+12 Free Follow Up Email Templates to Boost Conversions!

We are going to tell you all about follow-up emails, but we’re also going to provide you, not only one free follow up email template… but much more!  

Follow up email are far from outdated. On the contrary, they can make all the difference in getting a fast, effective response. Now is the time to make the most of it!

Want to know more? Here’s the program to make the best follow up emails:

• +12 free follow up email templates.
• How to make a dunning email effective?
• How to write a professional follow-up email?
• The advantages and limitations of dunning emails.

Forward, we’ve got our work cut out for us. 🪓

+12 Follow Up Email Templates

Now, let’s cut right to the chase and discover, not only one follow-up email template but +12 free follow up email template! 👇

When you’re in the business world, and particularly in the B2B sector, you sometimes need to send out follow-up sales emails (and we’d rather do that than make follow-up phone calls, believe me).

Sometimes, we’ll get back to you, and that’s great. Other times, however, nothing happens. Maybe an oversight. 😲

In any case, we’ll let them know we’re here. 👀

There are a number of ways to get back in touch with your target, but let’s take a look at the different scenarios you may encounter.

#1 Follow Up Email Template For Job Application

You’ve found a job offer that sounds incredible, and you’ve sent your CV and cover letter 📨 with a very nice accompanying email. Maybe you’ve even undertaken to contact the recruiter on LinkedIn too (great idea).

But you haven’t received a reply yet? As a bonus, this follow up email after job application template will show your enthusiasm for this company.

👉🏼 Our tips (valid for internship, work-study, fixed-term and open-ended contract applications, etc.)

When you send a message to a recruiter, you need to pay attention to several things:

• 1️⃣ Your language: when speaking to a recruiter or hiring manager, write with as few mistakes as possible (zero is always better) and don’t talk to them as if they were your old 🧐 Uncle Georges.
• 2️⃣ The response time: don’t send the recruiter a follow-up email if it’s the day after you first sent it. Wait a week and send your reminder.
• 3️⃣ Be clear and concise: give your reader everything they need to know, include the day you send your application.
• 4️⃣ Put forward your skills and achievements using the STAR method.
• 5️⃣ Schedule a meeting if you can.

#2 Follow Up Email Template After Interview

You’ve landed an interview with a prospect, a customer or a recruiter. Congratulations, that’s a big step. 👟

Now, perhaps you didn’t get a response after the interview… In that case, here’s an example of a interview follow-up email to apply:

👉🏼 Our Tips (to complement follow up email after interview template)

It’s great to have had an interview, but don’t leave too much time to get back to the person (without overwhelming them again). As usual, you’ll need to :

• Watch the tone of your follow up emails according to the person you’re writing to. 🖋️
• Continue to show you’re interested in the person you’re writing to.
• You can also suggest an appointment by phone.

#3 Follow Up Email Template For Unpaid Invoice

This one isn’t much fun 💀, but if you’ve offered a subscription, maybe you’ve still got an unpaid bill from one (or more) prospects. So he’s overdue on an invoice.

Here’s a professional email follow up template that we suggest you use in the case of unpaid invoices or inactive prospects/customers:

👉🏼 Our Tips (to complement follow up email template)

It’s not a very fun part of the process, but it’s one you may well have to deal with.

The best way to write a successful professional thank you email or payment email is to remember to :

• 🟣 Give as much information as possible about the unpaid invoice (date, invoice number).
• 🔵 The amount of the invoice your customers must pay.
• 🟣 If you apply late payment penalties, you’ll need to specify this in your email. The same goes for formal notice or collection actions.
• 🔵 You must include an attachment reminding the user of your bank details 💳 or redirect the user to the payment platform.

#4 Professional Follow Up Email Template

Here, we’re not going to dun prospects/customers (phew) but a colleague you work with. Maybe it’s a colleague from another department or agency (in which case, you don’t know him).

If you’re going to get back in touch with a colleague, you’ll need to think about the relationship you have with them. Here’s a free follow up email template you can use again and again. 👇🏼

👉🏼 Our Tips (to complement to follow up email template)

There’s no average waiting time when you’re going to send an e-mail to a colleague. Once again, it all depends on the type of relationship you have and whether you know the person.

