happy to assist however possible in moving this project across the finish line.

Thanks in advance,

[Your name]

5. Sample follow up email after no response 

Sample follow up email for when you received no response.

Purpose: To follow up on a previously sent email that has yet to receive a response.

Subject: Just Circling Back Regarding My Previous Email

Hi [name],

I wanted to follow up on the email I sent last week regarding [subject of previous email]. I understand you’re busy, but I’d appreciate any updates or thoughts you might have.

Please let me know if there’s a better time to discuss this further.

Thanks for your attention to this matter.


[Your name]

6. Sample review request follow-up template

Purpose: To remind a customer to leave a review after an initial request.

Subject: Quick Reminder – Please Share Your Experience with Us!


I hope this message finds you well. A little while ago, we asked for your feedback on [product/service] you recently tried. Your insights are valuable to us and help us continue to provide top-notch experiences.

If you haven’t had a chance yet, we would greatly appreciate it if you could spare a few moments to share your thoughts. Your review doesn’t only help us – it also helps fellow [your industry, e.g., “technology enthusiasts”] make informed decisions.

Leaving a review is quick and easy – just click here [insert link to review platform].

We look forward to hearing your thoughts!


[Your name]

Customer Experience Team, [Company]

7. Post-purchase follow up email example

Purpose: To thank a customer for their purchase.

Subject: Thank You for Choosing [Product/Service]

Hi [name],

We wanted to take a moment to thank you for choosing [product/service]. Your support means a lot to us, and we’re committed to ensuring you have the best experience possible.

If you have any questions or need assistance, our Team is always here to help. Also, we’d love to hear your feedback once you’ve had a chance to use [product/service].

Thanks again, and we hope you enjoy your purchase!

Warm regards,

The [Company] Team

8. Event registration reminder

Purpose: To remind a contact about an upcoming event.

Subject: Last Chance to Register for [Event]

Hi [Name],

Just a quick reminder that registration for [Event] closes soon. Don’t miss out on this opportunity to [benefit of Event].

[Event Date] is just around the corner, and we have an exciting lineup of [speakers/sessions]. Secure your spot today!

Register here: [link]

Looking forward to seeing you there!


[Your name]

9. Post-event follow up email example

Purpose: To thank someone for attending an event and provide additional resources.

Subject: Thanks for Joining Us at [Event]!

Hello [Name],

It was great to see you at [Event]! Thanks so much for coming. We hope you found it informative and enjoyable. 

Attached are some resources related to the topics we discussed. Feel free to reach out if you have any questions or want to discuss anything further.


[Your Name][Your position], [Company]

10. Customer feedback follow up email example

Customer feedback follow up email example template.

Purpose: To address a customer’s feedback.

Subject: We Value Your Feedback

Hi [Name],

Thank you for sharing your recent experience with [product/service]. We take your feedback seriously and are always looking for ways to improve.

We’re sorry to hear that [specific issue]. We have taken the following steps to address this: [solutions].

Your satisfaction is our priority, and we hope to provide a better experience in the future.


[Your Name][Your Position]

11. Post-demo follow up

Purpose: To follow up after a sales demo.

Subject: Your Thoughts on Our Recent Demo?

Hi [Name],

Thank you for attending our recent demo of [product/service]. I hope we clearly explained how it can benefit [prospect’s Company].

I would love to hear any feedback or questions you might have. If you’re considering moving forward, let’s discuss the next steps.

Looking forward to your thoughts!


[Your name]

12. Checking in with a cold lead

Purpose: This email template can help you win back the attention of a cold lead.

Subject: [Name], I’m here to help.

Hi [Name],

I haven’t heard from you in a while. I wanted to check in to see how things are going at [prospect’s Company].

We recently launched [new product/feature/service] that might align with your current needs. Would you be open to discussing how we can support [prospect’s Company]?

Looking forward to hearing from you.


[Your Name]

13. Post-free-trial follow up email example

Purpose: To convert a free trial user to a paying customer. 

Subject: Don’t Let Your Free Trial End!

Hi [Name],

Your free trial for [product/service] is ending. We hope you’ve enjoyed the experience!

To continue benefiting from all the features, please consider upgrading. If you have any questions or need assistance, we’re here to help.

Upgrade now to keep enjoying [product/service]!


The [Company] Team

14. Customer support follow up email 

Purpose: To ensure customer satisfaction post-support.

Subject: Is Everything Resolved to Your Satisfaction?

Hi [customer name],

I’m following up to ensure you received the help you needed with [specific problem]. Our Team was happy to assist, and we hope we were able to address all your concerns.

If there’s anything else we can help you with, please don’t hesitate to reach out.

Your experience is important to us, and we’re here to ensure you get the most out of [product/service].

Best wishes,

[Your name][Your position]

15. Information request follow-up

Information request follow-up email template.

Purpose: To follow up on an information request that has yet to receive a response. 

Subject: Still Interested in Learning More About [Product/Service]?

Hi [Name],

I’m following up on your information request about our [product/service]. I wanted to ensure you received all the necessary details and see if you have any further questions.

Feel free to reply to this email or call me directly at [your phone number]. I’m here to help!


[Your name][Your position], [Company]

16. Appointment reminder follow-up

Purpose: To remind a client of an upcoming appointment.

Subject: Reminder: Upcoming Appointment on [Date][Name],

This is a reminder about your appointment with us on [date and time]. We’re looking forward to discussing [the purpose of the appointment].

If you need to reschedule, please let us know at your earliest convenience.

See you soon,

[Your name][Your position], [Company]

Follow-up email FAQs

How do you politely follow up on an email?

Recap context in 1-2 sentences. Restate any open questions or requested actions. Then, ask if the recipient needs clarification or help making a decision. Close by expressing eagerness to continue the conversation.

How do you write a follow up email?

Address the recipient by name. Open by briefly summarizing previous communication. Explicitly state your purpose for following up. Provide any additional information requested. Finish by posing open-ended questions to prompt engagement and outlining optimal next steps.

What can I say instead of just following up?

Rather than stating that you’re “just” following up, consider the following options: 
– Any updates on [topic]?
– What do you need from me before [Event]?
– Touching base about [topic]?
– How can I help with [issue]?
– What questions do you have about [topic]?
– I wanted to revisit [topic].
– Continuing our conversation on [topic].
– Seeking an update on [project].
– Has there been any progress on [issue]?
– Quick reminder about [topic].

What is a gentle follow up email?

A gentle yet focused follow-up briefly recaps background details. It then checks the status of projects or requests requiring updates without assumptions or urgency. Close with appreciation for the recipient’s time and attentiveness.

Streamline client communication with Birdeye

With the follow up email examples and templates listed above, you’re ready to take customer communication to the next level. The best part is that you don’t have to do it alone. 

While juggling everything on your to-do list, it’s easy for once-promising conversations to slip through the cracks. Breakdowns in communication carry consequences ranging from dissolved partnerships to lost customers. Luckily, Birdeye is here to help. 

Birdeye is an all-in-one marketing tool and CRM that helps you turn laborious follow-up into a streamlined process. Communicating with customers has never been easier. Ready to give it a try? Watch a free demo today.

Watch demo