follow up visit email

6. Resist the temptation to be passive-aggressive in your opening.

When you’ve sent one or two emails and haven’t heard back, it’s easy to start to take it personally. But you have to have thicker skin than that. Lines like, “I’ve tried to reach you a few times now,” or “I know you’re busy, I’m busy too,” do nothing to move your deal forward.

Best case scenario, you guilt your prospect into responding to your message. Worst case, you offend and alienate them. If you email a few times and don’t hear back, keep your tone positive.

When in doubt, assume positive intent. Phrases like, “Just wanted to bump this email to the top of your inbox,” or “Wanted to touch base on this,” quietly acknowledge your prospect is busy and might just need a gentle nudge to get the ball rolling again.

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

A follow-up email shouldn’t contain more than a few bullet points or paragraphs. Stick to three paragraphs at most because, remember — your prospect already got your first email. Your second email should complement the first, not overwhelm your prospect with more information that will make it harder to respond.

The body of your follow-up email should:

• Offer more value to the prospect.
• Clarify how the prospect will benefit if they continue to engage with you.
• Make it irresistible to answer your call-to-action.

On that note, let’s talk about CTAs.

8. Include a call-to-action at the end.

Your prospect should never walk away from one of your emails without knowing what they’re supposed to do. Tell them what you want from them, and you’re more likely to get it. Do you want them to answer a specific question? Give you more information about their company? Forward you to the right person who’d be able to handle the deal?

One thing to note : The CTA should never be the same as the one in your first email. Your prospect likely already saw the first email, and maybe they found the CTA too much for them at the time. Increase your chances of a response by adjusting your close.

I’ll go over that in more detail in the next section, because this will come into play if you need to send a second email after no response.

When sending a second follow-up email after no response, you must think about timing first. Wait three days before getting in touch again, and always send a fresh message. Last, include a call-to-action that shows your prospect what you want them to do next.

You should keep in mind the following important tips if you need to follow up a second time:

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

If you need to follow up a second time and you’re still not getting a response, you might simply be suffering from the wrong call-to-action. Each time you follow up with a prospect after no response, your close should get easier to deliver on (because with each email that goes unanswered, it gets easier for your prospect to ignore you).

If your first follow-up email asked for a meeting, your second might ask for a referral instead. If you still get no response, your third email should request more general information. For example, you might ask, “I’m trying to navigate your organization right now. Where’s the best place for me to go to learn more about Team X and Project Y?”

If all else fails, ask a question entirely disconnected from work. If a new putting range opened in their town, ask, “I saw you have a new Topgolf open in your neighborhood! Have you checked it out yet?”

At times, it’s easier for prospects to answer personal questions about themselves. It reminds them you’re a human and not just a sales machine. Once you get a response to your Topgolf question, steer the conversation back to business.

Don’t send a breakup email.

Never send a breakup email. If you’ve tried these steps, stop sending your prospect emails. Go away, wait, and follow up a few months later.

There’s an old sales adage warning reps not to announce intent. If you send a frustrated email after your fourth follow-up saying, “Well, since I haven’t heard from you, I’ll assume you’re not interested,” you’ve made your prospect feel bad, made yourself look like a victim and decreased the likelihood of them contacting you in the future.

By not saying anything and emailing again after a few months, you’ve kept yourself in a position of authority and avoided passive-aggressively blaming your prospect for never responding.

Follow up with a friendly, “I hope you had a great summer! I know a lot of clients are focused on [benefit your product/service offers] heading into the fall months. Is this a priority for your company right now?”

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.

Don't forget to share this post!

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Use these templates to follow up with colleagues, sales prospects, recruiters, and networking connections.

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How to Write Follow-Up Emails (13+ Templates & Examples)

Even the best cold email campaigns rarely get higher than a 40 percent reply rate. So, how do we reach the other 60+ percent of prospects? We follow up.

I’ve said it for years—you have to send as many follow-up emails as necessary until you get a response. It doesn’t matter what response you get; you follow up until you get one.

If you’re struggling to know what to say in your follow-up emails or seeing really low reply rates, I’ve got you covered. With more than two decades of experience writing (and receiving) follow-up emails of all shapes and sizes, I know what makes a great follow-up email.

And today, I’m going to show you exactly how to write follow-up emails that don’t just get opened, they get responses. You’ll also get 13 highly effective follow-up email templates for different scenarios, but first, let’s talk about how to make your so-so follow-up emails truly great.

How to Write Follow-Up Emails: The Close Follow-up Formula

When you think of becoming a great salesperson, most folks think it’s all about talking. I’d argue that the best salespeople know how to build connections —which is exactly what a great follow-up email does. I literally wrote the book on follow-ups (which I highly recommend reading), but I’m going to break down our formula in a few easy steps:

• Send the first email: You can’t follow up until after you’ve reached out! If it's a cold campaign, grab one of our cold email templates or use our cold email generator to get a solid first draft and make it your own. But you can (and should) follow up on any email you want a response to.
• One day later, at a different time of the day: Send Follow-up #1:
• This email should be a modified version of your original email. It should communicate the same message, just in a different format. For example, if your initial email was several paragraphs long, make this follow-up email just two sentences. Don’t write something completely different or include attachments. Just recap your points in more detail. We’ve got these exact templates for you here, below.
• Two days after your second email: Send Follow-up #2:
• Don’t explain anything. Just restate your call to action. You can ask your prospect to introduce you to the right person in their organization, schedule a call, or respond to your email—whatever your CTA was in the initial cold email, use that. For example, “Hey, when would be a good time to discuss this? How about Tuesday or Wednesday at 10 a.m. Pacific?”
• Four to five days after your third email: Send Follow-up #3.
• The break-up email . This is the “last email” where you say goodbye to a cold prospect while betting on their loss aversion, a psychological principle that describes the tendency to strongly prefer avoiding losses to acquiring gains.

To make things even easier, turn these emails into automated workflows that are triggered at the appropriate time. Email sequences in Close also have detailed reporting metrics , which help guide further iteration of your entire sales process .

How Often Should You Send a Follow-Up Email?

The best follow-up frequency allows you to be persistent without being annoying. This is especially important when engaging with decision-makers. My philosophy, when dealing with warm leads, is to keep following up until you get a response.

Incorporate our follow-up email frequency system into your workflow:

• Day 1: First contact
• + 2 days: Follow up
• + 7 days: Follow up
• + 14 days: Follow up
• + 30 days: Follow up
• Still no response? Going forward, follow up once a month

If you’re mixing emails and phone calls in your follow-up strategy, it might look something like this:

The follow-up emails themselves don’t need to be complicated—in fact, simple is almost always more effective. Keep them straightforward and relevant, and experiment with different email subject lines and email openers. If you're struggling to come up with great subject lines, give our email subject line generator tool a spin—it's totally free and will help you craft the perfect follow-up email subject line .

13 Best Follow-Up Email Templates & Subject Lines to Increase Open Rates

Cold email outreach is a big part of modern sales, and we’ve covered it fairly extensively . But knowing what to write (and what email subject line to use!) can be challenging. With that in mind, I want to share 13 of the best email follow-up templates we’ve used to close more sales .

Choose the follow-up email template that fits your specific needs, then spend a little time adjusting it to make it personal.

1. Cold Outreach Follow Up Email Template

Subject Line: "Trying to connect"

When to use this follow-up template :

Cold emails are effective, but you won’t always get a reply to your first message. Maybe they’re busy, out of office, or just got distracted when reading your message.

Use this quick and fast email template to pop your name back up to the top of your prospect’s inbox and touch base. The key here is to keep it short and sweet.

2. The Quick Check-In Follow-Up Email Template

Subject line : Time to chat?

When to use this follow-up template:

Even if you come in with a killer offer, there’s a good chance most prospects won’t reply on the first try. Use this template when you’re pretty sure you have the right contact, but the prospect didn’t reply to your previous email. There’s no need to make this complicated; just check in and make contact one more time.

3. The Direct P.S. Follow-Up Email

Follow-up subject line: Quick call?

When to use the P.S. follow-up email:

They know you’re selling. You know you’re selling. There’s no need to pretend your email is about anything else. However, including a genuinely interesting article, case study, or relevant resource gives your prospect a reason to pause and click on a link. Once they’ve read it, they might just come back and send you their thoughts, especially if it’s personalized for them.

4. Follow Up with a Social Media Connection

Follow-up email subject line: Our conversation on [social media platform]

When to use the social media follow-up:

If you’re using an omnichannel outreach approach, there’s a good chance you’ve started talking with prospects on channels like LinkedIn and moved the conversation over to email or met. If the person was responsive on social but less so in email, you may need to follow up. Give a quick reminder of where you met (say, a networking event or another platform) and what you discussed so you can continue your conversation.

5. Inbound Lead Follow-Up Email

Subject lines to A/B test:

• Your demo request of [Company service]
• [Subject of request]—Important note before you get started
• Following up regarding the [Subject of request]
• Do you need to discuss [Subject of request]?

When to use the inbound lead follow-up template:

Inbound leads may download a piece of content, request a quote or demo, or in some other way indicate their interest in your product. At this point, the ball is in your court: How will you engage and push them toward a close?

This template is quick but reminds potential customers who you are and what value you offer. Use it when prospects have engaged with you to move them down the funnel. I suggest setting a trigger event in your CRM or email marketing platform to send this out automatically.

6. No Response Follow-Up Email Template

Subject Line: Hey [First Name], what’s my next step?

When to use the no-response follow-up template:

If someone doesn’t reply to your first (or second) follow-up email, they may need a stronger approach. Encourage them to respond with a gentle reminder about the value of the product—but don't be pushy.

You could also add social proof or testimonials to your email to boost trust and motivate them to reply.

7. Missed Call Follow-Up Template

Subject line: Sorry I missed you!

When to use the missed call follow-up template:

You’ve hooked a prospect and even got them to schedule a call—but then they no-show . It's frustrating, but it's also just part of the sales game. Use this no-nonsense template to let them know you’re still here for them and happy to meet at a better time.

8. Check In Before Next Meeting Email Template

Subject Line: Recap of [Date] [Call/meeting/discussion]

• [Date 1]: [Action 1].
• [Date 2]: [Action 2].
• [Date 3]: [Action 3].

When to use the check-in follow-up email template

This email template is ideal when you’ve already had one meeting, and you have another one on the books. The purpose of this email is two-fold: you want to "check in" with your prospect and remind them of your discussion and your next scheduled meeting.

9. Free Trial Follow-Up Template

Subject line: How’s it going?

• [Resource 1 + short description]
• [Resource 2 + short description]
• [Resource 3 + short description]

When to use the free trial follow-up:

If you’re in SaaS like us, you know free trial follow-ups are crucial. Following up with free trials helps engage new prospects and shows them you care. Offering resources like guides or case studies helps users make the most of your product. I highly recommend scheduling an automated version of this email for all trial sign-ups.

10. Follow Up Email After Meeting a New Customer

Subject line: Here are the resources we discussed

Use this template when you’ve already sealed the deal with a new customer. Simply share the promised resources and ask for whatever assets you need to keep the process moving forward.

11. Follow-Up Email After a Voicemail

Subject Line: Sorry I missed you

When to use the voicemail follow-up template:

Leaving a great sales voicemail can be a really effective way to help prospects remember you. If you don’t hear back after the voicemail, however, you might want to follow up by email.