Sometimes you may be working on a project with a colleague from another region, in which case you’ll need to adapt your approach. But keep in mind:

• Be clear: your colleague needs to understand what you’re talking about.
• To include important elements 💡 from your last exchange.

Sometimes, don’t hesitate to start your professional reminder email with “allow me to relaunch” or “I would like to raise”, if you don’t have a friendly relationship with the collaborator.

#5 Follow Up Email Template After Unsuccessful Job Application

Writing a follow-up email after your application has gone unanswered can be tricky, but here are some key elements and one follow up email template to help. 👇

Key points to remember for your follow up emails for application:

• 1️⃣ Courtesy and professionalism: keep your tone polite and professional.
• 2️⃣ Reminder: please indicate the position you are applying for and the date.
• 3️⃣ Interest in the position: briefly reiterate you’re interested in the position and the company.
• 4️⃣ File update: politely ask if a file update is available.
• 5️⃣ Availability of additional information: indicate whether additional information can be provided if required.
• 6️⃣ Conclusion and gratitude: conclude with words of gratitude and a positive conclusion, to increase your chances of getting a professional meeting request.

👉🏼 Our Tips (to complement follow up email template)

To shows your continued enthusiasm for the job in your follow up email, while remaining respectful, remember to : ⏬

• Personalization: tailor your email to the company or person you’re sending it to.
• Timing: after your initial request, wait at least 1-2 weeks before taking the next step.
• Simplicity: keep your e-mails short and to the point, but don’t forget to sell yourself, especially with the STAR method.
• Proofreading: reread your e-mail and check for spelling and grammatical errors to correct them.

We’ve reached the halfway point ! 📍We’ve already seen 6 follow up email templates, ready to see 6 more? Let’s go to the next follow up email template. 😎

#6 Follow Up Email Template To Supplier

In the course of running a business, you may find yourself writing a reminder or follow-up email to one of your suppliers.

Despite the irritation you may feel at the lack of response… We advise you to remain calm and include the following in your e-mail: 👇

• Respectful tone: remain polite, factual and formal.
• Reference to previous exchanges: please state clearly what the problem is and the full business context.
• Express your desire for a response: show that you’re listening, and set a deadline for a reply if necessary.
• Update request: ask for an update on the status of the request.
• Availability: indicate whether further discussion or additional information is available.
• Positive conclusion: thank the recipient for their time and attention, with a positive note or a polite greeting to end your email.

👉🏼 Our Tips (to complement email follow up template)

• Personalize: tailor your email message to your company and your recipients.
• Appropriate timing: allow a reasonable amount of time (usually 1 week) before your next emailing/action.
• Brevity: keep your email message short and to the point.
• Correctness: make sure your e-mail is free of spelling and grammatical errors.
• This e-mail should demonstrate your seriousness, while remaining respectful.

#7 Follow Up Email Template For Documentation

Our prospecting habits have changed profoundly thanks to the advent of digital technology. Email has become an excellent means of acquiring new customers and facilitating the customer loyalty.

There will certainly come a time in your career when you have to sign a contract. If you don’t hear back after a while, here’s what you could send your target 🎯.

👉🏼 Our Tips (to complement follow up email template)

For a contract signature follow up emails, as for all your other emails, there are a few things to keep clearly in mind:

• Be concise, precise and clear in your writing. Your contact needs to understand why you’re contacting him/her.
• Remember the important elements of the contract agreement, such as the name and the date you sent it.
• You can offer to talk by e-mail or telephone 📱.
• Remember to make an appointment if necessary and specify this in your email.

#8 Follow Up Email Template After No Response

Whether it’s a job application, a professional inquiry or any other situation, it’s important to remain polite when writing a follow-up email after receiving no response. 🙊

Here’s a model that can be adapted to your specific situation:

• Respectful interactions: maintain a polite tone.
• Reference to previous communication: briefly mention your last e-mail or initial inquiry.
• Request a call-back: briefly summarize the line of your first e-mail.
• Expression of interest: confirm you’re interested in answering or resolving your question.
• Availability: indicate that you are available to provide further information or to discuss.
• Positive conclusion: end with a positive message and thank the recipient for his or her attention.

