Marketcircle Blog 8 Polite Follow-Up Email Samples
Marketcircle Blog

8 Polite Follow-Up Email Samples

Building Relationships  February 24, 2020  Kristie Holden

Writing an effective yet polite follow up email that gets a response can be challenging. You want to get a response but you don’t want to be perceived as too pushy.

In this article we’ve included polite follow-up email samples and email subject lines for the following scenarios:

  • Following up after meeting at a networking event
  • Following up after being introduced (for example, a referral)
  • Following up after a meeting or call to move to next steps in doing business together
  • Following up after sending something that requires action and waiting to hear back
  • Following up after sending an invoice and haven’t received payment
  • Following up after sending an estimate/quote
  • Following up after asking a client to do something and no response
  • Following up after no response from the last follow up email
polite follow up email sample

Mistakes made in polite follow-up emails and what to do instead

There are three common mistakes often made when writing polite follow-up emails. Let’s talk about each of these mistakes so you can avoid them when writing a polite follow-up email and what to do instead.

Mistake #1: Using “follow-up” in the email subject line

When writing a polite follow-up email, most people tend to naturally use “follow-up” in the subject line. While this email is a follow-up, that subject line doesn’t add any value and will likely be ignored. It can also cause the reader to feel like you’re pointing blame because you didn’t answer, which doesn’t make the reader feel very good or interested in reading your email.

Instead, write a subject line that’s relevant to the topic or purpose of the email. To do this, ask yourself what the email is about or what you want them to do. Continue reading for polite follow-up email subject line examples.

Mistake #2: Starting with “just following up” and not adding value

Another common mistake made when writing a polite follow-up email is starting with “just following up” and sending an email that doesn’t add any value. People are busy and don’t have time to read an email that they have to decipher the meaning of or what action is required.

Instead, when writing your polite follow-up email, focus on adding value. For example, give them options, share how you can help them solve their problem or what you can do for them, or add more details or context.

Mistake #3: Not including a call to action

The final and most common mistake when writing a polite follow-up email is forgetting to include a call to action.

Instead, when writing a polite follow-up email, be clear about what you want the person to do after reading your email. Do you want them to reply? Call you back? Fill out a form? Be clear and specific so they know what you want them to do. You can do this while still being polite. Keep reading to see the polite follow-up email samples and learn how to incorporate this into your follow-up emails.

Polite follow-up email samples

Below are eight polite follow-up email samples for various scenarios along with tips and suggestions you can use when writing your own email.

Scenario 1: Following up after meeting at a networking event:

Email subject line:

Let’s work on Jimbo’s barking

Polite follow-up email sample for this scenario:

Hi Name,

It was great meeting you at the Friendly Neighbour Meetup! It was really interesting hearing about the behavioural challenges you’re facing with your dog, Jimmy. I’d love to help you learn some strategies and tips to reduce his barking so you don’t have to worry about complaints from your neighbours.

Are you available next week to chat?

Email me back and let me know when works for you.

Looking forward to hearing from you,

Your Name

Writing your own: Include an intro that triggers their memory. Include how you can add value by offering something that they want/need or solving a problem they have. Then finish with a call to action letting them know what you want them to do.

Scenario 2: Following up after being introduced (ex. referral):

Email subject line:

Let’s chat about your special day

Polite follow-up email sample for this scenario:

Hi Name,

Sarah Jones mentioned you got engaged a few months ago and you’re looking for a wedding photographer and possibly some engagement photos as well. I’d love to sit down with you and chat about what you’re thinking for your wedding and engagement shoot so I can capture moments on your special day!

Here are some photoshoots I’ve done for couples recently to give you an idea of my photography style:

[link to Instagram or website page with portfolio]

Are you free next week to meet up and chat? Let me know what day works best for you.

Thanks,

Your Name

Writing your own: When following up in this scenario, be sure to let them know who referred you to them and what you can do for them. Focus on the value you can add and adding credibility such as your social media accounts or website portfolio. Be sure to finish by including a call to action for next steps.

