Ghosted? How (and when) to send a follow-up email after no response [+ 18 examples]

I still remember the first time a near-perfect deal went ice-cold on me. The CFO had nodded through my ROI slide, asked for the contract “by Friday,” and then… nothing. No reply to the DocuSign reminder. No answer to my polite voicemail. Just digital tumbleweeds.

Early in my career, I took that silence personally. Today, after closing enterprise deals on five continents, I know better: Most inboxes are war zones, and even the most interested buyers will ghost you when fire drills hit their calendars. That’s why a thoughtful follow-up email is non-negotiable.

I’ve learned that the real art of follow-up lives in the nuance. The tone. The timing. The respect you show for their bandwidth, while still anchoring the value you bring to the table. Because in sales, silence isn’t rejection. It’s often a test of patience, persistence, and your ability to re-enter the conversation with clarity and care.

So if you’ve ever stared at an empty reply chain and wondered, “Should I ping them again or let it die?” this post is for you. Let’s dig in and turn radio silence into real conversations — and closed revenue.

Table of Contents

• Why send a follow-up email after no response?
• How to Write a Follow-Up Email After No Response
• Sending a Second Follow-Up Email After No Response
• Tips for Sending a Follow-up Email After No Response
• Follow-Up Email After No Response: Mistakes to Avoid
• Follow-Up Email Example
• Follow-Up Email Templates

30 Free Follow-Up Email Templates

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• Workplace Colleagues

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Why send a follow-up email after no response?

I used to think silence in my inbox meant “not interested.” Then a CMO I’d been chasing finally replied on my seventh touch: “Sorry, your first email was great. It just sank beneath 600 unread messages. Glad you stayed on my radar.”

That single reply turned into a six-figure SaaS contract. It also taught me three truths that data now backs up:

Why It Matters in the Inbox Jungle

1. People aren’t ignoring you. Your message just isn’t the fire they’re putting out right now. A short, value-added follow-up rescues your email from “page two” of their inbox.
2. Buying cycles are nonlinear. The average B2B deal now involves 6–10 stakeholders and months of internal alignment. A timely check-in surfaces new decision-makers and keeps momentum alive.
3. Follow-ups demonstrate professionalism and care. When I recap key takeaways or drop a resource tailored to their challenge, prospects tell me it feels like free consulting, not spam.
4. Opportunity cost is real. Every unopened proposal, demo, or intro call you don’t chase is a pipeline left on the table. In my own Q3 review last year, 42% of closed-won revenue started as a “non-response” thread I revived.

Bottom line: A thoughtful follow-up email isn’t nagging — it’s good stewardship of both your prospect’s time and your quota. Skip it, and you’re banking on luck; send it, and you leverage a proven, compounding advantage.

Let’s be real: Ghosting happens. Even after a solid call or a personalized cold email, your prospect might disappear. Not because they’re not interested, but because they’re human. Their priorities shift. Their inbox floods. Their kid got sick. The board changed direction.

Over the years, I’ve learned that following up is more of an art than a science. You’re not just sending another ping. You’re navigating emotion, timing, trust, and attention. And most importantly, you’re doing it without losing posture.

Here’s how I structure follow-up emails that revive conversations — without sounding needy or transactional.

1. Don’t follow up too quickly.

I’ve seen so many reps make this mistake: They send a killer first email … and then follow up the next day like a Labrador begging for a treat. That doesn’t build trust — it creates anxiety.

The first 48 to 72 hours after an email are a crucial window. It’s when your message either gets opened, forwarded, flagged for later… or buried under 200 others. That’s why I never follow up before at least three full business days have passed. Sometimes even longer, especially with execs.

Respect the pace of your buyer’s world. Give your message time to marinate before you jump back in. Otherwise, you risk becoming noise.

2. Include a close — even if it’s a soft one.

Most reps never close the loop. They just “circle back” or “check in” endlessly — until they’re ignored out of mercy. That’s why I always include a close, even when I’m not sure where the prospect stands.

And no, I don’t mean an ultimatum. I mean a respectful out — something like:

“Totally understand if priorities have shifted. If it’s not a fit right now, I’ll close the loop on my side — but happy to revisit when the timing feels better.”

You’d be surprised how often that nudge gets a real response. The prospect doesn’t feel cornered. They feel like you value their time and your own. That alone puts you in the top 5% of sellers.

3. Resist the urge to resend your first email.

Here’s a hard truth I had to learn early: If they didn’t reply the first time, just forwarding the same message won’t magically change that. The problem isn’t their inbox. It’s your message.

So instead of hitting “forward,” I reframe. I revisit the core pain point, add a fresh insight, or tie it to something new, like a shift in the market, a funding announcement, or a recent quote from their CEO.

This shows I’m not just following up out of habit. I’m paying attention, I’m adapting, and most importantly, I’m here to help, not harass. That subtle shift in tone can be the difference between a deleted message and a booked call.

4. Write an authentic subject line.

Subject lines are your first impression — and I treat them like a handshake. No fake “RE:” threads. No clickbait. No “Just checking in.”

Instead, I write subject lines that are specific, human, and curiosity-driven. A few examples I’ve used that performed well:

• “Saw this in your roadmap — quick idea on [insert topic]”
• “Helping RevOps teams cut onboarding time — worth a look?”
• “Noticed [trigger] at [Company] — here’s a quick thought”

These lines aren’t magic. They’re just honest. They promise something relevant and useful. That’s what busy people open.

