Building Relationships February 24, 2023 Kristie

8 Polite Follow-Up Email Samples & Mistakes To Avoid

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.

Whether you’re writing a polite follow-up email because you’re following up after meeting someone at a network event, after sending an invoice, or after sending an email with no response, we’ll share tips to help you increase the odds of you getting a response.

Summary:
Mistakes made in polite follow-up emails and what to do instead
8 Polite follow-up email samples
Following up after meeting at a networking event
Following up after being introduced
Following up after sending an estimate/quote
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 asking someone to do something and no response
Following up after no response from the last email
Quick Tips

Illustration of an animated envelope representing a follow up sample email. A speech bubble comes out of his mouth containing "Hi, I'm follow-up".

First, let’s talk about the 3 common mistakes people make when writing a polite follow up email so you know what to correct when writing your next email.

Then we’ll share some examples of what you want to do to improve your follow up email along with a heap of examples to help you customize your own message!

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.

Mistake #4:
Not following up quickly

Instead of waiting 10+ days to follow up, consider sending a reminder sooner like 3 days. This ensures the recipient still has the topic and request fresh in their mind. If you wait too long, there is a chance they’ve already forgotten about your call to action and the steps you asked them to take. As an example of the importance of time in sending emails, take the real estate industry. If you are a real estate agent, it is crucial to send a welcome email in the first couple of days before the first contact. So it’s best not to wait too long before you send a polite and gentle email.

Pro tip: Check out this blog for more important tips on how real estate agents can perfect their email skills when sending welcome emails.

8 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

Tip: 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 (e.g. referral)

Tip: 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 sending an estimate/quote

Tip: Be brief and ask a question instead of saying you’re just following up on the quote. 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 4:
Following up after a meeting or call to move to next steps in doing business together

Tip: 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 5:
Following up after sending something that requires action and waiting to hear back

Tip: Keep the follow-up email brief. Ask if they’ve looked over the item 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 6:
Following up after sending an invoice and haven’t received payment

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

Tip: 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

Tip: 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.

Wrapping Up

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!

Quick tips

And last but not least, discover Daylite’s seamless integration with Apple Mail, so you can master the art of following up and take your overall email skills even further. Daylite Mail Assistant allows you to take action from emails and create new contacts, set reminders, schedule appointments, and delegate tasks, all without even leaving your inbox. And there’s more: Daylite Mail Assistant also saves your emails in Daylite, linked to the items you create, so you always have a chronological history of communications related to a contact or project. Start your free 14-day trial and start taking advantage of Daylite Mail Assistant.Image shows a MacBook and an iPhone standing side-by-side, showing a screenshot of the Daylite Mail Assistant, Daylite's integration with Apple Mail.

About the author: Kristie Holden is an online marketing consultant. She helps startups get more leads by clarifying their message and creating a marketing strategy to attract and convert their ideal client. Connect with her on Instagram.

4 Responses to “8 Polite Follow-Up Email Samples & Mistakes To Avoid”

    Knowledge-Wisdom
  1. I read your blog. Having very use full information help me a lot. I will read more articles on your blog.
    business system analyst

  2. Thanny Schmitz
  3. Thank you for the feedback. We’re happy to hear our content has been insightful to you! 🙂

  4. nandha
  5. I have read the blog, which is very useful and informational. Follow up emails have proved very useful in all aspects, from gaining customer loyalty to knowing about the products through comments. And when it is an integral tool and mainly for e-commerce stores.
    Retainful is one such tool for e-commerce stores made in Shopify and woocommerce.

  6. Thanny Schmitz
  7. Hello! We’re glad you liked the post. Thank you!

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