👉🏼 Our Tips (to complement email follow up template)

• 🥇 Personalize: adapt your e-mail to the specific context of your request.
• 🥈 Be patient: after sending your first e-mail, wait a reasonable amount of time (usually 1-2 weeks) before sending your follow-up message.
• 🥉 Clarity and conciseness: write your email message clearly and concisely.
• 🎖️ Proofreading: proofread your e-mail to avoid grammatical or spelling errors.

This cold email should be respectful and professional, clearly indicating your expectations for a response.

#9 Follow Up Email Template To Client

Granted, a professional customer sales email, or follow-up email, can be very generic.

Nevertheless, we’re going to suggest to copy-and-paste this follow up email template that you can use to improve your open and response rates.

👉🏼 Our Tips (to complement follow up email template)

When we talk about customer relaunch, we’re talking about promoting a new commercial proposition (product or service), offering them a discount or asking them to take part in a live event that could provide them with relevant and useful information.

In all cases, here’s what you need to do in your prospecting emails: ⬇️

• Add value to your e-mail.
• Take care with the tone you use.
• Explain why you’re sending an email like this.

#10 Follow Up Email Template For Quotation

You’re walking a tightrope here. You need to succeed in getting your prospect (or future customer) to sign your quote without pestering him too much. It’s up to you to find the right balance.

Once you’ve sent the quotation, you’ll need to wait a few days before sending your follow-up email (yes, be patient). You can also try a reminder by call follow-up.

👉🏼 Our Tips (to complement follow up email template)

As we said earlier, you don’t want your prospect to feel harassed by your networking message. You need to give them time to gather all the information they need, and to weigh up the pros and cons if you have a project in common.

But, in the email, it’s imperative to : ⬇️

• Remind them of the quotation number.
• Give the name of the project/solution/service.
• Suggest a phone call.

#11 Follow Up Email Template After Unsolicited Application

Since you’re not responding to a specific job offer, writing a follow-up e-mail for a spontaneous application requires a slightly different approach.

Here’s a follow up email template you can use for your application: 👇

👉🏼 Our Tips (to complement follow up email template)

• Personalization: tailor your e-mails to the companies and individuals you’re targeting.
• Timing: after your initial application, wait a reasonable amount of time (around 2–3 weeks) before sending a follow-up email.
• Brevity and clarity: make your e-mails as clear and concise as possible, and put forward your results and achievements using the STAR method.
• Proofread: make sure there are no typos or spelling mistakes.

This email follow up template is designed to reiterate your enthusiasm and show that you’re proactive and serious while remaining respectful.

#12 Follow Up Email Template For Prospecting

Maybe you’ve sent an e-mail to a prospect, but he’s never replied. How can you make them understand that you’re there for them? How to start your email? 🤔 We’ll show you right away.

You may need to send several professionals follow up emails, but we’re going to focus on the first one you send.

👉🏼 Our Tips (to complement follow up email template)

When contacting a prospect, please keep the following in mind:

• Tone: speak as you express yourself in your communication strategy, so that people know who you are.
• As with an email sent to a recruiter or hiring manager, keep in mind that you shouldn’t overwhelm your prospect with your emails, especially if you’re trying to sell 🤑 something.

🏁 It’s done, we have no more follow up email template to present! Of course, it’s up to you to adapt them to your situation.

And, to help you do that, we’re going to tell you how to make your follow up emails REALLY effective.

6 Best Tips About How To Write A Follow Up Email

So that you don’t miss a single opportunity (or almost any opportunity), let’s discover together the little tricks that will make all the difference when you send an e-mail to your targets.

Incidentally, the word “target” is particularly important, as you’ll need to know it inside out to perform the right actions. 🤌

#1 Know your target

This is the most important step in your digital strategy and for your follow up emails. You need to know who you’re going to address, who you’re going to sell to, how you’re going to market your product or service…

And there are no 30,000 ways of doing this: you need to create your buyer persona, a portrait of your ideal customers.