5. Include a reminder of your last touchpoint.

You’d be amazed how many reps forget this step. The person you’re emailing is juggling dozens of conversations, and likely doesn’t remember yours in full detail.

That’s why I always start my follow-up by re-grounding them in our last exchange. For example:

“When we connected last week, you mentioned that reducing churn in your onboarding flow was a big priority for Q3…”

This isn’t just polite, it’s anchoring. You’re pulling the thread forward and reminding them that this conversation has relevance. That’s how you stay top-of-mind, without starting from zero.

6. Keep the body of the email as short as possible.

I’m ruthless when it comes to follow-up email length. If it feels like a chore to read, it won’t get read.

I usually follow a 3-sentence structure:

1. Reminder. Context or insight from the last touchpoint.
2. Value. New data point, resource, or perspective.
3. Next Step. CTA with clear time or action.

That’s it. No fluffy intros. No novel-length pitches. Just a clean, helpful, easy-to-digest message. I’ve closed five-figure deals from emails under 100 words — because brevity signals confidence.

7. Include a clear call-to-action at the end.

The biggest follow-up sin? Ending with “Let me know.” That puts a burden on them, and busy people avoid friction.

I always include one low-friction CTA. That could be:

• “Does Thursday at 2 p.m. or Friday at 11 a.m. work for a quick sync?”
• “Want me to send a few bullet-point ideas your team can review async?”
• “Should I circle back next month once [initiative] is further along?”

Your job is to guide, not chase. A clear CTA turns ambiguity into movement. And even if the answer is “not now,” you’ll at least get clarity — and save time on both sides.

Follow-up is where average reps disappear — and where top performers win the deal.

It’s not about “checking in.” It’s about showing up with relevance, respect, and timing that feels human. The best follow-ups don’t just get replies. They build trust, earn attention, and prove that even after the first email, you’re still the most thoughtful person in their inbox.

That’s how you win in a world full of noise — by following up like someone who deserves a reply.

Sending a Second Follow-Up Email After No Response

Your first nudge was polite. The silence that followed? That’s your cue to pivot, not panic. When a prospect ignores your initial follow-up, it usually means one of three things: (1) your ask felt too heavy, (2) the timing was off, or (3) life simply got in the way. A second follow-up is your chance to reset the conversation, lighten the lift, and prove you’re still paying attention.

Before you hit send, run through this quick checklist:

1. Give it breathing room. I wait at least three full business days after the first follow-up — longer if I know the buyer is in quarter-close chaos or traveling for an industry event. Crowding someone’s inbox rarely speeds things up; it just trains them to skip your name.
2. Bring a fresh angle. A second follow-up isn’t a reminder alarm — it’s new value. Reference a recent win in their company newsletter, a shift in their market, or a resource tied to the pain point you discussed. Show you’ve been thinking, not just waiting.
3. Lower the friction. If your last CTA was “book a 30-minute demo,” try “worth a five-minute call to see if this is even on your radar?” Smaller asks feel safer to answer.

Below is the cadence I lean on once I’m back in their inbox.

8. Adjust your close every time you don’t get a response.

Treat each follow-up like a new hypothesis: Test a different CTA, format, or ask until you find what resonates. My progression usually looks like this:

• Follow-up #1: Meeting ask — “Are you free for a 15-minute call Thursday or Friday?”
• Follow-up #2: Light resource & micro-ask — “Happy to fire over three bullet-point ideas you can share internally — interested?”
• Follow-up #3: Referral ask — “Who on your team owns onboarding churn? I’ll reach out directly so you don’t have to play air-traffic control.”

Two rules keep me honest:

• One CTA per email. Multiple choices feel like homework.
• Make “no” easy. Giving permission to decline (“If now’s not a fit, just let me know and I’ll close the loop.”) often triggers an honest reply.

Each adjusted close does two things for you: It gathers data on what the buyer responds to, and it quietly demonstrates that you’re flexible, not pushy.

9. Don’t send a breakup email.

The infamous “Should I close your file?” note might feel cathartic, but it’s a reputation killer. Breakup emails:

• Shift the burden onto the buyer by making them feel guilty for ignoring you.
• Broadcast frustration, which erodes the credibility you’ve worked hard to earn.
• Shut the door on future timing when, statistically, many deals resurface months later.

Instead, if follow-up #3 goes unanswered, I pause the sequence, set a 90-day tickler, and resurface with something unmistakably valuable: a case study from their vertical, a product release that fixes the pain they flagged, or even a congratulatory note on a funding round. Silence isn’t a “never,” it’s a “not this minute.” Act accordingly.

Bottom line: Your second follow-up is less about persistence and more about precision. Space it thoughtfully, add fresh insight, and make the next step effortless. Do that, and even the busiest prospect will eventually hit “Reply.”

Tips for Sending a Follow-up Email After No Response

This short list of tips can help you quickly scan your follow-up email to make sure it hits all the right notes with your prospect.

Tip #1: Choose the right timing.

Daniel Merrill, founder of sales and marketing at Oncourse CRM, says, “Waiting about 48–72 hours strikes the perfect balance — it’s long enough to give your prospect time to respond, yet it keeps the conversation timely and relevant.”

Waiting for a few days gives the recipient enough time to process your previous email and attend to other priorities. If the matter is urgent or if you know the recipient’s schedule is tight, adjust your timing accordingly.

