Here's what most people get wrong about follow-up emails. They think the problem is being too pushy. The real problem is being too boring. When your follow-up emails disappear into the void, you're not getting ignored because you're annoying. You're getting ignored because you sound like everyone else.
Whether you're reaching out to prospects, following up after interviews, or nudging clients about overdue invoices, the silence feels personal. Low response rates hit professionals across every industry. But here's the thing: missed opportunities and stalled conversations aren't inevitable.
The solution comes from combining proven follow-up email examples with smart timing and the right tools. This guide gives you ready-to-copy templates, timing strategies that work, and automation tactics that turn silent inboxes into active conversations. Each template includes specific subject lines, personalized body copy, and the psychology behind why it works.
Write a high-performing follow-up email in 5 minutes (quick-start)
You don't need to agonize over every follow-up email. This six-step framework gets results every time:
Check how much time passed since your last emailTiming beats clever copy. Too soon and you look desperate. Too late and you look disorganized. Most situations work best between 2-7 days, depending on what kind of relationship you have.
Keep your follow-up in the same threadReply to the original conversation instead of starting fresh. This keeps all the context in one place and makes it easier for people to remember what you talked about.
Write a short, clear subject lineGood subject lines stay under 60 characters and skip generic phrases like "following up" or "checking in." Reference specific topics or create curiosity instead.
Open with their name and remind them of your last interactionStart with their name and a quick reference to your last conversation. This immediately gives them context and shows you pay attention to details.
State why you're writing, what value you're offering, and what you want them to doGet straight to the point about why you're reaching out, what's in it for them, and what specific action you want. Multiple requests confuse people and kill response rates.
Proofread, sign off, sendQuick grammar check and professional sign-off. One typo can ruin an otherwise perfect message.
Ready-to-copy templates make this even faster. No more starting from scratch every time.
Ready-to-copy follow-up email templates & examples
These nine templates cover the situations you'll face most often. Each includes subject lines, personalized body copy, and explanations of what makes them work.
Sales & prospecting templates
First cold email follow-up
Subject: Quick question, [Name]
Hi [Name],
Hope your week is going well. I sent over some thoughts about [specific topic/challenge mentioned] last week and wanted to see if you had a chance to review them.
[Specific value proposition or insight related to their business]
Would it make sense to hop on a quick 15-minute call this week to discuss? I have some ideas that might help with [specific challenge].
Best, [Your name]
Why this works: The casual tone removes pressure while the specific reference shows genuine interest in their situation. The short time commitment makes saying yes easier.
Follow-up after no response
Subject: Last try, [Name]
Hi [Name],
I know your inbox is probably swamped, so I'll keep this brief.
I've been helping companies like [similar company] [achieve specific result]. Based on what I know about [their company], I think there might be a good fit here.
If this isn't a priority right now, no worries at all. Should I close the loop on this?
Thanks, [Your name]
Why this works: The honest, no-pressure approach often breaks through email fatigue. Break-up emails create urgency without being pushy.
Post-demo follow-up
Subject: Next steps from demo
Hi [Name],
Thanks for taking the time to see the demo yesterday. It was great hearing about [specific challenge they mentioned] and how it's impacting [specific business area].
Based on our conversation, it sounds like [recap key pain point] is the main priority. Here's how we typically help companies in your situation:
[2-3 specific benefits tied to their challenges]
What questions can I answer to help you move forward?
Best, [Your name]
Why this works: Referencing specific demo moments shows active listening while positioning next steps around their needs, not your sales process.
Try SuperhumanJob search & interview templates
24-hour post-interview thank you
Subject: Thank you – [Position] interview
Hi [Interviewer name],
Thank you for taking the time to meet with me yesterday about the [Position title] role. I enjoyed our conversation about [specific topic discussed] and learning more about [specific company initiative or challenge mentioned].
Our discussion about [specific challenge] really resonated with me. In my previous role at [Company], I faced a similar situation and [brief, specific example of relevant experience].
I'm excited about the opportunity to contribute to [specific team/project mentioned] and look forward to hearing about next steps.
Best regards, [Your name]
Why this works: Specific conversation callbacks show engagement and memory for details, setting candidates apart from generic thank-you notes.