Word to the wise: don’t send your first follow-up email too quickly. Rather, give them some time to reply to you. I suggest sending a follow-up email four to six working hours after you’ve left a voicemail.

12. Follow up on an Expired Trial Template

Subject line: Just for you - extend your FREE trial

• Benefit 1 [resource link]
• Benefit 2 [resource link]

When to use the expired trial follow-up email template :

If you’re in SaaS, following up on expired trials is one of the easiest ways to close more deals. Seriously. Take advantage of the relationship you’ve built and use this template to follow up with prospects who tried your product but didn’t convert. Share additional information about why your product is worth the offer.

13. The Personal Touch Follow-Up After a Pain Point Objection

Follow-Up Email Subject line: Re: [Last email subject line]

When to use the objection follow-up message:

Remember earlier when I said sales is all about relationships? This template leans on that personal relationship to move a prospect through the sales funnel. Use this follow-up template when the prospect offers a specific objection or time frame they’re waiting on and find out if they’re ready to move forward.

4 Real Sales Follow-Up Email Examples to Learn From

So you’ve got 13 tried-and-true follow-up templates that will help you increase your response rate—and close more deals. Now, I want to show you what great follow-up emails look like in action. Take a peep at these sales follow-up email examples:

1. Free Trial Follow-Up Email Example: Groove

Many SaaS businesses offer a free trial to get interested users to use their products actively. Once you get the signup, you still have to turn those free trial users into premium customers—which is where the follow-up comes into play.

An example of this in action comes from Groove , a simple help desk software platform. Groove starts with a welcome email focused on making a connection with the product and then sends follow-up sequences based on user behavior.

Once the sequence is over, Groove sends out a “win them back” email to users who don’t sign up for a trial:

The goal of this email is to get users back at a better time when they can understand better how the product benefits them.

2. Follow Up After a Call with Gift: Postal.Io

This thank-you email was sent after a call with Postal, a marketing company that helps go-to-market teams send gifts to partners and customers. In addition to mentioning their call with another team member, their sales follow-up email also included an offer for a branded gift.

This follow-up email does two things—it reminds the prospect of the call and gives them a taste of what the company offers in the form of a free gift. If you’re in SaaS, you might offer a free trial, company swag, or even a gift card to buy lunch. The goal is to encourage the prospect to get excited about your offer.

3. Follow Up After a Missed Phone Call: Close

This polite follow-up email is one our sales team uses to check in with prospects who schedule a call but miss it. It's short and sweet but keeps it professional and positive. No blame, just a quick line and a link to schedule a call at a better time.

There’s no need to overthink it! Let the email recipient know you’re happy to meet at a different time.

4. Follow Up with a Prospect That’s Not Ready to Convert: Crowdspring

What do you do when your offering isn’t quite the right fit or the prospect isn't ready to convert? This follow-up email example from Jason at Crowdspring shows how to find other ways to turn a prospect into a customer or just a contact. When Ryan wasn’t quite ready to jump on the first offer, Jason came back with alternative ways they could work together.

He’s not pushy or trying to turn a no into a yes. Instead, he suggests a few other ways they could work together and hones in on the value he can deliver. <chef’s kiss>

Close's AI Email Writer offers a solution for crafting these follow-ups. With its ability to generate personalized and contextually relevant email content, this tool can significantly enhance your follow-up strategy.

Follow-Up Emails Close More Deals. Period.

The biggest mistake folks make with follow-up emails is overthinking it. My advice for improving your follow-up game is: keep it short, keep it sweet, and always follow up until you get a no. Also, use automation to schedule follow-up emails and trigger them on the right day.

To recap, remember your follow-up sequence: After the first email, send follow-ups on:

Whether sending your first or last email, centralizing customer communication and automating the follow-up from within your CRM will boost productivity. Check out this 14-day free trial of Close .

START YOUR FREE TRIAL→

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17 Follow-Up Email Template Samples + Guide

Why Following Up Matters

Follow-up email templates, how do you write a follow-up email, planning your follow-up sequence, optimizing your follow-up sequence, avoid these mistakes when writing a follow-up, sales follow-up statistics.

Follow-up emails are a secret weapon. Yet nearly half of sales reps don’t follow up at all.

If you do, you’ll reap the rewards. Sales reps who follow up consistently build better client relationships, close more deals, and become sales leaders in their company.

We’re all familiar with the art of “circling back” and “ just checking in ” when you never got a reply. But you don’t have a proven follow-up email template, so you hesitate before typing.

What can you say to get your prospects to write back?

Below are 17 follow-up email templates to copy and paste right now to use in your outreach. Included below are real-life examples, reply/response rates, and guides to writing effective follow-up emails.

Here’s what we’ll cover:

Most sales professionals know that following up can make an incredible difference, turning an email that goes unanswered into a productive conversation that leads to a close.

And yet even experienced sales pros still don’t do it nearly enough.

The numbers paint a bleak picture : 80% of sales deals take five or more follow-ups to close yet 44% of reps  stop after the first attempt.

That means just 8% of sales reps are consistently following up with prospects. And if you’re among them, you’re putting yourself at an enormous competitive advantage.

So why is it so hard to follow up? It’s all about mindset.

We don’t want to be annoying. And we all fear rejection. Those fears lead a lot of sales professionals to contact a prospect just once or perhaps send one follow-up. But that’s a sure route to a lousy close rate.

Top sales professionals understand that not hearing back from a prospect is totally normal. 

That’s why being persistent is critical. The best approach is simple: keep following up on unanswered messages until you get a response.

If a prospect tells you it’s not a good time, you can simply respond and ask what a better time would be — and follow up then. And if a prospect does tell you they’re not interested, you can stop following up going forward.

Following up regularly takes commitment — but a strong, consistent follow-up game will put you in the elite group of sales reps who close the most deals.

1. The “Nice to Meet You” Follow-Up Email

When you have a mutual conversation with a stranger, it’s safe to assume they’ll welcome an email from you. So how do you write the “nice to meet you” email?

(Keyword: mutual)

For a fast follow-up, plug this information into a pre-set follow-up email template:

• How you met — Refreshes their memory
• A takeaway from your conversation — Shows you were listening
• Your ask — Keeps the ball moving

Here’s how to roll it all together:

Subject Line: Great to meet you at {!Event} Hi {!First Name}, It was nice to meet you at {!Occasion where you met}. I loved learning more about {!Something discussed}. I’m really interested to hear more about your role as {!Job title} at {!Company name}, as {!Reason why you’re interested}. If you have time in the coming weeks, let’s {!Follow up action}. I’m generally free on {!Days of the week}, if that works for you? Looking forward to keeping in touch!

Tip: Suggest a time as a starting point, but keep your request flexible to give them control.

Give your recipient complete control by inserting a meeting scheduler link into your email that seamlessly integrates with your Outlook or Gmail calendar.

2. The Introduction Email

Someone just tapped on the network you’re so proud of, asking for an introduction email .

If they did it right, they made it easy for you by sending along all the necessary info.

This means you have a key insight already: the value that they plan to provide.

Below is a short follow up email that gets to the punch quickly:

Hint : Don’t forget to CC the person who requested the intro, so they can pick up the convo where you leave it off.

Copy and paste this follow-up email as a template to customize in seconds:

Hi {!First Name}, I hope this note finds you well and {!Personal note}. {!Person requesting referral & their relation to you} (CC’d here) mentioned to me that {!he/she} is looking {!Reason for their request to you}. I’m reaching out in hopes that you can point {!him/her} in the right direction. As I think you know, {!What requester’s company does}. {!Value statement — what’s in it for your recipient?} Quick Favor Might you be willing to introduce {!Requester’s first name} to the correct person who {!Responsibility} within {!Their Company}? It would be fantastic to {!Requester’s end vision}. Thank you in advance

3. When You Don’t Know Who the Decision-Maker Is – Ask for a Favor

Are you ever unsure whether you’re following up with the right person?

Your best move: Ask them to point you in the right direction.

This is a good way to build rapport and likability. When people provide assistance, it helps them feel good about themselves and their feeling toward you.

According to the psychology term called The Ben Franklin Effect : when we do someone a favor, we like them more.

Here’s a follow-up email template for this type of situation:

Here’s the template you can use today:

Hi {!First Name}, I’ve reached out a few times to see if we could chat about {!Product/Service} and why I believe our {!Feature/Functionality} is the solution your team is looking for. I realized that you’re probably swamped with emails every day, so I’ll do you a favor and stop filling up your inbox. In return, I’d like to ask you a favor, too. I’m looking to connect with whoever is responsible for {!Role/Responsibilities} at {!Company}. I’m hoping you’d be able to refer me to them, or, if you are that person, schedule a time for us to see how {!Product/Service} can benefit your team? If you aren’t involved with {!Department}, would you be comfortable referring me to the right person? Thanks for your help and have a great day.

4. The “Just Left A Voicemail” Follow-Up Email

How many of your missed calls that go to voicemail are actually missed?

Chances are your prospect could be actively ignoring you (both your cold calls and cold emails ).

Capturing their attention won’t be an easy feat — but it’s possible if you prove there’s alignment.

After you leave a voicemail message ( voicemail and sales call scripts here ), send an email to reiterate your value statement.

Subject line: Just tried your line / next steps Hey {!First Name}, I just left you a voicemail but wanted to drop a line by email in case this is more convenient for you. I’m reaching out because it looks like {!Point of alignment between their company and yours}. We’re {!Company pitch with value to them — include stat & customer name(s)}. {!First Name}, I’d love to connect about your specific needs. I also have a suggestion about how you can {!Achieve desired result} (with or without us). Give me a call back at {!Your phone number} if convenient, or feel free to reply to this email. Thanks!

5. When You’re Sent To Someone Else

Sometimes, that account you’re chasing turns out to be a wild goose.

If Recipient 1 bounced you to another person, keep in mind the context with this new person:

These are the steps to take with your follow up email:

• CC the colleague you first emailed to increase your chances of a reply by 12%.
• Ask yourself, what pain point does my company solve? How exactly does it solve it?
• Turn this into a problem-solution specific to your recipient’s role in his/her org.

And remember, do your homework by visiting their company site and social media to make it even more personable.

Here’s a template that one of our sales consultants uses regularly:

Save this follow-up email as a template:

Hi {!FirstName}, I just spoke with {!Person} over the phone who pointed me your direction. I reached out to {!Person} because I noticed that your {!Department} team is {!Pained situation}, which we hear is a major challenge {!Why/how it’s challenging}. {!My Company} would automatically {!Paint the solution}. {!Person} suggested we have a conversation. Could you and I arrange 15 minutes this week to explore how {!Your Company} could leverage {!My Company}?

Pro tip : Try adding a testimonial link to your email signature . Social proof makes your company more compelling, and hyperlinks let you track clicks .

Watch a short video to see how Acquia closes more deals, faster with Yesware.

Here are 17 other A/B testing ideas for your emails to start getting more replies.

6. When You’ve Just Had a Meeting – Keep Adding Value

Lucky you — whoever you’re emailing is invested in your relationship. They just spent their time meeting with you, and they’re probably going to read your follow-up.

But how can you go beyond opens and increase replies?

Do the work for them. Recap everything so all they do is confirm that 1) they received your email, and 2) your summary is accurate.