Tip #2: Provide more information.

Sometimes silence isn’t disinterest — it’s confusion. I’ve learned that when a prospect doesn’t reply, it’s often because my message didn’t give them enough to act on. Maybe I assumed they remembered our last chat, or I expected them to “get” the value without spelling it out.

That’s why my follow-ups always aim to fill in the blanks. I’ll recap the last touchpoint in one clear sentence, then add one new, relevant piece of information they didn’t have before. That might be a case study, a recent client result, or even a simplified breakdown of how we’d solve the problem we talked about.

Before I hit send, I read the email as if I were them: Would I feel informed enough to take the next step? If not, I revise. And if I’m too close to it, I’ll have a teammate scan it for clarity. When you make it easy for someone to understand why they should respond, they usually do.

Tip #3: Offer value.

If you can provide something valuable, like a free trial or useful content, you’re more likely to get a response to your follow-up email.

Timothy J. Williams, principal consultant at Thinksia, knows this all too well. “In my experience in marketing strategy and brand activation, a standout follow-up email tactic involves offering a new, insight-filled piece of content that adds significant value beyond the initial communication.”

If you kicked off the outreach with information about some of your most compelling services, the follow-up might contain a case study or whitepaper specific to the prospect’s business or industry. Be sure to think about value from the perspective of your contact. For example, I might feel like an ebook all about a problem they’re experiencing is incredibly valuable, but if they’re too busy to use it, that same content might feel like spam to them.

Tip #4: Show empathy.

I’ve learned that empathy isn’t a “nice-to-have” in follow-ups — it’s a competitive advantage. When someone doesn’t reply, my instinct isn’t to get frustrated. It’s to get curious. Maybe they’re buried in priorities. Maybe the timing just sucks. Maybe my message caught them mid-fire drill.

So I acknowledge that. A line as simple as “I know things are probably hectic on your end” or “No rush if this isn’t a priority right now” can make a huge difference. It signals that I’m not just here to push my agenda, I’m here to partner.

The truth is, people respond when they feel seen. That’s why empathy isn’t just a mindset in sales — it’s a tactic. It builds trust, lowers resistance, and keeps the door open, even when the answer is “not yet.”

Tip #5: Create urgency.

One of the biggest mistakes I see in follow-up emails? No clear reason to act now. If there’s no consequence to waiting, guess what people do? They wait. Or worse — they forget.

When I’m crafting urgency, I’m not resorting to cheap gimmicks or fake deadlines. I anchor it in real relevance. Maybe there’s a campaign launching next quarter, a budget cycle closing, or a partner window that aligns perfectly with what we’re offering.

Sometimes I’ll say: “If this is something you’re still exploring for Q3, I’d love to share a few things we’re seeing work before calendars fill up.” It’s not pressure — it’s context. It gives them a reason to prioritize the conversation without feeling cornered.

The key is to tie urgency to their world, not yours. That’s when they lean in.

Tip #6: Offer social proof.

My favorite way to convey the value of a product or service is through social proof, such as customer testimonials or case studies. When you’re selling something, the prospect needs to be able to imagine your product or service solving a problem. Social proof makes that task much easier for them.

“Whether it is a customer review on the company’s website, a star rating, or an in-depth case study, social proof leverages positive feedback from real users,” says Giuseppe Conti, professor of negotiation and influencing.

The stories, images, and tone of your social proof can also help keep conversations going. This is useful because some customers need more time to make decisions, and the hardest part might be keeping them engaged.

Tip #7: Get to the point.

Your follow-up email should be concise, focusing on the essentials without being overly verbose.

Your prospect should be able to quickly understand the purpose of your email, so stick to one main topic or question and avoid introducing new, unrelated requests or information, which can overwhelm the recipient or distract from your main objective.

Scott Gabdullin, CEO of Authority Factors, puts it best: “People get busy; emails get buried. A friendly reminder can make all the difference. Keep it short and sweet. No one wants to wade through a novel in their inbox. Briefly re-introduce yourself and the value you offer, then suggest a next step. Offer something new.”

Tip #8: Show your credibility.

When someone doesn’t reply, it’s not always disinterest — sometimes, it’s doubt. They’re wondering: Is this person legit? Can they actually help me?

That’s why I don’t just follow up with another ask — I follow up with proof. I might include a quick case study, a recent client win, or a link to a podcast where I break down a challenge they’re likely facing. Not to flex — but to reassure. To earn their attention, not demand it.

I’ve found that credibility isn’t about shouting stats but about relevance. If they’re in fintech, I’ll reference how we helped another founder in fintech cut CAC by 22%. If they’re scaling a CS team, I’ll share what’s working in that exact lane.

Your track record is your trust accelerator. So bring it into the conversation — not as a pitch, but as a quiet nudge that says: You’re not alone. I’ve helped others like you win this battle.

30 Free Follow-Up Email Templates

Follow up with colleagues, sales prospects, recruiters, and networking connections. Great for...

• Sales Prospects
• Job Recruiters
• Networking Connections
• Workplace Colleagues

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Follow-Up Email After No Response: Mistakes to Avoid

I’ve made every one of these mistakes at some point in my sales career. And when I coach reps or founders, I see the same patterns again and again, because most of us weren’t taught how to follow up after silence. We were taught how to open strong, pitch value, handle objections — but not how to rebuild momentum once it stalls.