Application status check
Subject: Checking in – [Position] application
Hi [Hiring manager name],
I wanted to follow up on my application for the [Position title] role I submitted [timeframe]. I remain very interested in the opportunity and the chance to contribute to [specific company goal or project].
Since applying, I've [relevant new accomplishment, skill, or project] which I think would be valuable for this role, particularly around [specific job requirement].
I'd welcome the chance to discuss my qualifications further. What additional information can I provide?
Best, [Your name]
Why this works: Adding new value since the original application shows continued growth and genuine interest beyond just wanting an update.
Stay-in-touch email (third follow-up)
Subject: Staying connected
Hi [Name],
I know the [Position title] role has likely been filled by now, but I wanted to reach out one more time to express my continued interest in [Company name].
I've been following [specific company news or development] and remain impressed by [specific company value or initiative]. If any similar opportunities arise in the future, I'd love to be considered.
I'll keep an eye out for new openings and hope our paths cross again.
Best regards, [Your name]
Why this works: This approach maintains professional relationships without appearing desperate, positioning candidates for future opportunities.
Entrepreneur & small-business templates
Invoice reminder
Subject: Invoice #[Number] due
Hi [Name],
Hope everything is going well with [recent project or business development].
I wanted to send a friendly reminder that Invoice #[Number] for [project/service] is now [number] days past due. The outstanding amount is [amount].
I know things get busy, so I've attached the invoice again for your convenience. Please let me know if you have any questions or if there are any issues I should be aware of.
Thanks for your attention to this.
Best, [Your name]
Why this works: The professional, understanding tone maintains relationships while clearly stating the request and providing easy next steps.
Post-networking event recap
Subject: Great meeting you at [Event]
Hi [Name],
It was a pleasure meeting you at [Event name] yesterday. I really enjoyed our conversation about [specific topic discussed] and your insights about [specific industry trend or challenge they mentioned].
As promised, here's [resource/article/contact] that might be helpful for [specific challenge they mentioned]. I'd love to continue the conversation and explore how we might [collaborate/support each other/share insights].
Would you be interested in grabbing coffee in the next couple of weeks?
Best, [Your name]
Why this works: Immediate value delivery following through on conversation promises builds trust and provides a natural reason to meet again.
Contract signing nudge
Subject: Ready to get started?
Hi [Name],
I wanted to check in about the [project/service] proposal I sent over last week. I'm excited about the opportunity to work together on [specific project outcome].
I have some initial ideas brewing about [specific aspect of their project] and I'm eager to dive in. Do you have any questions about the proposal, or is there anything else you need from me to move forward?
I've blocked out time in my calendar for [project start timeframe] and would love to kick things off soon.
Looking forward to hearing from you.
Best, [Your name]
Why this works: Enthusiasm without pressure, combined with practical next steps, creates momentum while respecting their decision-making process.
Timing rules: when & how often to follow up
Here's what we know about timing. You can have the perfect email, but send it at the wrong time and it dies. Smart follow-up sequences depend on context, but this framework works reliably:
This progression gives people time to think it over while keeping you visible. Each follow-up should add new value rather than repeating the same message.
Job search specifics
Interview follow-ups work on faster timelines because hiring moves quickly:
- 24-hour post-interview thank-you (non-negotiable)
- One-week status check-in
Fast replies show you're on top of things and genuinely interested, qualities that matter to hiring managers juggling multiple candidates.
Industry-specific variations
Different businesses need different timing:
Sales cycles: Big deals take longer to close. Stretch intervals to 1-2 weeks between follow-ups while keeping the value high.
Networking: Post-event follow-ups should happen within 48 hours while conversations are fresh. Then check in quarterly to keep relationships warm.
Client services: Invoice reminders typically follow payment terms, then weekly intervals until you get paid.
Superhuman's Send Later and Reminders handle this timing automatically. Follow-ups happen consistently without you having to remember every deadline.
Follow-up success comes from combining proven templates with smart timing. The templates here give you starting points for most common scenarios, but the key is personalizing messages for specific situations and recipients.
When you're ready to scale this process, Superhuman learns your writing style and maintains tone consistency across all communications. Teams using Superhuman respond 12 hours faster and handle twice as many emails in the same time, turning follow-up processes from productivity drains into competitive advantages.
Save your favorite templates as Snippets and start transforming those silent inboxes into active conversations today.