This is a sales meeting follow-up template that our team has great success with:

Hey {!Company Name} team, Great meeting with you today — thank you for your time and having us {!come by the office/share in a discussion}. Look forward to reconvening on {!Agreed upon date}. Separate calendar invite to follow shortly for that.  Quick Question Can you please reply to confirm I recapped our discussion accurately and if I missed anything? Your Current Initiatives / Priorities / Goals: {!Priority 1} {!Priority 2} {!Priority 3} Evaluation Success Criteria: {!Measure 1} {!Measure 2} How {!My Company} Can Help: {!First Benefit + End Picture}  {!Second Benefit + End Picture}  {!Third Benefit + End Picture}  Agreed Upon Next Steps / Action Item Owners / Dates & Times: {!First Action + Date} — {!Owner 1} {!Second Action + Date} — {!Owner 2} {!Third Action + Date} — {!Owner 3}

7. Another Follow-Up Email Template for Adding Value

Here’s another follow-up email example for adding value right after a sales call.

This follow-up email thanks the recipient for their time and quickly recaps the call.

The template below has a 51% reply rate.

Copy and paste the follow-up email template here:

Hi {!First Name}, Great speaking with you today, {!Name(s)}! I’m so glad we agree {!Product/Solution} is the best fit for your team. Here are the top value adds that we discussed: {!Value} {!Value} Helpful resources: {!Resource} {!Resource} Action items: {!Action Item} {!Action Item} Let me know if you have any other questions or if your timeline changes. P.S. – you can check out {insert video link} to see how other companies are using {!Product/Solution} to {!benefit/outcome}.

8. When You Just Left Your Interview

You just walked out of a great interview and you want to set yourself up for success.

How do you balance being polite with standing out from the rest of the candidates for the job?

Easy: take the extra 60 seconds to personalize your thank you to each person.

Two things to remember here:

• Whoever you talked to has a busy schedule. They spent their valuable time on your interview; show them it wasn’t wasted. Generic emails are careless and imply that you aren’t invested in the opportunity.
• The individuals you interviewed with are all colleagues, which means they talk. Don’t be the interviewee who blasts the same thank-you email to everyone.

How to write a follow-up email after your interview:

Personalize your email in three ways to show you were listening and you’re invested:

Paragraph 1 — Recap one point of discussion from your conversation

Paragraph 2 — Refer to their team’s relationship with your team to-be

Paragraph 3 — Mention a detail that the interviewer disclosed to you

What your email should look like

Here’s the follow-up email I sent to a sales manager I met with when I was interviewing here at Yesware:

Because I took the time to send a heartfelt thank-you, I won a reply and a returned sentiment:

Here’s a copy of this email template:

Hi {First Name!}, Thank you for sitting down with me {!This morning/yesterday} to discuss {!Company}, your role on the {!Department} team, and what you are looking for from a {!Role}. I love how {!Element of company culture or role responsibilities that you discussed}. It was so nice to hear about {!Something that aligns with your passions}. A team dynamic like this is something that I am very passionate about! I also appreciate your disclosure about {!Another point of discussion}. I’m glad to know that you feel that {!Company} {!Something about confidence in company}. Thank you again, {!First Name}, and I hope you again soon! Cheers,

9. When They’re Past Due Payment (And You’re In Collections)

Make an uncomfortable situation easier with a proven collection letter template.

Here’s how to keep your email understanding but forceful:

Subject Line: Are you there, {!First Name}? Dropping a line Hi {!First Name}, I hope this note finds you well. I want to follow up on an invoice I emailed on {!Date}. I haven’t received the payment yet, so I wanted to ensure the email isn’t lost somewhere in depths of cyberspace. Would you please check to see if the accounts payable department has received it? I’ll be happy to resend if necessary. Otherwise, I look forward to receiving payment within a week. I really appreciate your help! Thanks!

10. When You Get a Second Shot at Your PR Pitch

Your first pitch didn’t win over the editor or reporter.

Time to up your game.

Here’s how to sell it : Keep your follow-up email shorter than your first one. Journalists spend less than one minute reading what you’ve sent them. They prefer bullet-form facts.

• Know their beat — are you reaching out to the best person? If not, identify who is and use a free tool to find their email .
• No buzzwords allowed; just include the facts.
• Offer an exclusive.

Below is an example of the first email that I sent to FastCompany (followed by my follow-up):

Email tracking revealed that my email was opened, but I didn’t get a reply. So here’s the follow-up email I sent three days later:

My shorter, bulleted follow-up email won the reply and placement in Fast Company .

Copy this template to re-use:

Hi {!First Name}, I know you’re busy so I wanted to reach back out about my earlier request — have you had a chance to review the {!What you sent over} that I sent over {!When you sent it}? {!1 sentence summarizing what you have is new, comprehensive, or groundbreaking} {!Finding 1} {!Finding 2} {!Finding 3} And more… Reattaching the {!Report or other source of further info}. Thank you for your time and looking forward to your feedback,

11. The Best Follow-Up Email Template For An Inbound Lead

Are you charged with reaching out to people who download your company’s marketing content? Just because someone read something doesn’t mean they want to talk to sales (yet).

This is why you need to nurture them. How? Provide new value that shows them why you’re worth their time .

Our sales team achieves a 34% reply rate by following up with people who downloaded our recent ebook . Here’s an example of an email template that’s been filled out:

Copy this example as a template:

Hi {!First Name}, I noticed you got a chance to take a look at some of our content, specifically the piece {!Title of content}. I hope you found some value there! {!Question triggering pain point}?It’s a reality in {!Their field} today, and the reason why {!How your company aligns}. I would love to {!action you’re looking for} {!what it accomplishes for them}. {!Statement that shows your differentiation}.  {!First name}, do you have {!amount of time} free on {!Day} {!time of day}?

12. How to Send a Follow-Up Email After No Response

Waiting for an answer from a friend, colleague, or vendor? Here’s your reality:

Below is a follow-up email template to send after no response.  This exact email won me a 25% reply. Use it as a starting point or copy and paste the text directly here .

Here’s what to include in your follow-up after no response :

• Restate the context of the original email and the value to them.
• Include your explicit ask.
• More information: Any additional resources for them to review.

Here’s a template so you can re-use this follow-up email:

Hi {!First Name}, In case you missed my email {!week/day you sent it}, {!restate why you’re reaching out}. {!Value statement specific to recipient}. My ask for you: {!First part of ask} {!Second part of ask} {!Any additional information}. Looking forward to your reply,

13. When They Asked You to Circle Back Later

What’s your first reaction when your alarm goes off in the morning?

Snooze — it’s how we procrastinate dealing with sales outreach, too.

Instead of taking a meeting or committing to a contract, we say, “let’s check back next quarter.”

If you’re the salesperson circling, you need to deliver tangible, relevant information.

Here’s a good follow-up email that I received after going through a demo (names changed):

A couple of things to note here:

• Gary uses leaves the subject line empty; this is a tactic proven to increase opens.
• The case study note delivers fast value with a brand name & a success metric.
• The email signature includes a UTM-tagged ebook offer. This does two things. It nurtures prospects and it provides marketing with engagement data.

Grab the follow-up email template here:

Hi {!First Name}, I know we’re still in a holding pattern, but I wanted to send over a customer case study that speaks to how {!Customer Name} leveraged {!Product/Service} to {!What they accomplished — HARD METRIC}.  What sort of timelines do you think we’re looking at to pick this back up? Thanks!

Pro tip : Schedule your follow-up email now to send later . Then, use tools like Google Alerts to monitor for trigger events that can help you get your foot in the door sooner. (You can always cancel your scheduled email if you find more opportune timing sooner).

14. The “Break Up” Follow-Up Email

You’ve been nurturing a ghost with a drip campaign , and it’s time to let him or her go. (The good news is you can automate the whole process so you don’t have to sit there with tissues).

Not sure how to say goodbye?

Here’s a follow-up email template that our sales team has found works best for sales break-up emails :

Make this template your own [copy, paste, customize]:

Hi {!First Name}, I’ve been reaching out because I see a great opportunity for your team to {!Outcome 1}, {!Outcome 2}, and {!Outcome 3}. Hate to be a bother, so I’ll plan on reconnecting in a few months, unless you tell me you’re ready to evaluate sooner. If you were interested in getting your team on a pilot period to try us out, I could help set that up too. In the meantime, I’ll definitely keep an eye out for {!Your company} news! Thanks for your time.

Biggest takeaways : We dislike potential loss more than we enjoy the potential gain. This is why it’s worth telling them you’re walking away — especially if you want them to take action.

The combination of loss aversion and personalization is powerful. It drives a 33% reply rate on touch plans where this is the 5th touch.

15. Following Up After a Networking Event

If you’ve connected with a prospect at a networking event, sending a thoughtful follow-up email is essential. It’s the difference between being forgotten by your contact and striking up a long-term professional relationship.

When you follow up after a networking event, focusing on personalization is critical. After all, the idea is to build a strong relationship with your contact.

Take this template as a starting point: 

Hi {!First Name}, It was great connecting with you at {!Event} on {!Date}. I was thinking back on our conversation and what you said about {!Pain point}. I thought you might be interested in checking out this case study on how we helped {!Similar company} accomplish {!Outcome}: {Link to content} I’d love to discuss how we can solve {!Pain point} together. Do you have time this week to jump on a 15 minute call? Regardless, it was great meeting you and I look forward to connecting at future events. {!Sign off}

16. Discovery Call Follow-Up Email Template

After you’ve had a discovery call with a prospect, your follow-up email is significant.

The email above demonstrates professionalism and credibility.

Grab the discovery call follow-up email template here:

Hi {!First Name}, I hope this email finds you well. I wanted to thank you for taking the time to speak with me earlier today. It was great learning more about {!Their Company} and what your team is looking to achieve. Based on our conversation, I believe there are several ways in which {!Your Product/Service} can help you achieve these goals. Here’s a brief recap of the key points we discussed: {!Briefly summarize the main points of discussion, highlighting any pain points or challenges identified.} {!Mention the specific solutions or services your company offers that address the prospect’s needs.} {!If applicable, include any relevant success stories or case studies that demonstrate how your solution has helped similar clients.} I am confident that we can tailor a solution to meet your specific requirements and deliver the results you’re looking for.  I’m looking forward to our next meeting on {!date and time}. In the meantime, if you have any questions or need further information, feel free to reach out. Thank you once again for considering {Your Product/Service} as a partner in your journey. I’m looking forward to the opportunity to work together. Best regards,

17. Quote Follow Up

Following up after you haven’t heard back from a quote or proposal can be that extra push the prospect needs to get things moving.

The quote follow-up email template below is a gentle reminder and encourages the recipient to respond with any questions or concerns they may have.

Remember to be direct and professional but not pushy. 

Grab the quote follow-up template below:

Subject Line: Follow-Up on Your Quote from {!Your Company Name} Hi {!First Name}, I hope this email finds you well. I wanted to follow up regarding the quote I sent over on {!date} for {!Product/Service}. I understand that you may be busy, but I wanted to ensure you received the information and have everything you need to make an informed decision. In case you missed it, I’ve attached the quote again for your reference. Our team has put a lot of effort into tailoring a solution that meets your requirements and budget and we’re excited about the opportunity to work with you. If you have any questions or concerns or need any modifications, please don’t hesitate to reach out. Your satisfaction is our top priority and we’re here to support you every step of the way. Thank you again for considering {!Your Company Name} and I’m looking forward to the possibility of working together and delivering outstanding results for your business. Warm regards,

Every follow-up email you send is another step in a direct outreach sequence. Like your initial cold email, it has one job: to get your prospect to take action .

