How to Write a Follow-Up Email at Work: 7 Tips

A follow-up email is a communication sent to gain additional information about a previously discussed topic. You might send a follow-up message to a hiring manager after a job search inquiry, a potential client as a sales follow-up, or an acquaintance who hasn’t yet responded to an event invitation.

Though a phone call might suffice, a follow-up email allows the respondent to reply when they have time. You might send a follow-up email to:

• Ask for more information: Requesting additional information about a previous email exchange fuels most outreach. You might send a polite follow-up to check in about a résumé you submitted for a possible job. If you’re a salesperson, you might reach out to customers about pain points experienced in your service or follow up on cold email campaigns.
• Check in: You might write a follow-up email to stay connected with valuable professional contacts whom you don’t talk to regularly but know may benefit your future career.
• Request a meeting: Perhaps you met a professional contact at a networking event, and now you’d like to meet them one-on-one to discuss a business proposition. Or perhaps you’ve contacted someone through an initial email exchange, and now you’re requesting an in-person meeting.
• Say thank you: You might write a professional thank-you email to express gratitude for a referral or interview or to a client for choosing you over other competitors. Saying “thank you” reflects well on you and your business, which can help create future opportunities. Learn how to write a thank-you email after an interview.

The language of your follow-up email will depend on your particular situation and your relationship with the addressee. Use these steps as a guide:

1. 1. Identify your goal. Ask yourself what you’d like to get from sending a follow-up email. Have you sent a potential employer a cover letter and résumé, received no response, and you’re following up to find out if you got the job? Are you requesting an interview or meeting? Before writing the opening line, know what you hope to get from the exchange.
2. 2. Craft your subject line. A good email subject line can improve the likelihood of your recipient opening your email, especially if you’re reaching out to a stranger. Whether it’s your first follow-up or your fifth, choose a subject line that captures attention about the specific subject matter. Business author Daniel Pink finds utility and curiosity to be the most valuable strategies for writing good subject lines.
3. 3. Open with specifics. Get right to it by reminding the recipient about any previous email or encounter you’ve had with them. They’re more likely to continue reading if you remind them that they know you from your last email or any other prior exchange.
4. 4. State your purpose. After a brief intro, explain why you’re sending a follow-up email. Be polite, professional, and concise. If applicable, include a call to action (CTA) with specifics. For example, suggest a date and time for a meeting and ask if that works for them.
5. 5. Add an incentive. If you’re a salesperson hoping for new clients, increase your number of follow-ups by adding an incentive, such as a webinar, samples, or other digital resources to inspire the recipient to reply.
6. 6. Sign off. Close your email in a way that reflects your relationship with the recipient. A professional yet warm “best regards” works in most cases.

To improve your follow-up emails further, follow these helpful tips:

1. 1. Always be courteous. Be polite and professional. Include a formal salutation, the recipient’s name, and the company name, if applicable.
2. 2. Be concise. Be mindful of the email recipient’s time. The shorter the email, the better.
3. 3. Consider timing. The time you wait before sending a follow-up email depends on the circumstances. If you’re waiting to hear back from a prospective employer, wait two weeks before sending a follow-up. If you’re sending a thank-you note for a meeting, you can send a follow-up email the same day or the following day.
4. 4. Include your original email. If you’ve sent a previous email, recap pertinent information and attach the original to the follow-up so the recipient won’t have to search for it. Include any attachments, such as cover letters or résumés.
5. 5. Proofread. Be sure to read your email over and check for errors before sending it. Double-check that the names are accurate, and watch out for spelling or grammatical errors.
6. 6. Send more than one follow-up. Sometimes, it may be necessary to send more than one follow-up email. Keep your tone friendly and professional.
7. 7. Use templates if needed. If you feel uncomfortable crafting your own email, use a follow-up email template or find follow-up email examples online to guide you.

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