Yet 80% of sales require at least five follow-ups to close a deal, according to Salesforce. And still, 48% of reps never even send a single follow-up email. That’s not just a lost pipeline. That’s opportunity decay in real time.

Following up isn’t just polite, it’s professional. But it has to be done right. Here are five mistakes I’ve made (and watched teams make) when following up after no response — and how to fix them.

Mistake #1: Missing Personal Touches

Let’s be honest, most inboxes are flooded with generic emails. So when your follow-up looks like it came from a template farm, you lose credibility. One of the fastest ways to get ignored is to send a canned message with zero personalization.

According to McKinsey, 71% of consumers now expect personalization, and 76% get frustrated when they don’t get it.

That’s why every follow-up I send includes something specific they mentioned, whether it’s a project they’re leading, a podcast they were featured on, or a stat I saw on their company’s homepage. You’re not writing to a lead. You’re writing to a human.

Mistake #2: Skipping Important Information

Here’s the truth: Your prospect probably doesn’t remember what you talked about two weeks ago. They’re in back-to-back calls, managing fires, and filtering hundreds of messages daily. So when your follow-up lacks context, you’re asking them to do extra work, and they won’t.

That’s why I always include a short recap in every follow-up. Just enough to jog their memory: what we discussed, what we agreed on, what’s still on the table. It’s not about repeating the original email — it’s about reframing it with clarity and relevance.

In fact, Gong.io’s analysis of millions of sales emails found that the best-performing follow-ups “re-establish the reason for reaching out” in the first few lines. No fluff, just clear value.

Mistake #3: Forgetting to Proofread

You can have the best message in the world, but if it starts with “Hi ” or references the wrong company, it’s dead on arrival.

A Grammarly Business report from 2023 showed that professionals lose an average of 7.5 hours per week due to poor communication, largely driven by errors in writing and clarity.

These days, I read every important follow-up out loud. I also use tools like Lavender, which not only check grammar but also flag tone, clarity, and subject-line strength.

The small stuff matters. Because in sales, sloppy equals untrustworthy.

Mistake #4: Not Adding a Call-to-Action

You can’t assume your prospect knows what to do next. I’ve seen reps send beautifully written emails, only to leave the reader with no clear next step. The result? Nothing.

Research from Yesware shows that emails with a single, clear CTA receive 371% more clicks than those without one. That stat alone should make this a non-negotiable.

Whether it’s “Does this Thursday work for a 15-minute sync?” or “Would you like a quick Loom breakdown?”, the key is to make it frictionless for them to say yes. You’re not just sending a message, you’re making a micro-ask that moves the deal forward.

Mistake #5: Sounding Pushy or Aggressive

Persistence is good. Pressure is not. And if you blur that line, you risk burning bridges before they’re even built.

I’ve seen reps chase prospects with “just bumping this to the top of your inbox” emails five days in a row. That’s not sa trategy, that’s obnoxious.

Instead, I follow the Buyer Enablement approach from Gartner, which shows that buyers value suppliers who help them make decisions, not pressure them into one.

That means keeping your tone helpful, not needy. Curious, not clingy. Empathetic, not entitled.

Before I send a follow-up, I ask myself: If I were them, would this feel useful, or just annoying? That lens has saved more deals than any template ever has.

Follow-Up Email Example

Below is a great follow-up email template I’ve used in the past.

Subject: Bumping this in your inbox

Hi [prospect name],

It was great to hear about your [business pain point] on our last call. I think [company name] can help you [insert benefit].

If you’re game to hear a few of my ideas on a 15-minute call, you can grab some time on my calendar link. Are you free this Thursday?

Thanks,

[Signature]

Not quite perfect? I’ve drafted many more below for specific situations. You can also use ChatGPT to explain your precise situation, tone requirements, and more, and have it generate additional ideas in seconds.

Follow-Up Email Templates

I’m about to share 18 follow-up email templates below, but first, be sure to grab our 30 follow-up email templates. They’re free to download, and you can customize them to send the perfect follow-up email.

P.S. You can also try our Email Template Builder to help with those follow-ups.

1. Following Up After Sending Resources

Sending resources is just the first step — the real impact comes from the follow-up. According to Salesloft’s 2023 State of Multithreaded Selling Report, follow-ups that reference specific content see up to 28% higher reply rates. Context turns content into conversation.

Whenever I share a deck, use case, or framework, I never assume the prospect will read it or remember why it matters. That’s why I always follow up with a short, pointed message that ties the asset back to their original pain or goal.

If I see they opened it (thank you, HubSpot tracking), I’ll say: “Noticed you checked out the onboarding guide — happy to walk you through how it helped another client cut time-to-value in half.”

If they didn’t open it? I don’t take it personally. I assume timing, not disinterest, and reframe: “Circling back on the resource I sent — built it with your [goal/problem] in mind. Let me know if you’d like a quick run-through.”

Subject: Resources list for [business name]

Hi [prospect name],

Did you have a chance to look at the [articles, resources, links] I sent last week?

Since it was a pretty long list, I’ve compiled the most useful ones below:

• [Link 1]: This is a great how-to on resolving [business pain point] — very quick read.
• [Link 2]: You were curious about [insert product feature], and this is a great summary written by my colleague.

I’d love to touch base this week and see if we can help [business name] [achieve X results]. Are you free on Friday for a ten-minute call?

