November 8, 2021

Follow-up Email Templates and When to Use Them

Follow-up Email Templates and When to Use Them

You’ve sent your cold emails, and now it’s time for the second touch. This is the crucial part because it is where you convert leads and prospects into clients.

It’s quite normal to get low response rates for the first email, so the follow-up email is always important.

However, people’s email inboxes are usually always filled with plenty of other messages that they already don’t plan to read. If your first email didn’t get a response, how can you ensure that your second email will?

That’s exactly what this article is here for. These follow-up email templates can catch and maintain your readers’ attention, long enough for them to at least send you a response.

We also categorized each template according to the best time to send them, so you can optimize sending your follow-up emails and maximize your response and close rates.


After the First Meeting

These email templates are best used after meeting up with a lead and after giving a sales pitch. You may have thought that the meeting went well, but you’re wondering why you aren't  getting any response at all.

These follow-up email templates can help you check.

Subject: I have the information you requested

Hi [Name],

I’m sending this email to thank you for the opportunity to discuss [topic] on [day].

Regarding your concern on [concern], I know I promised to give you more info. Here are some attached documents containing what you requested.

Please let me know if you’ve had a chance to take a look and would like to discuss the matter further. You can call me at [your number] any time.


This template works best when a meeting ends with some (but hopefully, not a lot!) of unanswered questions, especially when the inquiry involves technical concerns.

It creates an easy excuse to follow up, which you might even turn into another meeting if the lead is willing.

Subject: Are you ready for a follow-up?

Hi [Name],

I’m sending this email to thank you for your time in our last meeting. I was wondering how you’d like to move forward with our conversation.

If you’re interested, feel free to let me know how you would like to proceed. You can either reply to this email or call me at [your number] any time.



This follow-up email template is no-frills and is straightforward. Perhaps the conversation just left the client’s mind, and a simple follow-up was all that was needed.


When the Lead has to Consult with the Decision-Maker

Subject: Here’s more info on [Company Name]

Hi [Name],

Thanks for taking the time to hear me out on [day]. I’m really looking forward to seeing how this relationship goes.

I recall you mentioned that you would need to consult with [person] before deciding. I’m quite eager to hear their thoughts on this.

Would you happen to have time to discuss how we can move forward? Please let me know!


Sometimes, the lead you talked to is not the one calling the shots. The meeting may have ended with them saying that they’ll consult their boss or their colleagues.

In these cases, it’s best to give them 4-5 working days before using with these follow-up email templates.


After a conference or networking event

Subject: Here’s that info you requested at [event]

Hi [Name],

That conference was great! I hope you had a good time, and I would like to thank you for expressing interest in [company name].

I learned that [objective] is a high priority for your company, so I thought it would be a good idea to contact you.

I remember the conversation we’ve had about [topic],so I thought you’d appreciate me sending [information] to you. If you’re interested and would like more information, I’d be more than happy to have a quick phone call or meet up.

Let me know if you have any questions or would like to talk about this in more detail. You can call me any time.


Events like trade shows and conferences are great networking opportunities that allow you to meet new leads. It’s also easier because people are there to make new business connections, so any follow-ups you send are less likely to be ignored than other emails.

If you’ve received contact details from a lead in a networking event, they’ve more likely already expressed some form of interest. In your follow-up email, make sure to capitalize on the conversation you’ve had to make things sound natural.


After leaving a voicemail

Subject: Tried to call you

Hi [Name],

I just tried to call you, but it seems you’re a little busy right now. No worries, I understand!

Please call me back on [number] or let me know when you would like for me to call again.

Looking forward to hearing back from you.


This follow-up email template is best used when a prior conversation involves an agreement to call on a certain date or time.

It works because you’re capitalizing on the sense of urgency that a missed call creates, and this gives your email a better chance of being read and responded to. 



When it comes to sending follow-up emails, most of the time, the “when” and the “how” are just as important as the “what.”

Follow-ups are not just a one-and-done deal. No matter how much a lead may need your product, they will buy when they are ready to buy.

This is why it’s important to be consistent and prepare for the long game with multiple follow-ups.

When you have hundreds of leads, it might also be a good idea to use a CRM system to keep everything organized. The last thing you want to happen is to get a call from a lead, and you have no idea how your last conversation went.

Hopefully, our follow-up email templates have been useful for you. Let us know your experiences when it comes to sending follow-up emails!

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