By creating this portrait, you need to know how to meet their needs, how to get there, and what you’ll need to do in your emails to convert this potential prospect into a customer.

You’ll need to obtain all the following socio-demographic information:

• First and last name.
• Age.
• Where he lives.
• Marital status 💒.
• Number of children (if this affects your offer, product or service).
• His or her needs.
• Pain points. 🩸
• Her favorite means of communication.
• Incomes.

All this data is likely to be important in moving your lead to action and in your commercial exchanges.

Of course, others will emerge from the LinkedIn profile you draw up. So you’ll need to do some segmentation.

#2 Segmenting

If this term doesn’t ring a bell, segmenting simply means dividing your persona into sub-groups based on certain market segmentation criteria.

Criteria such as :

• Geographical location.
• Language.
• Buying behavior.
• Gender 🔞.
• Etc.

Based on these differences, you’ll make your marketing targeting to fit your emailing perfectly.

#3 Follow-Up Email Subject Line

It may sound strange, but if your follow up email subject line doesn’t look like anything, you can be sure that your prospect won’t open the email. The catchphrase needs to speak to him, to make him want to click on it.

#4 Copywriting

Learning how to persuade is quite an art, especially when it comes to selling a product or service to prospects/customers. In our case, we do it through copywriting.

We have to ask ourselves how we can reach our target 🎯 by email, just with words, and how to make your text easy to read.

That’s why the persona is so important. It will give you an indication of what to write in the content of the prospecting email, what actions to take to sell your commercial proposition (product/service) and increase your response rate, etc.

👇🏼 Here’s a final example of an effective follow-up e-mail, directly optimized on Waalaxy

This won’t happen overnight, of course. However, you can set up A/B tests on several versions of the same email, to find out what works best.

In this example, you can see that there’s a third possibility for A/B testing : the more tests you run, the more letters you add.

So it can become an A/B/C test and much more. Now all that’s left is to find out which of these email messages works best. 🤑

#5 Personalization

We’re not going to repeat what’s been said above. However, it’s important that you pay attention ⚡ to how you’re going to write the content of your email and/or business proposal.

Personalize it as much as possible with his first and last name already. If you know he’s already visited your site, you can mention it.

When you personalize your email messages, your user feels privileged, and that’s what keeps them coming back to buy from you. Personalization will go a long way towards prospect retention.

#6 Automation

When it comes to emailing, you can (and should) surround yourself with good marketing automation tools. Writing good e-mails is time-consuming, so it’s best to automate everything.

To that end, here’s a short list of automation tools you can use:

• Waalaxy. 👽
• Drip.
• Autopilot.
• Sendinblue.
• Mailchimp 📩.

Automation is really cool because you’ll be able to save time on thousands of emails sent.

There’ll be a bit of configuration to do at first, but after that, it’s all about the benefits (and even more so if they’re combined with a CRM).

How To Send A Follow Up Email?

You don’t have to rack your brains to create a professional follow-up e-mail. What was your sales strategy in the first place? If you’ve created your persona and thought about your product communication, you should know how to proceed.

Don’t worry, we’re not going to leave you like that. 😇

To make a good e-mail, you’re already going to have to think about the situation. Is it a follow-up email for a payment? Is it a follow-up email for job application?

Here’s a list of things to think about the structure of your follow-up email :

Mail subject line	Relaxation X
Copywriting	Approach to attract your target’s attention
Reminder of important elements	Invoice number, day of interview…
Call-to-action	Make a clear request (include link, attachment etc.)
Salutation	Please accept, Madam, Sir…
The signature	Your first and last name or company name

🎁 And, of course, you can take inspiration from our professional follow up email templates to get moving!

When & How To Follow Up?

We’re not going to teach you the definition of an email, we think you already know it very well. However, do you know how long to wait before sending a professional dunning e-mail 🤨 ?

We’re bound to disappoint you, but there’s no ideal time. What you need to keep in mind is that you need to choose the right timing, so this will depend on your target.