Scenario 3: Following up after a meeting or call to move to next steps in doing business together:

Email subject line:

Next steps for your retirement plan

Polite follow-up email sample for this scenario:

Hi Name,

It was great meeting you the other day and chatting about your love for fishing. I’d love to get started on working on your financial strategy so you can enjoy more fishing trips when you retire.

I’ve attached a form for you to fill out with your basic information so we can get started. The next step is to go over your financials in more detail so I can put together a plan for you.

Please fill this out and send it back as soon as you can so we can move to the next step.

Looking forward to working with you,

Your Name

Writing your own: Include something personal and give them context about who you are. People are often so busy that just seeing your name in their inbox may not be enough to remind them of who you are. Focus on adding value by reiterating a problem you can solve for them or benefit/goal you can help them achieve. Finish with a call to action telling them what you need them to do and why it’s important.

Scenario 4: Following up after sending something that requires action and waiting to hear back:

Email subject line:

Form for your retirement plan

Polite follow-up email sample for this scenario:

Hi Name,

Hope you’re having a great week!

Have you had a chance to look over the form I sent you last week?

Do you have any questions about it?

Let me know if you need me to send you another copy or if you need more time or have questions.

Thanks,

Your Name


Writing your own: Keep the follow-up email brief. Ask if they’ve looked over the thing you sent them and if they have any questions to confirm they’ve received it and understand what’s needed. Finish by including a call to action about what you want them to do.

Scenario 5: Following up after sending an invoice and haven’t received payment:

Email subject line:

Overdue invoice for Wedding Photos

Polite follow-up email sample for this scenario:

Hi Name,

Hope all is well.

Have you had a chance to look over the invoice we sent last month? I know this season is busy for you.

Let me know if you need me to resend it or if you have any questions about any of the line items.

Thanks,

Your Name

Writing your own: Be brief but direct. Ask a question instead of pointing out the obvious that you haven’t received payment, for example asking to confirm they’ve received it and whether or not they have questions about it. Finish with a call to action telling them what you want them to do.

Scenario 6: Following up after sending an estimate/quote:

Email subject line:

Quote for website

Polite follow-up email sample for this scenario:

Hi Name,

Hope you’re doing well.

Have you had a chance to look over the quote I sent you last week for your website redesign? Would love to get started on building your website so you can start attracting more clients for your business!

Let me know if you have any questions about the quote.

Thanks,

Your Name

Writing your own: Be brief and ask a question instead of saying you’re just following up on the invoice. Remind them of the value you can add or problem you can solve to emphasize what’s in it for them. Finish with a call to action by being clear on what they should do next.

Scenario 7: Following up after asking someone to do something and no response:

Email subject line:

Flyer design approval

Polite follow-up email sample for this scenario:

Hi Name,

Hope you’re doing well.

Have you had a chance to review the flyer design? Once I get your approval I can coordinate with the printer so we can get these ready for your event! Please keep in mind that the printer needs them by next Thursday to have these printed in time for your event.

Let me know if we’re good to go or if you need any changes made.

Thanks,

Your Name

Writing your own: Be brief. Be polite by asking if they’ve looked it over rather than accuse or point out that you haven’t received it yet. Add value by giving them context for the urgency if needed or urgency about the next steps. Finish with a call to action so they know what you want them to do and why it’s important.

Scenario 8: Following up after no response from the last email:

Email subject line:

Do you still need a wedding photographer?

Polite follow-up email sample for this scenario:

Hi Name,

Hope you’re doing well. I didn’t hear back from you about meeting up to discuss your wedding photos.

Have you been too busy to get back?

Have you found another photographer?

Is it not the right time?

Let me know if you’d prefer me to circle back at another time or if you’ve found another photographer and don’t need my services.

Thanks,

Your Name

Writing your own: When you’ve followed up and had no previous response, be brief and ask them why, while making it easy for them to answer by giving them options. Finish with a call to action letting them know what you want them to do.

Hopefully, you find these polite follow-up email samples helpful when writing your own follow-up emails. The main things to keep in mind when writing a polite follow-up email is to be brief, focus on adding value, and include a call to action. If you follow these tips you can avoid wasted time sending follow-ups that don’t get responses and start getting answers!

For more tips on writing follow-up emails, checkout our other post How To Write a Warm Follow-Up Email [Examples Included].

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