Studies have found that nearly 50% of responses to outreach campaigns come from follow-up emails. Put another way, you can effectively double your response rate with effective follow-ups.

Craft Compelling Subject Lines

Your subject line can make or break your email. It’s the first thing your recipient sees. And a great subject line can drive open rates of up to 87% .

The most effective subject lines accomplish two goals at once. They present a clear benefit to the reader, while also building curiosity for what’s to come in the message. Great subject lines tease the message content without giving too much away.

Check out how these top-performing subject lines did it:

• Collaborate? 👊
• We set the stage for {!Company} to be the talk of {!Location}
• {!Benefit} for {!Company}

Provide Context

Decision-makers have a lot going on. And especially if they haven’t responded to you yet, they might not remember who you are.

The last thing you want is for your prospect to get your message and think, “who’s that?”

When you start your message, make sure readers know who you are and why you’re reaching out. Refer back to your last point of contact to give context to your message.

Personalize Your Message

Now that you’ve gotten readers into your message, you want to be as relevant and personal as you can.

Prospects are real people, and they want to be treated that way. They want to see that you’ve taken the time to learn about the pain points they’re facing and demonstrate that you understand their business. By taking these steps, you begin to build a relationship and show how you could be a great partner for them in the future.

Continue to Deliver Value

Effective follow-ups don’t ask your prospect for something. They show your prospect what you can do for them .

That’s the right approach to take in your initial outreach email. And as you send follow-ups, you should continue to focus on demonstrating the value you can provide to your prospect.

One of the best ways to deliver value is by sharing content that’s relevant to your reader’s challenges.

Take a look at how the team at Freshworks nurtures leads while continuing to deliver value:

Keep It Short

Your follow-up email templates should be short.

Decision-makers are busy. And they don’t have time to read lengthy emails. If they open up your message and see a wall of text, they’ll likely move on — or worse yet, hit delete.

Keep in mind that writing short, simple emails isn’t just about brevity. It’s about readability. Take steps to make your message easy to move through quickly.

• Use lists and bullet points to make your message easily skimmable
• Put important takeaways in boldface type
• Avoid unnecessary information or detail

Make It Easy To Say Yes

As with all outreach emails, you want to make it as easy as possible for your reader to say yes. That means taking a close look at your CTA.

The close is where many outreach emails go wrong. Even if you’ve written a great subject line and a compelling message, a weak CTA will kill your reply rates.

Fortunately, keeping a few basic guidelines in mind makes it easy to write strong CTAs.

• Focus on the relationship. While it’s tempting to go for the sale right away, it isn’t effective. Prospects want to get to know you first before they commit to a deal. Start with a smaller request that moves your relationship forward, like sending a short video or getting on a quick call.
• Make a crystal-clear ask. Quite frankly, it’s hard for prospects to respond if they don’t know what you want. Avoid vague, hesitant CTAs like Let me know what you think , and be clear on the next step you want your prospect to take.
• Don’t ask for too much. Clarity is great. Putting work on your prospect is not. Making demands of your prospect’s time or effort is the quickest way to get to the trash folder. Instead, make an ask that sounds easy. Close with a simple question or share a resource your prospect can review quickly.

Now that you know what a great follow-up looks like, it’s time to think about how to create your follow-up sequence.

Since most sales deals require multiple follow-ups to get to a close, having one or two follow-up templates in your back pocket won’t cut it. You need a well-thought-out follow-up sequence you can send consistently to help move more of your prospects toward the sale.

Here’s how to plan yours.

Timing Your Sequence

Timing is critical. In most industries, it makes sense to plan a sequence with frequent touches at first, transitioning to longer intervals as time goes on.

The First Day

Since as many as 50% of buyers choose the vendor that gets back to them first, being responsive early in the sales cycle is crucial. Especially when you’re reaching out to a warm lead, you’ll typically want to send the first follow-up email within a day of your initial contact.

If you’re touching base after an initial meeting, this is a great time to send a short, simple follow-up.

The key with the first follow-up is a light touch. Consider sending a summary of your initial meeting and confirmation of next steps, or a simple note to thank your prospect for their time.

The Next Three Weeks

Over the next three weeks, continue to send regular follow-ups until you get a response.

Remember, by doing this, you’re not being annoying. You’re demonstrating that you’re a proactive, customer-focused professional — which is exactly what your prospect will typically be looking for.

At this point, the key is to strike the right balance. Following up every three to four days is a sweet spot that enables you to stay top of mind and continue to deliver value, without making your prospect feel irritated.

Staying In Touch

If you’ve sent five or six emails over a three-week span and haven’t gotten a response, you can confidently conclude that now isn’t the right time for this prospect.

Not now doesn’t mean not ever . It simply means this isn’t your prospect’s focus right now. Even if they’re not interested in moving forward now, in three months, they may be eager to have a conversation with you.

Dial back your message frequency, and continue to reach out to your prospect every few weeks. Focus on delivering value now by sharing relevant content your prospect will be interested in so that later you’ll be viewed as a knowledgeable partner when the time comes to discuss a sale.

Vary Your Send Times

One of the easiest ways to improve your follow-up email performance is to start sending emails on different days and at different times throughout the day.

Your prospects are different — and they have different routines for when they check and respond to email. If you send follow-ups consistently on Monday mornings at 10, you could be missing prospects who are frequently out of the office on Mondays or don’t check email until late in the day. Sending messages at a variety of different times gives you a better chance of reaching everyone, no matter what their schedule.

Be Consistent

For most sales professionals, the hardest thing about sending follow-up emails is simply doing it.

Let’s face it. You’ve got dozens (or hundreds) of prospects to keep up with. And getting targeted follow-ups out to all of them is a full-time job in itself.

That’s where automation is a game-changer.

With a solution like Yesware Campaigns ,  you can plan targeted follow-ups that go out to your prospects automatically until you get a response. Automation enables you to schedule follow-ups in advance, so they go out effortlessly while you’re having sales meetings with your most promising new prospects.

Know When To Stop

Even if you’re using automation to send targeted follow-ups at scale, you can still reach a point of diminishing returns.

Yesware’s study of follow-up emails found that after the seventh follow-up, response rates drop below 10% , making it increasingly unlikely that you’ll hear back from a prospect.

Sales experts generally agree that with completely cold prospects, a maximum of six or seven emails is reasonable. If you haven’t heard back by this point, it’s safe to assume that the prospect isn’t interested and you can move on to more engaged prospects.

With warm prospects , however, things are different. If you’ve already had contact in the past, it’s completely reasonable to continue following up as many times as you need to get a response. As long as the contact doesn’t ask you to stop reaching out, this enables you to stay top of mind with your prospect so you’re the person they go to when they’re ready for your service.

As you start sending the follow-up email templates above more consistently, you’ll likely start to see more responses coming in.

And what’s most exciting is that this is just the beginning.

Now is the time to take a close look at your follow-up sequence to see what’s working — and what you can improve. By taking the time to optimize your sequence, you’ll generate even more responses and drive more sales.

Getting familiar with your data is essential. With a tool like Yesware Reporting , you can view metrics for all your emails at a glance and quickly find out which templates are performing best.

When it comes to leveling up the performance of your follow-ups, you want to focus on two key metrics: your open rates and your reply rates.

Improving Open Rates

Keep your expectations realistic. For personalized cold email campaigns, the average open rate is about 47% .

If you’re seeing low open rates, something is happening that’s preventing prospects from opening your messages. Check for common problems like these:

• Your emails aren’t reaching the prospect’s inbox. Of course, if your emails aren’t getting to the inbox, there’s no way they’ll get read. Make sure you’re using an email verification tool to confirm your prospects’ email addresses and avoid common triggers that can get your message flagged as spam . (Tip: 10 ways to find email addresses .)
• Your subject line is completely ignorable. Failing to offer value or trigger a sense of curiosity can easily cause readers to click over your email. Avoid overused, salesy subject lines like “Quick question?” which can immediately trigger resistance in your reader.

Improving Reply Rates

If your messages are being opened, but aren’t getting a response, there’s likely an issue with the body copy that’s preventing prospects from responding. Some of the most common issues include:

• Your message isn’t personalized. While follow-up messages are typically shorter and offer fewer opportunities for personalization, you should still look to customize your messages as much as possible. Something as simple as mentioning a specific pain point or sharing a relevant resource can help you stand out.
• You’re not focused on your prospect. People don’t care about you or your product. They care about themselves and their own problems. Focus your message on how you can help your reader, and resist the temptation to talk about yourself or your company.
• Your CTA is asking for too much. We’ve discussed this earlier, but it bears repeating: your entire message should make the reader’s decision smooth and hassle-free so that saying yes is a no-brainer. If your CTA sounds like it will require time or effort, you’re introducing unnecessary friction. Read your close, and be honest with yourself. Could you make a simpler ask?

Leaving Your Prospect in the Dark

Never leave your prospect in the dark. First, always make sure your follow-up email is on the same thread as your initial message.

And second, reiterate exactly what you’re following up about to quickly jog their memory. Keep it short and to the point — two sentences or less. For example:

Hi George — I wanted to circle back on my email below re: setting Yesware up with a free trial. Are you free for a 15 minute call this week?

Hiding Key Elements in Long Text

It’s easy to get carried away when writing follow-up emails; you’re trying to engage the prospect, stand out, and spark conversation. While all of these elements are important to incorporate in your follow-ups, make sure the text isn’t smothering the main reason behind your email.

Ensure your ask is clear so the prospect immediately knows why you’re reaching out.

You can do this by using bold words and bullet points in your emails to draw their attention to the important information.

Not Using Enough Personalization in Your Follow-Ups

The most crucial mistake you can make in your follow-up emails is not personalizing your message enough. Studies consistently prove that personalized emails perform significantly better than non-personalized emails.

And no, job title and company name aren’t enough. Use unique pieces of personalization to help you stand out from the crowd and engage recipients.

In a recent study conducted by Yesware, we found some valuable sales follow-up statistics to help shape your strategy.

Let’s look at a couple of our favorites.

The Best Follow-Up Cadence

To find the best cadence for your follow-up strategy (number of follow-ups and time between each email), we looked at 10 million email threads sent by salespeople.

We found that the most successful follow-up cadence based on replies is approximately six touches in the span of roughly three weeks.

The chart below shows the average follow-up cadence used by reps who received replies vs. those who didn’t.

• Follow-up #1:  3 days
• Follow-up #2:  7 days
• Follow-up #3:  11 days
• Follow-up #4:  15 days
• Follow-up #5:  19 days
• Follow-up #6:  22 days

According to the data, you should spread your follow-ups out by roughly three to four days. The data also indicates that waiting more than four days typically decreases your chances of getting a reply.

When to Send Your Follow-Up Emails

We recommend you try different times for your follow-ups and measure the success of each.

But to help lead you in the right direction, this is what our data tells us about the best time to send email based on reply rates.

What the data tells us:

• The best time to send an is 1 PM.
• The second-best time is 11 AM.
• Low reply volume exists between the time of 8 PM-7 AM.
• There’s a sudden incline in reply volume when returning from lunch (12 PM-1 PM).
• Overall, your ideal time blocks for email outreach are 1-3 PM and 9-11 AM.

Now, take this data and test it for yourself.