Thanks,

[Signature]

Pro tip: If they didn’t respond to your first resource email, whittle it down to just one or two particularly specific resources that connect to their pain points and needs.

2. Following Up After a Meeting

A great meeting doesn’t close a deal. What happens after is what counts.

Whenever I follow up post-meeting, I treat it like a momentum builder, not a formality. I recap the key points they shared (“your top priority is reducing SDR ramp time”), highlight what we aligned on, and suggest one clear next step — usually something specific like a 30-minute ROI deep dive.

I also include one extra piece of value: a case study, a framework, or a stat that speaks directly to their problem. According to LinkedIn’s 2023 B2B Benchmark Report, 78% of buyers are more likely to respond when follow-ups bring something new to the table.

The meeting opens the door. But it’s the follow-up that gets you invited back in.

Subject: Ready to Explore [Your Product/Service] Further?

Hi [prospect name],

I enjoyed our conversation last [day of the week] about how [your product/service] can support the needs of [their company name]. I’ve attached a summary of what we discussed to refresh your memory and help further illustrate the benefits we can offer.

I understand how busy things can get, but I wouldn’t want you to miss out on the opportunity to see our solution in action. Are you available for a demo, or would you like to start with a free trial?

Looking forward to helping [their company name] achieve [specific goal discussed in the meeting].

Best regards,

[Signature]

Pro tip: Keep your tone positive and supportive, providing a gentle nudge by reiterating the potential value of your product or service and offering clear next steps to encourage further engagement.

3. Following Up After Demo

If someone took the time to sit through your demo, they’ve shown more than casual interest — but that doesn’t guarantee they’ll take the next step without a nudge.

In my experience, the post-demo window is when deals either accelerate or stall. If you don’t follow up within 24–48 hours, you risk losing momentum. I always send a recap email summarizing key benefits they reacted positively to, any objections discussed, and what happens next — ideally paired with a soft CTA like “Does Thursday at 10 a.m. work to align on next steps?”

According to a Sales Insights Lab study, 60% of buyers say “no decision” is the most common outcome after a sales conversation, not a flat-out no. Your follow-up can be the difference between a closed loop and a closed deal.

Subject: Following up after the demo last week

Hello [prospect name],

Just bumping this up in your inbox. Did you get a chance to speak to [higher-up] about moving forward with [product or service]?

If not, I’d love to set up a phone call so I can get your team started [achieving X results]. Are you and your manager available on Wednesday morning for a brief phone call?

Thanks,

[Signature]

Pro tip: Refer to the last call-to-action you established, then offer an alternative that may be more workable.

4. Following Up After a Missed Call

Missed calls happen, but silence afterward can stall your momentum. When this happens to me, I don’t chase immediately. I give it a few days, then send a short follow-up email that does two things: acknowledges we missed each other and re-centers the value of the conversation.

Something like: “Tried reaching you earlier this week — no worries if the timing wasn’t right. Just wanted to reconnect on [insert value prop] and see if [suggested day] works better.”

You’re not just checking in — you’re showing respect for their time and reminding them there’s something worth coming back to.

Subject: Growth opportunities for [business name]

Hey [prospect name],

Do you still need [specific features] to help your business [achieve X results]?

Happy to jump on a quick call to answer your questions and ask a few of my own, or let me know if there’s a different contact I should approach with this solution.

Thanks,

[Signature]

Pro tip: If you’ve tried to get in contact several times and get no response, it’s safe to assume they’re not the right person to talk to — or they’re an unqualified lead. Either ask for another contact, or stop emailing the person.

5. Following Up After A Trigger Event

Trigger events are golden, and timing is everything. If I see a prospect re-open a previous email, view the pricing page, or engage with a case study, I don’t let that moment pass. That’s buying intent in motion.

When this happens, I send a short, helpful follow-up that aligns with their activity. Something like:

“Noticed you revisited our [feature/pricing/demo page] — happy to answer any questions or walk you through next steps when you’re ready.”

This isn’t about being creepy. It’s about being useful at the exact moment they’re showing interest. And more often than not, relevance wins the reply.

Subject: Saw You Checking Out [Specific Page/Product]

Hi [prospect name],

I noticed you were looking at [specific page or product] on our site recently, and I wanted to reach out to make sure you found everything you were looking for.

If you have any questions or would like more detailed information, I’m here to help! Also, if it sounds useful, I’d be happy to arrange a quick call to discuss how we can meet [their specific need] with [product/service].

Looking forward to assisting you further!

Best regards,

[Signature]

Pro tip: Ensure that your follow-up email is friendly, targeted, and personalized. Highlight the prospect’s recent activity and directly address their potential needs or interests.

6. Following Up After Sending a Contract

Sending a contract doesn’t mean the deal is closed — it means you’re at the finish line, and any silence can feel louder than ever. I usually wait 1–2 days, then follow up with a short, helpful message like:

“Just checking in to see if you had any questions on the agreement I sent over. Happy to help if anything needs clarification.”

You’re not nudging for a signature — you’re removing friction.

According to DocuSign, 82% of agreements are completed in less than a day once opened. So if it’s been longer, a follow-up could be the difference between a signed deal and a stalled one.

Subject: [Product name] contract

Hey [prospect name],

I hope you’re having a great week. Did you get a chance to look over the contract I sent on [date]?