The main thing you should bear in mind is that if your contact is going to reply to you, he or she will usually do so the same day they receive your email in inbox.

So don’t wait too long, you’ll need to follow up quickly with your prospects and deploy customer retention efforts.

💡This is why it’s extremely important to know your persona well (and incidentally to spend time getting it right).

With that, we’re not very far along… 🤷🏻‍♀️

Recommended waiting time

When you send out follow up emails, you should proceed as follows in your sending sequence:

• D+2 for your first follow-up email.
• D+4 for your second follow-up email.
• D+6 for your third follow-up email.
• D+10 for your fourth follow-up email.

For the rest, you can very well add D+1, but remember to let your target breathe.

Advantages & Limitations of Follow Up Emails

We can imagine that you’re aware of this, but a reminder is always good to take 😁. Know that a personalized email can only bring you benefits.

When you receive a easy to read and personalized email, you’re more inclined to go and see what they can offer as a service. It’s one of the foundations of customer relations. 🤝

To convince you of this, let’s talk about some key figures.

In fact, personalizing your emails will enable you to considerably increase your audience’s satisfaction and increase their loyalty.

Acquisition isn’t the only thing that counts in life: think about retaining your prospects too.

They themselves can help you promote your services or products. So don’t overlook personalization and the effect it can have on your prospects/customers.

When it comes to e-mail personalization, not everything is perfect, let’s face it.

You can’t enter your customer’s life and know everything about them. It’s not legal 💀 to have so much personal information about someone.

So, you have to know how to use the ones you’re given and analyze user behavior. 65% of these businesses responding that data management is a major difficulty in their email marketing strategy.

Conclusion: What Is A Follow-Up Email?

That’s the end of this article! We’re sad to leave you too… But it’s time to wrap things up!

To do that, we’re going to recap everything we’ve said in this article about dunning mails:

• The best examples of e-mails.
• Tips for success.
• How long to wait for a follow-up email.
• How to make follow up emails.
• Why you should personalize.
• Tips 💡 for writing the perfect mail content.

Frequently Asked Questions (FAQ)

When it comes to email campaigns, there are a few extra things to keep in mind. ✍️ That’s exactly what we’re going to do in this FAQ.

How do you end a professional follow-up e-mail?

Don’t be afraid to send an email to politely remind someone to do something. It happens all the time, and it shouldn’t be a taboo! 🤫

In your follow-up email, you can simply ask them: “Could you please have a look at X?”, “Did you finish X task?”, “Please remember to send X before (date)”, etc.

Of course, it depends on who and how you’re addressing the person, but for a professional goodbye, we encourage you to use a polite formula.

If you’re talking to customers, you can use :

• Kind regards,
• Yours sincerely,
• Yours faithfully,
• I remain at your disposal for any further information.

Please do not hesitate to contact me should you require any further information.

How do I recall a follow-up email?

Did you make a mistake in your follow-up email and it’s already been sent? 😱 Don’t panic!

👇🏼 Here’s how to remind yourself of an e-mail on the main e-mail address provider applications, used in France:

• Gmail: Open the sent email message, click on “Cancel” in the notification that appears in the bottom left shortly after sending.
• Outlook: go to “Sent items,” open the email and select “Actions” then “Recall this email message.” You can choose to delete unread copies or replace them.
• On Apple Mail, this feature is not directly available.

How to say “following up” in an email?

In an email, you can say “following up” in several ways, depending on the context. Common phrases include:

1. I’m following up on…
2. Just following up regarding…
3. I wanted to follow up on…
4. I’m following up on the below…
5. Following up on this [request/question/assignment]…
6. Following up on our previous conversation/email…

These can be used to politely remind someone about a previous discussion, email, or request. In these instances, reply to the thread—so that the original is easily referenced—and be direct and concise.

For example: “I’m following up on the value proposition I sent last week. Have you had a chance to review it?”

This approach keeps the tone professional and courteous, while ensuring the recipient knows the goal of your email message.

🏁 Now you know everything there is to know about follow-up emails. Now all you have to do is choose a Follow Up Email Template to adapt and get started! See you soon! 👽