Try sending your emails and follow-ups at the most active time periods and see if you get a boost in replies. Make sure to track your emails so you can see if recipients are opening your emails in the first place.

The 24-Hour Rule

One of our favorite findings from this study is that sales reps who follow up within a day see a higher reply rate.

The data indicates that sales reps who follow up within a day of their initial outreach receive about a 25% reply rate on average.

To clarify, we don’t recommend sending subsequent emails day after day. But for your first follow-up email, sending this message within 24 hours can increase your chances of getting a reply.

Consider what a strong follow-up game says about you.

You’re showing that you’re a proactive, customer-focused professional who’s committed to helping your prospect solve their toughest business challenges.

And by continuing to deliver value, you naturally position yourself as the person they’ll go to when they’re ready for the sale.

Take time to start building out your follow-up email templates and sequence this week — and if you already have a strategy in place, look for ways to extend and improve what you already have.

Start sending more follow-ups, and before long you’ll be amazed at the results!

This guide was updated on March 20, 2024.

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How to Write a Follow-Up Email

Emails are a key part of how we communicate, and sending a good follow-up is both an art and a science. In this article, you’ll learn how to write a follow-up email . Plus, we’ll look at some easy templates you can use in different situations.

To write a follow-up email, clearly state your purpose, be mindful of the recipient, stay concise, and express genuine gratitude or interest throughout your message.

Table of Contents

What to Do Before You Write a Follow-Up Email

Starting to write an email can sometimes be the hardest part! Before you begin, know exactly why you’re writing it. Is it to say thank you, ask for something, or remind someone of a task? Your purpose will shape your email.

Next, think about who will read your email. Your relationship with them will affect how formal or friendly you should be. Also, consider what they need to know and how they prefer to communicate.

Before you write, make a quick list of the points you want to cover. Stick to this list to keep your email short and to the point.

Finally, choose a good time to send your email. Early weekday mornings can be great for catching someone’s attention.

What to Include in A Follow-Up Email: The Important Bits

Your follow-up email will have a few main parts: the subject line, greeting, body, closing, and signature.

• Subject Line: This should be short and clear. It tells the reader what to expect.
• Greeting: Start with a friendly “Hello” or “Dear” followed by their name.
• Body: Here’s where you talk about what you need. Be clear, polite, and get straight to the point.
• Closing: End with a thank you and a nice sign-off like “Best” or “Warm regards.”
• Signature: Your name and any other important info.

Follow-Up Email Templates

Now, let’s get to writing! Below are templates for different email follow-up scenarios. Feel free to use and adjust them as needed!

Follow-Up Email Template – General Follow-Up

In professional realms, a gentle follow-up demonstrates your active engagement and maintains the momentum of ongoing projects or discussions. This general template offers a balanced and polite approach to remind the recipient of your previous interaction, emphasizing your anticipation of further communication or action.

Subject: Looking Forward to Continuing Our Discussion on [Topic/Project]

Hello [Name],

I trust this message finds you well. It was good to connect with you recently regarding [topic/project], and I’ve been reflecting positively on our discussion. I really appreciated your insights into [specific point from discussion], and I’m eager to continue the discussion.

As we navigate forward, I wanted to touch base and follow up on our last conversation. If there are any updates or additional thoughts from your end that could further shape our direction, I would be thrilled to hear them.

Would you be available to connect in the next few weeks? If so, please send me a few convenient days and times and we can set something up.

Looking forward to continuing our discussion and exploring the possibilities that lie ahead.

Warm regards, [Your Name]

Follow-up Email Template – Saying Thank You After a Meeting

Expressing gratitude following a meeting is both courteous and affirms the value you place on the interaction. Use this template to convey thanks while also emphasizing the meaningful aspects of the meeting.

Subject: Thank You, [Name]!

I wanted to express my deep gratitude for the time you took to meet with me on [date]. Our discussion about [topic] not only was enlightening but also invigorating, providing me with valuable insights, especially your point about [specific point].

I’m looking forward to applying your advice and am eager to see where it takes us in our endeavors. Looking forward to our paths crossing again soon, and hoping we can explore further collaboration.

Warmest regards, [Your Name]

Follow-Up Email Template – Checking In After No Response

Sending a polite nudge when you haven’t received a response not only demonstrates your persistence but also reflects your keenness in ensuring progression. This template assists you in maintaining a courteous tone while highlighting your anticipation of a reply.

Subject: Hoping to Hear from You

I hope you’re well. I’m reaching out again to follow up on my previous email regarding [topic]. Your thoughts and feedback are pivotal for us, and I would really appreciate if you could take a moment to share them.

Understanding your busy schedule, I truly appreciate your time and consideration in helping us navigate through this.

Thank you, [Your Name]

Follow-up Email Template – Keeping in Touch After Networking

Networking is a potent tool, and sustaining connections post-event can yield future collaborations and insights. Employ this template to reconnect, expressing genuine interest and a desire to maintain the relationship.

Subject: Great Meeting You, [Name]!

What a pleasure it was to connect with you at [event]! Your work in [their field/industry] really struck a chord with me, and I found our conversation about [specific topic] particularly inspiring.

Let’s keep this dialogue alive! I’d love to explore how we can collaborate or assist each other in the future. What thoughts do you have on how we can collaborate going forward? Is there anything I can do to assist you at this time?

Wishing you success in your ongoing projects, and I’m looking forward to staying in touch.

Warm wishes, [Your Name]

Follow-up Email Template – Following Up on a Job Application

Timely follow-ups on job applications underscore your enthusiasm for the position. This template will assist you in showcasing your eagerness while maintaining respect for the employer’s decision-making process.

Subject: Following Up on My Application [Your Name]

Dear [Name],

I trust this email finds you well. I am writing to inquire about the status of my application for the [Job Title] position. My enthusiasm about the opportunity to join [Company Name] and contribute to [specific project/team/goal] has only grown since our last interaction.

I understand the need for a thorough decision-making process and appreciate the effort that goes into selecting the right candidate. Thank you for considering my application, and I am looking forward to the possibility of working together.

Sincerely, [Your Name]

Follow-up Email Template – Reminding About an Upcoming Deadline

Gentle reminders about upcoming deadlines are pivotal in ensuring tasks and projects remain on track. Use this template to send a polite and supportive reminder to your team or collaborators.

Subject: Friendly Reminder: Upcoming Deadline

Hi [Team/Name],

I hope you’re all moving smoothly through your week. I wanted to drop a gentle reminder regarding our upcoming deadline for [task/project] on [date].

Your dedication and hard work are truly appreciated, and I’m confident that we’re going to present something fantastic. Please do ensure to finalize and submit your sections by the stated deadline, and do not hesitate to reach out if you need any assistance or if there are unforeseen challenges.

Thank you all for your concerted effort and commitment!

Best, [Your Name]

Follow-up Email Template – Expressing Gratitude for a Referral

Strengthen and affirm professional relationships by expressing heartfelt thanks for referrals. Utilize this template to convey your gratitude in a warm and personal manner.

Subject: Immense Gratitude for Your Referral, [Name]!

I recently discovered that you kindly referred me/our company to [Referral Name or Company]. I’m elated by this and wanted to express my sincere gratitude for your support.

Your endorsement means a great deal to me/us, and I/we deeply value our relationship. I’m/we’re excited about the opportunity to connect with [Referral Name or Company] and am/are looking forward to fostering a fruitful collaboration.

Thank you once again, and I/we am/are here should you need assistance in the future.

Follow-up Email Template – Following Up After Sending a Proposal

Encouraging feedback following a proposal submission is crucial in refining your approach and meeting client needs. This template aids you in soliciting valuable input while emphasizing your readiness to adapt and collaborate.

Subject: Awaiting Your Valuable Feedback on Our Proposal

I trust you are well. I’m writing to follow up on the proposal we sent over on [date]. Your thoughts are crucial to us, and I was hoping to gather your feedback to understand if our proposed solutions align with your expectations and objectives.

If there are areas that require adjustment or further clarification, please do let me know, and we will make the necessary revisions. Your satisfaction is our priority, and we are here to collaborate closely to ensure your needs are met effectively.

Thank you for considering our proposal, and I look forward to our continued collaboration.

Best regards, [Your Name]

Follow-up Email Template – Reconnecting with an Old Colleague or Client

Reviving old connections can be both nostalgic and opportunistic. Use this template to touch base in a friendly, genuine manner, and express an authentic interest in their progress and well-being.

Subject: Long Time No See, [Name]!

I hope this message finds you well and flourishing. It’s been quite a while since we last connected, and you’ve been on my mind recently! I remember our collaboration on [project/task/event] with fondness and was wondering how you have been since our paths last crossed.

I’ve noticed [something notable about them or their company], and I’m thrilled to see your progress. If you’re open to it, I would love to catch up and hear more about what you’ve been up to and share updates from my end as well. If you’re open, what days/times might be good for you to connect?

Looking forward to reconnecting and wishing you continued success until then!

These templates serve as foundational structures and should be customized according to the specifics of your relationship, previous interactions, and the context of your communication.

Remember, maintaining sincerity and expressing genuine interest or gratitude will always make your emails resonate more authentically with the recipient.

Wrap-Up and Final Tips for Writing a Follow-up Email

And there we have it! A useful guide on how to write a follow-up email, from what to do before you start writing, to what to put in your email, and even some easy-to-use templates.

Remember: Be clear about what you need, be friendly and respectful, and keep your message short and sweet. You’ve got this!

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Feb 8, 2023

How to write appointment emails with 6 samples and templates

Whether you're organizing a meeting, confirming details, following up, or even cancelling an appointment, here’s how to do it.

Lawrie Jones

Table of contents

Appointment emails are all about the efficient use of time and resources.

Whether you're organizing a meeting, confirming details, following up, or even canceling an appointment, it's easier to manage appointments to do it over email.

Writing appointment emails isn't always fun, but following a standard format is usually quick and easy for everyone. We walk you through the email appointment format, explaining the building blocks of crafting compelling subject lines and body copy.

If that isn't enough, we illustrate the principles with 6 appointment email samples. No need to book; let's begin!

How to write an appointment email

Appointment emails are professional correspondence with a single purpose. You may want to send an appointment email to:

• request an appointment
• confirm appointment details
• delay an appointment
• follow-up an appointment
• cancel an appointment
• reschedule an appointment

The most effective appointment emails are short, simple, and get straight to the point. They also follow what should be a familiar format if you're already used to writing business emails.

So let's break that down for you.

Appointment email format

It helps to break down the appointment email format into 3 separate parts:

• Subject line – grab attention, inspire action, and capture the click!
• Body copy – Explain who you are, what you're asking for, and why. Strip content back to the basics, and use bold text and bullet points to help convey your message.
• Sign-off – Before saying goodbye, check you've included all contact details and essential information.

Those are the basics, but here's a step-by-step breakdown of an appointment email format:

1. Appointment email subject line

The best subject lines are simple, and that's certainly the case for appointment emails. Don't try to be funny or friendly; say it like it is (as we do in these samples):

• Appointment request: (date)
• Appointment confirmation – (your name)
• Can we reschedule our meeting?
• I need to cancel our appointment
• Additional information required after our meeting

These may seem simple because they are. There's no point wasting time crafting anything creative here, so we won't.

2. Appointment email body

Start your appointment emails with an introduction (if you don't know the person) or a reminder if you do. Then, in the same intro paragraph, be sure to say what the email is about – such as requesting an appointment, rescheduling an appointment, or canceling one.