Can I answer any questions or resolve any concerns? I’m excited to get you and your team on board so we can [achieve X results] for your business.

Thanks,

[Signature]

Pro tip: You’ve gotten to the contract stage because you’ve effectively created a connection. Your positivity here can help generate some additional enthusiasm for the partnership.

7. Following Up After They Submitted a Sales Inquiry

When someone submits a sales inquiry, they’re raising their hand, but even warm leads cool off fast if you go silent. According to a Harvard Business Review study, companies that respond within the first hour are nearly seven times more likely to qualify the lead compared to those that wait just one more hour.

If I’ve already replied once and haven’t heard back, I follow up within 48–72 hours. I keep it light, relevant, and helpful. No pressure — just a reminder that I’m here to support their buying process, not rush it.

Subject: Helping your business [achieve X]

Hi [prospect name],

Thanks for reaching out through our website. I realize my last email may have gotten lost in the pile, so I’m following up again.

You said you’re interested in [product or service] and are having trouble with [business pain points]. I’d like to set up some time for us to chat. Are you available on Friday morning?

If not, feel free to book a slot on my calendar: [meeting link]

Thanks,

[Signature]

Pro tip: Repeat their pain points, reminding them why they reached out and why they need your product.

30 Free Follow-Up Email Templates

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• Job Recruiters
• Networking Connections
• Workplace Colleagues

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8. Following Up After You Connected on Social Media

A social media connection isn’t permission to pitch — it’s an invitation to build trust.

When someone accepts my LinkedIn request or engages with a post, I don’t rush into the inbox. I wait 24–48 hours, then send a short follow-up email that adds context and value. Maybe it’s a case study, a useful resource, or a quick story tied to their role.

This approach works. According to LinkedIn’s State of Sales 2023, reps who connect across multiple touchpoints — like social and email — are 45% more likely to build lasting relationships.

Subject: Glad to connect with you on [social media platform]

Hey [prospect name],

Glad we connected on [social media platform] last week. I’m touching base again with a few resources that I think would be helpful as your business tries to [achieve X result].

• [Link 1]
• [Link 2]
• [Link 3]

If this isn’t a good time for us to connect, I’d love for us to stay in contact. Submit this form [link] so you can learn about occasional product updates straight from me. I’ll be looking out for your submission.

Thanks,

[Signature]

Pro tip: If your first email didn’t get a response, provide additional value and don’t forget to include a call-to-action.

9. Following Up After Prospect Attends Your Webinar

I always send a personalized email within 24–48 hours. I thank them for attending, highlight one key takeaway, and include a clear next step — whether it’s booking a call, checking out a resource, or starting a free trial.

If they asked a question or participated during the session, I mention it directly. It shows I was paying attention and helps deepen the connection.

According to ON24’s 2023 webinar benchmarks, nearly half of attendees convert into qualified leads when you follow up properly. That’s why I treat the follow-up as the most important part of the event.

Subject: Thanks for Joining Our Webinar on [Webinar Topic]!

Hi [prospect name],

Thank you for attending our recent webinar on [webinar topic]. I hope you found it insightful and beneficial. We covered a lot of ground, including [mention any key points or highlights briefly].

To help you further explore the ideas we discussed, I’ve attached some additional resources that I think you’ll find valuable. Also, if you have any questions or would like a deeper discussion on how [your product/service] can specifically help [specific benefit or solution related to the webinar topic], I would be more than happy to set up a follow-up call.

We’re excited to assist you in [specific goal or outcome related to the webinar]. Let’s make sure you have all the support you need to succeed!

Looking forward to hearing from you soon.

Best regards,

[Signature]

Pro tip: In your email, express gratitude, reinforce the value you provided through your webinar, and invite further engagement to build a strong relationship with your prospects.

10. Following Up After Networking Event

Meeting someone at a networking event is only step one. If you want to turn that quick chat into real momentum, follow up fast — ideally within 24–72 hours.

Start by reminding them where you met and what you discussed. Keep it personal and specific: “Great meeting you at the SaaStr Afterparty — loved our chat about scaling outbound.” Then offer something of value — a resource, an insight, or a clear next step.

And don’t assume one email is enough. Post-event inboxes get messy. A polite, relevant second follow-up can make all the difference.

If you want to collaborate with them:

Subject: Great meeting you at [Event Name]!

Hi [prospect name],

I hope this message finds you well. It was a pleasure meeting you at [event name] last [day of the week]. I really enjoyed our conversation about [specific topic you discussed] and found your insights on [relevant topic] particularly enlightening.

I'm very interested in exploring ways we could collaborate and would love to hear more about your projects at [their company name]. If you’re available, could we schedule a time to chat more about this? I’m flexible with timing and can adjust to fit your schedule.

Thank you for considering this, and I look forward to the possibility of working together.

Regards,

[Signature]

If they match your ideal customer profile:

Subject: Discovering New Opportunities with [Your Product/Service]

Hi [prospect name],

It was a pleasure meeting you at [event name] and discussing your current challenges and initiatives at [their company name]. Based on our conversation, I believe that [your product/service] could offer significant value in addressing some of the challenges you mentioned.

I would love the opportunity to give you a brief walkthrough of how our solution can specifically help your team overcome [their pain point]. Are you available for a quick call next week?

Looking forward to the opportunity to assist [their company name] in achieving its goals with [specific benefit of your product/service].