• My name is (your name), and I'm contacting you from (company name). I would like to request an appointment with you to discuss (whatever you want to discuss)
• It's (name) here. We have an appointment scheduled for (details), but I wanted to ask if we could reschedule.

If you've established the purpose of the email in the first paragraph, you could stop there. But you may need to clarify details, confirm aspects of the meeting, or share resources.

• I've booked us a space at (meeting room). Please confirm that this works for you.
• I've attached some papers I wanted to discuss at our appointment. Can you review these before we meet? Let me know if you have any questions.

3. How to end an appointment email

Appointment emails have a single purpose, and you'll want to (gently) push for a response.

• It would be great to get a confirmed date in the diary. Please let me know if this appointment time works for you.
• I appreciate rescheduling this appointment may cause you some disruption. Please confirm that you've received this email and that the suggested time is acceptable. If not, please feel free to offer an alternative.

Remember to include your contact details and an appropriate sign-off.

• You can contact me at any point at (insert details), and I'll be happy to answer any questions.

Appointment email examples

So, we're at that point in the article where you get to see some examples.

These template appointment emails should be used for information and inspiration to help you create your own.

Please look at how we've applied the professional format to these appointment emails and focus on the tone of voice.

Ready to go? Then let's start.

1. Appointment confirmation email sample

Email appointment confirmations are standard correspondence, whatever your business. You'll see how we've included space to add details, such as date, time, and location.

You can also add attachments and links to essential resources, such as parking information.

2. Appointment request email sample

The format, tone of voice, and style of your appointment request emails depends on whether you know the person. If you do, you can kick back and be more relaxed and less formal.

If you don't, it's a good idea to be formal (at least until you secure the appointment). This explains who you are, why you're messaging, and what you want.

If you want some extra inspiration, check out our guide on how to request things via email .

• It's always good to add a few dates for the person to choose from

3. Cancel an appointment email sample

If you need to cancel an appointment, do it as early as possible. It's essential to offer an apology and, if you want, explain why you can't make the original appointment.

Then, if you still want to meet, you can suggest alternative dates (as we do in this appointment cancellation email example).

4. Reschedule an appointment email sample

If you can't make a meeting dates consider rescheduling an appointment by email. If you were the one who had to cancel, offer an apology and explain why you couldn't make the previous appointment.

Then, offer some appropriate dates and times for a new meeting. It's a good idea to provide the person (or persons) with several options.

Doing so could help you avoid email tennis, that's time-consuming and frustrating.

• Add your dates and times

5. Appointment reminder email sample

Don't want to be staring at a blank screen or an empty room? Then send an appointment reminder email!

You'll notice that this appointment reminder email template is short and sweet, as it has a simple job. You can learn more about writing effective email reminders here .

6. Appointment follow-up email sample

Learning how to write a formal follow-up is a great skill, so let's show you how.

You can use this email follow-up after an appointment to share information, meeting notes, or request something from other participants.

Be sure to fill in the gaps and focus on continuing the conversation.

Appointment email template with Flowrite

The easiest and fastest way to write an appointment email is using Flowrite.

You can request to reschedule, cancel, or accept an appointment using our smart email writing AI, like so:

Final words on appointment emails

Understanding how to write great appointment emails should be part of every professional's toolkit. Our best advice is to keep it simple and not stress it too much.

Break down the message into its core parts, and initially focus on being formal. Then, once you've mastered the format, you can get more creative!

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How to write a great follow up email after a meeting (with templates)

The meeting is over, and you had a great conversation with a potential client or business connection. You’ve exchanged contact information, and they’ve asked you to stay in touch.

That’s great news! But now what?

A well-written follow-up email helps you keep the conversation going long after the meeting or event has ended. To help you with this, we’ve gathered some of our top tips for writing the perfect follow-up email as well as a bunch of effective follow-up email templates you can use.

How to write a great follow-up email

Before we dig into the individual email templates you can use for follow-ups, here are some critical tips to keep in mind:

• 1. Follow up within a timely manner

The key to a good follow-up email is sending it about 24 hours later. You don’t want to send it the moment the meeting is over, but you also don’t want to wait so long that the other person has forgotten the conversation.

This way, you’re still top of mind when the event or meeting is still fresh in the recipient’s mind. To ensure you send a follow-up promptly, it helps to have a canned email ready to go in your draft folder. (Keep reading for a bunch of templates you can use!) This way, most of the work is already done, and all you have to do is finish filling out the details.

• 2. Keep it short, sweet, and to the point

Be respectful of your recipient’s time and cut the fluff. You want the person reading your email to be able to scan and quickly understand the point of your message. They’re much more likely to respond this way.

• 3. Have a goal in mind

Before you write your email, determine what the purpose of sending it is. Is the connection a potential lead? Then prompt them to visit your website with a link so they can learn more about your company. Are they a colleague you want to stay in touch with? Send them an invitation to get coffee with you. The structure of the email or template you decide to use should change depending on the objective of the connection.

• 4. Reference something specific from your meeting

Demonstrate to your prospect or potential connection that you paid attention to them by recalling something specific from your meeting. Maybe that’s congratulating them again on a recent win for their company that they discussed with you.

Or maybe it’s bringing up that you enjoyed hearing their perspective on the meeting topic.

Whatever you bring up, make sure it’s something positive and specific to your interaction. This will help refresh their memory about who you are and show that you cared enough to pay attention.

Follow-up meeting templates

One of the quickest ways to knock out copywriting for a follow-up email is to have a template ready to go. Templates help to standardize the process to make it efficient for you so you can follow up with multiple people after any event. However, they still allow for a degree of personalization so you can really connect with the recipient.

That’s why we’ve created a list of helpful templates you can use.

• 1. A thank you email after a meeting

Here is an example of a short follow-up email you can send after a meeting.  

Hi <<first name>>,

Thank you for meeting with me today. I enjoyed hearing about your <<insert meeting reference here>>. I appreciated you sharing with us!

As promised in our meeting, here are the <<links, resources, websites, etc.>> we discussed. Please reach out if you have questions or if I can help you with anything at all. Looking forward to talking with you again. <<signature>>

• 2. Post-conference general follow-up email

If you go to a conference, you’ll likely meet a ton of people and strike up at least a few interesting conversations. Most conversations end on the conference floor. One way you can continue the conversation is through a follow-up email.

Thank you for attending <<insert meeting title here>>. It was so nice getting to know you better at <<Insert Conference>>. I especially enjoyed learning about your <<insert reference from your conversation here >>.

Let’s stay in touch! <<signature>>

• 3. Post-networking event/happy hour follow-up email

Just like with conferences, many people don’t follow up after happy hours or networking events. Here is a template you can use to stand out.

It was so nice getting to meet you at the <<insert happy hour>>. Thanks for taking the time to chat with me. Your thoughts on <<industry or topic>> really got me thinking after the event. I especially enjoyed hearing about <<specific conversation reference here >>.

• 4. A follow-up email asking for an intro

Here is an example of a follow-up email you can send if you are looking for an intro.

It was so nice getting to meet you.

While we were talking, you mentioned that you are a <<connection to>> <<contact name>> at <<company name>>. If you don’t mind, I would greatly appreciate an introduction to <<contact name>>.

I understand how busy you are with <<company name, etc.>>, so I’ve included a quick message below to make the introduction as seamless as possible. Of course, you’re welcome to adjust as needed. Would you be able to introduce me?

Thank you so much. And again, it was wonderful meeting you! <<signature>>

• 5. A follow-up email asking for the sale

This email template can work well for sales reps.  

Thank you for taking the time to discuss your company’s <<current situation>>. It was great getting to learn more about you and your role with <<company name>>.

After discussing your company’s <<needs or pain points>>, I’m confident <<product or service>> would be a good fit. I’ve included links to <<insert relevant case study, numbers, etc.>> and additional resources below that I’m sure you’ll find helpful.

If you’d like to schedule a follow-up call so we can chat in more detail, here is a direct link to my calendar <<insert personalized SavvyCal link>>

<<pull in suggested proposed times from within SavvyCal>>

I look forward to hearing back. Thank you, again! <<signature>>

• 6. A follow-up email asking to set up a sales demo

If you have a longer sales process that requires a lot of meetings with a lot of different stakeholders, here is a template that your sales team can use to schedule either another sales meeting or a demo.

Thank you for taking the time to discuss your company’s <<current situation or pain point>>. It was great getting to learn more about you and your role with <<company name>>.

After discussing your company’s <<needs or pain points>>, I believe <<product or service>> could be a great fit. I’d love to share a demo with <<insert add additional key stakeholders>> so they can see it in action too.

Here is a direct link to my calendar <<insert personalized SavvyCal link>>

• 7. A follow-up email to a client

Follow-up emails aren’t just for sales. They can also be great for managing relationships with your clients. For example, sending a meeting recap email with agenda notes. Or, if you are a business coach, here is a follow-up template you can use.  

It was so nice getting to learn more about <<your business name>>. I’m glad we took the time to dive into <<insert specific topics>>.

I’m looking forward to helping your business thrive. I can’t wait for our next call at <<date and time>>. Please let me know if you have any additional questions for me in the meantime.

Thank you! <<signature>>

• 8. A follow-up email to a podcast guest after recording an interview

Most podcasters send out an email or social media message to their guest when the episode airs. However, a pro move is to send one after you record the interview too.

Thanks for taking the time to discuss your experience in <<topic or industry>> with me. It was truly fascinating getting to learn more about <<insert a specific conversation>>.

You were a wonderful guest, and we’ve got everything we need for our upcoming episode << add relevant details here>>.

We can’t wait to share the live episode with you on <<insert day>>.

Thank you again, and of course, please stay in touch! <<signature>>

• Follow up emails made easy

Whether you use our templates or swipe from a library of marketing examples or create your own from scratch, sending a follow-up message is a must to strengthen your relationship with the person(s) you met. These templates can increase your reply rates and save you a boatload of time in the process. And, if you’re looking for intuitive scheduling software, try SavvyCal for free .

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47 Powerful Follow-Up Email Templates That Get Replies

Do you know 80% sales need 5 follow-ups ? As a salesperson, you can’t escape following up on your prospects. No matter how much you hate doing it, it is a part of your job and is essential to close deals.

You may feel that no reply from the prospects means they don’t have an interest in your product or service. But it is a mistake to think that you’ll annoy them by following up. In fact, sending follow-up emails is an art you must master as a salesperson after you learn how to write a cold call email for sales.

We’ll first take a look at the meaning of follow-up emails and the top follow-up email templates that can fetch you more responses from prospects.

Table Of Contents

What Is A Follow-Up Email? 

47 follow up email templates to close more deals, follow up with prospects using salesblink, faqs about follow up emails, why are follow-up emails so important, when to send a follow-up email, what are the types of follow-up emails, how do you write a follow-up email.

• Follow Up Mistakes To Avoid
• 4 Golden Rules For Sales Follow up Emails

So, what is a follow-up email after all?

A follow-up email refers to an email or a sequence of emails sent after an initial email or reaching a particular stage in the buyer journey. You can also send a follow-up email if someone is in the middle of a trial to ask what they feel about the product or service. You can also follow up after a particular event. 

In B2B sales, you often have to send follow-up emails because your first email is insufficient to close a deal. 

Here’s a list of business email follow up templates that will give you an idea of how to write a follow up email,

Short follow-up email template

It is always good to write short and sweet follow-up emails as the other person mostly has other important work to do. Here’s a template to send short follow-ups when you don’t receive a reply from prospects. 

Template 1 

Hi {{first_name}},

I hope you are doing well. I just wanted to know what you have thought about my suggestions regarding switching over to {{product_name}}. Let me know if I can be of help to you.

Best Regards,

{{Your_name}}

This email is to the point and saves the time of prospects. It states the purpose of the email very clearly. It is a gentle way to get in touch with a prospect again. 

Tip: You can choose to add a CTA different from your initial email.  

Post-meeting follow-up email template

After an in-person or online meeting with a prospect (as it has been in this year of the pandemic), you will send a follow-up email if you don’t hear from them. Here is a template to reinitiate your connection with them. 

I am writing to follow up on our last meeting regarding implementing {{product/service_name}} in your organization. Thanks for allowing me to connect with you on {{meeting_day}}. 

As we discussed, I have checked with my manager and am glad to tell you that we will be happy to arrange {{special_request}} for you. 

Do let me know if we can proceed. 

{{your_name}}

Tip:  Try reminding the prospect about how your product or service can help overcome the challenges they face. 

Subject line: Are you prepared for a follow-up?

Hi {{prospect_name}} ,

I wish to thank you for your time and want to know how you would like to move the conversation ahead. In case you are still interested, kindly suggest what you want to do next.

Looking forward to your response,

{{Your_name }}

In the template below, you can get an idea of how to follow up when you have the information that the client requested.

Subject line: Got the info you need 

Hi {{prospect_name}} , 

Thank you for the opportunity to get in touch with you on {{day}}.

I spoke to my company’s department, and they would be glad to be of assistance to you for {{request}}.

Kindly let me know who you would like to proceed further. 

Here is another variation for you.

Subject line: Find the info you are looking for

It was nice chatting with you on {{day}} and understanding the needs of your company.

As you wanted to know about {{information}} in our last conversation, I have attached it here. 

Do let me know when you get a chance to look at it and want to speak to me to discuss

Follow-up email after no response

There can be instances when the recipient may have checked your email but, for some reason, chose not to respond. There are also chances of losing the email in the inbox. You can mention that you had previously contacted them in your email and want to help them solve their issues. 

Template 6 

I had sent you an email a while back about {{product/service_name}} and how it would be a perfect fit for your company. 

Our existing clients have witnessed a 20% increase in sales with the help of our solution. In addition, we are offering a 10% discount and complete training. 

If you want to know further details, please get in touch with me. I would be happy to discuss things in detail with you. I am looking forward to your response.

{{email_signature}}

Another follow up email after no response

Instead of simply sending an email to check in on them, try to share a valuable resource that they would find useful. Here is a sales follow up email template to get new clients,

Template 7 

Hi {{prospect’s_name}},

You are dealing with {{problem}}, so I thought of sharing an easy tip that most customers use.

I have a few more ideas that I want to discuss with you. Do let me know if you are interested in knowing them.

Here is another email template,

I was quite surprised when I didn’t hear from you. I’m sure t he previous email about {{product_name}} was quite insightful, and you want to know more about our solution and how it helps get rid of {{prospects’_problem}}. 

I want to share a blog post on {{topic}} as I felt that it would be quite useful to you. 

Tip: Remind the prospect how your product or service fits perfectly into their needs. 

Follow-up email template for sales asking for a referral

When your emails are not getting a response, the reason could be that the recipient is not a decision-maker. After realizing that you are speaking to the wrong person, you can request them to direct you to the concerned person. 

Here are the email template for follow up you can use, 

Hi {{prospect’s_name}}

I emailed you a few days back about {{your_company/product_name}}, and it was only later that I realized I might be knocking on the wrong door. 

My firm provides solutions for {{explain_offer}} which can be useful for your company. Are you the concerned person in this regard? If not, could you please help me reach the right person? I am looking forward to your reply.

The one below is a straightforward way of reaching out to a prospect and finding the decision-maker.

Template 10

I am writing again as I didn’t hear back from you. Can we connect when you are free someday? If not, can you please lead me to the concerned person?

I will be very thankful to you for your help.

Tip: Remind the recipient why you are reaching out so that they can guide you to the right person.

After trigger follow up

There are situations when the prospect engages with your email but chooses not to respond. Engaging with the email refers to clicking on a link, downloading resources, and even watching a video embedded in it. There is a chance of closing the deal with them if you follow up properly. 

You have to fan their interest in your product or service and turn them into paying customers. Follow up with them to grab their attention. Ask them what they are looking for or share how your solution has helped other clients to look credible. 

Template 11

I feel that you had a look at my previous email and our company’s website, so I thought I must get in touch with you again. 

Do you want to know how {{product_name}} can help {{prospect’s_company}} to {{benefit}}? I will be glad to get on a quick call to discuss this further when you are free. Would you mind letting me know which time suits you?

Template 12

I realized that you read my previous email and wanted to look at our product online, so I thought of reaching out to you again. 

Have you thought a bit about switching over to {{product _name}}? In case there are any doubts, I will be glad to clear them. Would it be possible for you to connect on a quick call any time this week? 

Template 13

Subject line: Do you require more information?

Hi {{prospect_name}},

I came to know that you read my last email and had a look at our website, so I felt that I should reach out to you once more. 

Did you think about my proposal once more? I would be happy if you wish to connect with me on the phone and discuss the proposal. 

Please tell me when I can schedule a call.

{{your_name }}

Template 14

Subject line: May I help you with <pain point>?

I know that you read my previous email and visited our website to glance at <product or service>. I, therefore, felt like connecting with you again. 

Our {{product_name}} can help in improving {{objective}} and addresses {{pain_point}} 

Please let me know if you have time to speak over the phone to look at how {{client}} benefitted from our tool. 

Looking forward to hearing from you.

Tip: If the prospect doesn’t respond, it can be due to lack of time. If you find that a prospect has visited your website or carried out some other activity, you should email them to engage with them. It would help push the prospect further down the sales funnel. 

After-event follow up email template

Events in the business world are most often for networking. When you make some connections, you would want to send them a follow-up email to build the relationship further and probably introduce your product. It is better to send follow up email to clients right after the event when you are fresh in their memory. 

Template 1 5

It was wonderful meeting you at {{event_name}}, and our discussion was quite in-depth. I thought that it would be better to take it forward as {{reason}} Are you having the time to meet for a cup of coffee next week? Here is a link to my calendar. You can pick a date and time that is convenient for you {{calendar_link}}.

I am looking forward to hearing from you. 

Template 1 6

Hi {{prospect’s_name}},

It was a pleasure to connect with you at {{event_name}}.

I gave a thought to what you were saying about {{pain_point}} and felt that you should go through this case study to understand how {{product/service}} has helped a {{competitor_ company}} get a 10% increase in sales. 

Let me know if it is useful. 

Template 1 7

I hope you remember that we met at {{event_name}}.

It was nice discussing how you can improve your organization’s workflow by making simple tweaks. I have many more ideas that will fetch you great results if implemented right. 

Will it be possible for you to meet over coffee to discuss those ideas in detail?

Template 18

Subject line: Here is the info about {{company_name}} that you needed

I hope you enjoyed attending the conference and I want to thank you for showing interest in our company.

I am sure that you want to improve your company’s {{objective}} and that is why I wanted to get in touch with you.

Please find the information you need attached below. If you require any other

Tip: It would be a good idea to refresh the prospect’s memory after you meet them at an event. It would help them get along with you actively and probably schedule a meeting with you. 

Follow-up email after leaving voicemail  

If you try reaching out to a prospect over the phone but can’t talk to them, you would leave a voicemail. However, why would someone respond to the voicemail of a total stranger? That is why you have to send a follow-up email as well. As it aims at reminding the prospect about the voicemail, you have to keep your email short.

Take a look at the template you can use below,

Template 1 9

I tried calling you, but I think you are occupied, so I left you a voicemail. I came across your {{prospect’s_action}} and wanted to share some tips about how you improve {{tips}}

Please call me back on this number when you are free – {{phone_number}} or let me know the right time for me to give you a ring.

Template 20

Subject line: I was trying to call you

I was trying to connect to you over the phone but couldn’t reach you. I know that you are busy and would not bother you. 

Please call me back on {{phone_number}} or let me know when I can give you a ring.

 I am looking forward to your reply.

Tip: Mention the reason for reaching out in the email so that the recipient understands the context. 

Follow-up email after demo

Once you reach the stage of giving a demo of your solution, it means that the prospect has an interest in you. As the chances of closing the deal are higher, what is the need for a follow-up? Well, even if everything looks like it is going smoothly, there are chances that the prospect may forget about the interaction and may not be too keen to make the purchase. So, you must send a gentle follow-up email and mention the important points in the demo. If the prospect has any concerns, you can try to address them. 

Here are a few templates,

Template 21

Hi {{prospect’s name}},

It was nice talking to you today. 

To proceed further, you can start the trial to understand {{your_product}} better. Our team can add the custom features you requested to prevent affecting your workflow .  

Please let me know when we can go ahead.

Template 22

It was a pleasure talking to you today and knowing how your company functions. 

I have collected the information you requested, and I am sure you will find it useful. Please find it attached. 

If you have any queries, feel free to contact me. I will be happy to answer your questions. 

Here’s a template to revisit the benefits of the product or service you had mentioned in your demo. 

Template 23

Thank you so much for attending the demo. It was nice talking to you.

I want to give a short recap of the benefits of the {{product_name}} that we are customizing for {{prospect’s_company}}

{{mention_benefits}}

If you require more information and have any concerns, please reach me. I will be glad to be of help to you. 

Tip: Try to remind the prospect how your product or service can change how they carry out tasks and simplify their lives.

Following up to find the right prospect

After finding a lead online and getting in touch with them, you may feel that they may not be the right person. To find out if you are on the right track, you can send the following email. 

Template 24

Subject line: Hope that you direct me right

I had sent you an email a few days back about {{product}}, and I feel that I may be on the wrong track. My company has {{product}} to offer that would help fit into your firm’s requirements. 

Are you the right person to discuss the features of {{product? If not, can you please guide me to the decision-maker?

Here’s another variation of the above email

Template 25

Subject: Can you help me out?

I reached out to you a few days back about {{product}}, and I felt that I should check whether you are the right person to discuss this. If not, can you please help me reach the right person?

Template 26

 Subject Line: The right individual to reach out to

As I didn’t hear back from any of your team members, I want to know whether I am talking to the appropriate person or not. If yes, can we schedule a meeting this week? In case I am on the wrong track, can you please connect me to the right person?

Following up when a prospect needs to consult others

Most often, the prospect you are speaking to may not be the decision-maker. He or she would have to consult their colleagues or superiors. Though you should give them the time to make the decision, a little nudge from your end would be great.

Ideally, you must wait for at least 4-5 days before you follow up with the prospect.

Template 27

Subject line: Here is more information about {{company_name }}

Thank you so much for taking time out on {{day}}. I am pretty excited about how our relationship would take off. 

That day you said that you have to consult with {{person}} before proceeding further with the deal. Can I know what {{person}} said about my company’s proposal? 

Can we fix a face-to-face meeting to discuss how we can proceed?