Best regards,

[Signature]

Pro tip: Keep your tone warm and professional, remind the recipient of your previous interaction, and clearly state the purpose of your follow-up. Adjust the specifics and context of your meeting to fit your conversation better and make it more personal.

11. Following Up After They Don’t Renew Their Contract

Let’s be honest — when a customer goes quiet at renewal time, it stings. You’ve supported them, solved problems, and now … silence.

When that happens, I don’t just rely on automated reminders. I send a direct, personal follow-up. Something simple like: “Hey [Name], I noticed your renewal didn’t come through — totally understand if priorities shifted. If there’s anything holding you back, I’d love to help.”

This isn’t about chasing. It’s about opening the door one last time. Whether they return now or later, you’ve stayed professional, helpful, and human. That’s the follow-up that sticks.

Subject: [Business’] contract up for renewal

Hey [prospect name],

It’s [your name] from [your company name]. Hope you’re having a great week.

Did you receive my email about your contract being up for renewal? Just in case, I’m bumping this up in your inbox.

Your contract’s renewal date was on [date], and the grace period is about to end.

I’d love to talk through all your options. Are you available on Thursday morning for a fifteen-minute call?

Thanks,

[Signature]

Pro tip: The prospect may not be ready to renew because of a budget or internal issue. Close with a request for a call so you can pitch alternative options, such as an adjusted package.

12. Following Up After Sending a Quote

I’ve sent hundreds of quotes over the years, and here’s the hard truth: Silence afterward is common, but rarely final. Most of the time, it’s not a “no,” it’s a “not now,” a “need more time,” or simply “buried in email.”

That’s why my follow-up after sending a quote isn’t just a nudge — it’s a second chance to make the offer land. I usually wait two to three business days, then send a short, helpful message that reminds them what’s in it for them. No pressure. No assumptions. Just clarity and service.

This approach has helped me close deals weeks — or even months — after the quote went cold. Because follow-up isn’t just persistence. It’s professionalism.

Subject: Quote for [product]

Hi [prospect name],

Hope your week is going well. Did you get a chance to look over the quote I sent on [date]?

The sooner I get the quote approved, the sooner we can get your business to [achieve X results].

I’d be happy to answer any questions on a brief phone call. Would Friday work for you?

Thanks,

[Signature]

Pro tip: Like in the last example, the prospect may be encountering an unexpected internal hold-up. Offer them the opportunity to talk through some of the terms and fees, and be open to negotiation.

13. Following Up After Sending Product Samples

When I send out product samples, I don’t just hope they arrive. I treat that delivery as the beginning of a deeper sales conversation. Whether it’s physical goods or digital prototypes, what matters is what happens after it’s in the buyer’s hands.

My follow-up email usually goes out two to three days after delivery. Not to pressure them, but to stay top of mind and invite honest feedback. This small nudge opens the door to dialogue. If they loved it, great — we move forward. If they didn’t, I get a second chance to solve it before they go silent.

In my experience, that kind of proactive follow-up has turned unsure prospects into long-term customers. Because it shows you’re not just selling, you’re listening.

Subject: [Your company name] product samples

Hi [prospect name],

Hope you’re enjoying the product samples so far. I shot you an email last week to get your temperature on the samples and am bumping this up to the top of your inbox.

How are the samples working for you? I’ve compiled a comparison chart for the products I sent over:

[link]

I would recommend [product] because of its [feature that relates to their business challenge].

Are you curious about any additional products?

Thanks,

[Signature]

Pro tip: If they’re not responding after receiving the samples, the products may not be a good fit. Offer an opening for them to ask for more samples.

14. Following Up After a Free Trial

A free trial signals interest, but silence at the end usually means something was missing. I don’t wait until the trial ends. A few days before, I send a quick check-in.

This isn’t about pushing — it’s about showing up with value. If they’re using the product, I’ll highlight one underused feature or share a quick tip. If they’ve gone quiet, I offer to extend the trial instead of pushing for a sale. It keeps the door open — and more often than not, re-engages the deal.

Subject: Your [product name] trial

Hey [prospect name],

Just reaching out to let you know that your free trial will end on [date].

How are you enjoying the software? Has it helped your business [achieve X results]?

If you need more time before making a choice, that’s totally understandable. Email me back if you’d like a trial extension, and I’ll work with our product team to try and get you one more week.

In the meantime, I’d love to hear how the product has been working for you. Are you available on Wednesday afternoon for a 15-minute call?

Thanks,

[Signature]

Pro tip: A prospect’s lack of response doesn’t necessarily mean “No,” and if they started a free trial, they’re very much interested in your offering. In my experience, however, many users don’t actually take advantage of free trials because they don't have anything to lose. Offer an extension if possible, but make it clear that it’s their last freebie, so they should take advantage of it.

15. Following Up After the Prospect Asks You to Follow Up

When a prospect asks you to follow up, you’ve already cleared the hardest hurdle: interest. What you do next determines whether that interest turns into action or fades into forgotten threads.

I’ve seen too many reps treat this as a passive reminder. “Following up as requested :)” doesn’t cut it. Instead, I treat this moment like a second first impression. I revisit the original conversation, update the context with something fresh (new data, case study, feature update), and reconnect the dots to the problem we initially discussed.

This isn’t a cold outreach anymore. It’s a warm window — and your job is to make it easy for them to step through it.

Subject: Revisiting Our Discussion on [Product/Service]

Hi [prospect name],

A few months ago, we discussed the potential for [your product/service] to assist with [specific need or problem] at [company name]. You suggested I reach back out around this time to explore current possibilities.

Please let me know if you’re available for a quick call to discuss this further. We’ve recently [mention any new updates or features relevant to their needs], which I think could be particularly useful for your team, and I’m keen to understand your current priorities and explore how we can provide solutions that make sense for you.

Best regards,

[Signature]

Pro tip: Maintain a professional tone, remind the prospect of your previous conversation with them, and respectfully seek an update on their current needs and interest in your product.

16. Following Up After Prospect Goes Silent After Showing Interest

Let’s face it: Silence after enthusiasm stings more than a cold no. You’ve had a great demo, positive signals, maybe even a “This looks perfect for us.” Then nothing.

I’ve learned not to take it personally. Life happens. Priorities shift. Budgets get frozen. But I also know that most prospects don’t ghost because they’re not interested. They ghost because the urgency faded. And that’s where a well-timed, well-framed follow-up can reignite the spark.

When I follow up in these situations, I avoid guilt trips and instead focus on clarity. I remind them of the value we uncovered together and add something new — a case study, feature update, or stat they haven’t seen.

Subject: Quick Check-In

Hi [prospect name],

I noticed we haven’t spoken since our last conversation about [product/service], and I wanted to check in to see if you had any more thoughts or questions. I understand priorities can shift quickly, and I’m here to help address any new issues or concerns you might have.

If there’s anything more you need to know about how [product/service] can benefit [specific application for their business], I’d be more than happy to provide detailed information or arrange another demo at your convenience.

Please let me know if you’re still interested or if your needs have changed. Either way, I appreciate your consideration.

Regards,

[Signature]

Pro tip: Take care to be respectful of the recipient’s possible change in circumstances and keep the door open for further communication, whether they choose to continue the conversation or not.

17. Following Up to Find the Right Contact

When a great-fit company goes silent, it’s usually not the offer — it’s the inbox. I’ve learned that being direct and humble in the follow-up often reveals the real issue: You’re talking to someone without decision-making power.

Instead of pushing harder, I pivot. I acknowledge the misalignment, reaffirm the value, and ask if there’s someone better suited for the conversation. It keeps momentum alive without burning bridges — and often opens the right door.

Subject: Quick Request for Assistance

Hi [prospect name],

I hope this message finds you well. I recently reached out about [brief description of initial request], but I’m not sure if you’re the right person to discuss this opportunity.

Could you please direct me to the appropriate contact at [their company name] who handles [specific department or service area related to your request]? If it’s more convenient, feel free to forward this email to them directly.

Thank you for your time and assistance. I really appreciate it, and I think this will pay dividends for [their company]!

Best regards,

[Signature]

Pro tip: Be polite and straightforward. Make it clear what you need, while respecting the recipient’s time. This makes it easy for the recipient to either respond directly or forward your request to the appropriate person.

18. Following Up After an Initial Follow-Up

If your first follow-up doesn’t land, don’t assume disinterest — assume distraction. When that happens, I don’t just “check in.” I reframe the message.

Instead of repeating myself, I nudge the conversation forward with a new angle like a relevant resource, a fresh insight, or a simple question.

Subject: Just Checking In – [Your Original Subject]

Hi [prospect name],

I wanted to touch base once more regarding my previous emails about [specific subject or request]. I understand how busy things can get and just wanted to ensure that this didn’t slip through the cracks.

I believe [reiterate the value proposition or relevance of your request to their needs], and I’m keen to hear your thoughts on this. If there’s someone else on your team who I should reach out to instead, please let me know, or feel free to forward this email to them.

Can we connect later this week?

Regards,

[Signature]

Or you can use this template:

Subject: Quick Follow-Up: [Original Subject]

Hi [prospect name],

I wanted to reach out again as I haven’t yet heard back from you regarding my last message about [brief description of the original subject]. I’m eager to hear your thoughts and discuss how we can move forward with [specific action or decision]. If it’s more convenient for you, I’m also available for a quick call to go over everything in person.

And lastly, are you even the right contact for this opportunity?

Regards,

[Signature]

Pro tip: Keep your tone light and professional, reiterate the reason for your follow-up, and open the door for your email to be directed to someone else if the recipient is not the correct contact.

Fortune Favors the Follow-Up

I’ve sent follow-ups that felt like drops in an ocean — no reply, no read receipt, just silence. But here’s what experience taught me: Persistence pays off when it’s thoughtful.

The follow-up isn’t about nagging, it’s about timing, relevance, and respect. The right message, at the right moment, can turn a ghosted lead into a closed deal. I’ve seen it happen more times than I can count.

So if you’re unsure whether to send that next follow-up email, send it. Test different angles, refine your timing, and keep it human. Because when you stay consistent and lead with value, you’ll catch momentum. And momentum? That’s where the magic happens.

Editor's note: This article was originally published June 2018 and has since been updated for comprehensiveness.

30 Free Follow-Up Email Templates

Follow up with colleagues, sales prospects, recruiters, and networking connections. Great for...

• Sales Prospects
• Job Recruiters
• Networking Connections
• Workplace Colleagues

Get Your Free Templates Learn more Get Your Free Templates

Download Free

All fields are required.

You're all set!

Click this link to access this resource at any time.

Download Now