Following up with prospects who asked to reach out after sometime

There are times when prospects don’t prioritize purchasing a solution, and they may ask you to get back to them after a few days. You should mark the date in your calendar and make sure that you send them the email on time. 

While composing the email, you must ensure that you revisit what you discussed last with them and help them recollect what took place previously. You can also mention the newly-made changes and why it would be the right time to sign up. 

Template 2 8

I hope you are doing well. When we spoke last time about {{product/service}}, you thought our solution was not the right fit for your requirements. We are glad to let you know that we have a new feature that you would find useful. {{explain_feature}}

Our solution will now be of better use to you. It would help you {{achieve_specific_goal}}. 

Please let us know, and we will set up a trial account for you.

Here’s a template to refresh the memory of the prospect. 

Template 2 9

The last time when we discussed the benefits of implementing {{product/service_name}}, you suggested that we should wait for the right time and asked me to connect after a month. 

Can we please pick up from where we left our conversation?

Looking forward to hearing from you. 

You can even reach out early and use the following template,

Template 30

Hi {{name_prospect}},

I know that you asked me to get back to you after 2 months. But I am reaching out sooner as there are a lot of new ideas to discuss with you on how to boost sales in a short period. 

Can I discuss the ideas with you on a 10-minute call? Please let me know when you are available.

Tip: Help the prospect gently recall what they had discussed with you in your previous emails. It would help take the conversation ahead.

Follow-up email after sending a quote

When you reach the stage of sending a quote, things seem to start moving in the right direction. It may take many days for the prospect’s company to approve the proposal. But if you send a follow-up email after a few days, it indicates that you are taking responsibility and are willing to answer the prospect’s queries. 

Here’s a template you can use,

Template 3 1

I had sent you a quote for {{product/service_name}} on {{date}}, and I wanted to follow up to remind you what all our solution has to offer,

{{feature_1}}

{{feature_2}}

{{feature_3}} 

In case there are any concerns, please feel free to contact me.

Tip: There can be an internal issue that is holding the prospect from responding. Try to ask them how you can be of help to them.

Follow-up email template when a prospect goes silent after showing interest

There are situations when the prospect shows interest in your product or service, but all of a sudden goes silent. They may not want to purchase the product or service anymore, or they would have found another solution for their problem. It is wise enough to send follow-up emails to such prospects as they showed interest in you, and they may want to go ahead with purchasing your product. 

First of all, try finding out why the prospect went silent. Send free resources that are relevant to them or use Customer testimonials to convince them about the effectiveness of your product or service.

Template 3 2

We had last discussed {{mention_what_you_discussed}}, and I have not been able to reach you since then.

This means that you are either not interested or don’t have the time to respond. If you want to continue our discussion from where we left, please let me know. 

Thanks & Regards,

Tip:  As mentioned above, try to find out what is holding the prospect back and how you can help

Following up to provide more information after an initial call

When you speak to the prospect on the phone, you will want to share a few extra resources, and you can send a follow-up email for that. 

Template 3 3

Hi {{prospect_name}},,

It was great connecting with you. I am sharing some resources with you,

•  A PowerPoint presentation  
• A complete revenue report of your company

Feel free to share them with your team members. 

Tip: Add relevant resources that are useful to the prospect.

Following up using the excuse of a new blog 

If you’re into content marketing, i.e. writing blogs, you can send follow-up emails that can be created with the help of professional email marketing software to leads on the pretext of discussing your latest write-up..

Template 34

Subject line: How {{product}} boosts profit?

In our last meeting, you talked about {{blog_subject}}, and I understood that you have a deep interest in it. 

Our company’s publishing team came up with a new blog on {{blog_subject}} {{link}}. I immediately thought of you. Please have a look at it and share your thoughts about it. We can discuss things further.

 Can I call you sometime soon? Do let me know.

Following up after a follow-up email

Following up after receiving no reply to the previous follow-up email requires preparation. You have to chalk it out well before making your move. The best thing to do is provide exciting information to the recipient to pique their interest in your product or service. 

Template 35

Subject Line: Some things you might want to know about {{company_name }}

I emailed you a few days back regarding {{company_name}} and how {{product}} can fit into your firm’s needs. 

You might not be aware that our clients can report a 50% increase in revenue with {{product}}? There is complete training with a 20% discount. 

In case you want to hear more about {{product}}, kindly let me know. I would be happy to help. 

Looking forward to your reply.

Template 36

Subject line: Hoping to connect with you

I am sorry about not being able to connect with you recently. In our last conversation, you were pretty interested in {{Product}}

I understand that you’re very busy, so I’d be happy to schedule a call when it is convenient for you. 

{{Your name }}

You can lure the prospect to reply to you by providing a helpful resource. Here’s the template below:

Template 37

S ubject line: Here’s a gift for you

I understand that you’re busy managing your team. I had emailed you with the information of {{product}} a few days back, and I feel that this is the right time to get in touch with you for a demo.

You can find a few guest logins to access {{product}} and see how well it works in addressing your {{pain_point}}. Do share them with your colleagues, too, and let me know about your experience with {{product or service }}

 Please let me know if you can meet anytime this week.

Template 38

Subject line: A few ideas for you

Your firm can be dealing with {{pain_point}}, so I thought that I should share a few tips to help you out. 

I have some more ideas to improve the situation. Kindly let me know if you are interested to know about them.

Breakup email

Though goodbyes are always tough, you have to threaten to end the bond if you don’t get replies to your follow-up emails. If the prospect has an interest, they may respond, and if not, it will be easy to get rid of deals that have no future. It will be free of extra baggage. Try to use humor in breakup emails as you never know; you might just hit the bull’s eye! It is trying to reach out to the prospect one last time.

Template 39

I have tried to reach out to you multiple times in the last 3 months. Maybe you are not interested and that is alright with me. 

Maybe the timing is not right, and I will be happy to get back to you in a few weeks. If someone kidnapped you, please let me know to come to rescue you. 

I won’t follow up any further, but you can keep my details with you to get in touch with me if you need my services. 

Here is another one that can be of help to you,

Template 40

I am clearing out my sales pipeline, and I thought it is important to inform you that your file is on the delete list. 

In case you are not interested, can I please close your file? If you still have interest in {{product/service}}, please let me know what the next step should be. 

Template 41

I am sorry for bombarding your inbox, but I have been trying to reach out to you repeatedly with no success. I guess you are not the right person to talk about {{topic}}. Would you please direct me towards the concerned person?

And I won’t bother you after this email.

Template 42

Subject line: Is this the end?

I have tried to reach you many times in the last few months, but I have not been successful in my endeavor.

I feel that:

You are not interested. If so, there is no problem. It is fine

I am contacting you at the wrong time. In that case, I will be happy to reach out to you after a couple of weeks or months.

Someone abducted you!

I will not reach out to you again, but if you change your mind, please contact me on {{phone_number }}

Template 43

Subject line: Can I close the file?

I have to clear out the sales pipeline, and I feel that I should let you know that you are on my delete list. In case you are not interested, can I close your file? If you have even a slight interest still, how should we proceed further?

Template 44

Subject line: {{prospect_name}} I would love to know your feedback

This is my last attempt to get in touch with you. However, I would like to get feedback from you regarding {{product}}. As you have used the free trial, you can tell us what improvements we need to make. 

Can I please know the reason for not connecting with our company?

Template 45

Subject line: Thanks from {{company_name }}

I wanted to write to you one last time in connection with {{product}}.

If I don’t get a reply from you, I will assume that you don’t have any interest in what my company has to offer and I won’t bother you again. 

If you want my assistance at any point in time, please reply to this email, and I will be glad to assist you. 

Tip: If there is no answer after repeated follow-up, the recipient may be an unqualified lead. You can try sending a breakup email as a last resort to get the prospect’s attention.

Follow up after a webinar or an event

Sending a follow-up email after a webinar or event helps connect and expand your network. Keeping the prospects in the loop can help you in the long run. Find the template for such emails below,

Template 46

Yesterday, you attended my webinar about ‘Best ways to drive more sales’. Did you find it useful? Were you able to learn something new? Please let me know your feedback. 

I also took a look at your company’s website, and I thought it would be nice to share some articles with you,

Here they are – {{Link_to_articles}}

It would be great if you connect with me on LinkedIn {{LinkedIn_profile_link}}

I am looking forward to hearing from you.

Template 47

It was good to see you at the {{event}} yesterday and talk about {{mention_what_you_discussed}} I found your thoughts on it very insightful. I told you about {{your product/service}} and how it can help resolve {{prospect’s_problem}}.

It would be great if we could take the discussion ahead. Will you be available for a 10-minute call this Wednesday? 

Tip: Remind about the meeting/webinar and what your product and service can do for the prospect.

With SalesBlink, it is easy to create email follow-up sequences with prospects. By turning to automation, you need not manually follow up with leads anymore. You just need to schedule your sequence and focus on other sales activities that require your direct involvement.

Do try SalesBlink’s 7-day free trial .

Follow-Up Email Examples

Here are a few examples to help you understand follow-up emails better,

1. Following up with a prospect after a discovery call

The follow up email below is sent after a call with the prospects. As you can see, the rep has added value to it by sending more resources. It gives them a reason to revert.

2. Follow up after a meeting

Here’s an email you can send to follow up after a meeting. It is simple and straightforward.

3. Simple check-in follow up email

Here’s a simple email check in on the prospect and try to get a response. It is straightforward and simple.

4. Last follow up email

At times prospects don’t respond even after repeated follow up. That is when you can try one last time.

You can keep sales streamlined with the help of follow-up emails. In addition, to get a positive reply from the prospect, you usually need a minimum of 5 follow-ups. However, some sales reps give up after they face rejection for the first time. Such an attitude will not fetch you the results you want. Regarding statistics, 48% of sales reps don’t follow up, and 44% stop after the first try. It indicates that only 8% are following up , but that is the percentage that is winning at sales. 

Follow-up emails are important as they do the following,

1. Help Increase Conversion

There are several reasons for the recipient not opening your email, the person may be busy, or they couldn’t find the email in the piles of emails in their cluttered inbox. That is why you have to send a follow-up email to increase the chances of the prospect connecting with you and turning into a paying customer.

2. Build Trust

When you send follow-up emails, you show that your business is more customer-centric. The prospects would think that you have genuine interest in doing business with them, which would help build trust.

3. Filter Out Leads

It is impossible to close the deal with those who are not into your product or service right from the beginning. They might be there for a free trial and not intend to pay. With follow-up emails, you can filter out the hot leads and keep the promising ones. After all, it is pointless to invest your time and effort in people who don’t have a future with you. That’s why time management for sales reps is essential.

There is no hard and fast rule of when to send a follow-up email, but you have to make certain considerations. Sending follow-up emails when your prospects are busy with office work is not a good idea as it won’t get a response. You have to see at what time of the day the open rates of emails are the highest and send follow-up emails accordingly. 

Even follow-up emails have types, and they are the following,

1. Free trial follow-up

With free trial follow-up emails, the aim is to turn prospects into paying customers by providing them a chance to use the full version of their solution. This is quite common in the SaaS industry. In the email, you can ask for feedback and guide them about how the prospect can use the solution to get better outcomes. 

2. Lead magnet opt-in follow-up

People provide their email addresses in return for valuable resources. If you have a blog, you can ask visitors to subscribe to your newsletter, and as there is a double opt-in, subscribers have to confirm the subscription in their inbox. However, if there is a glitch and there’s a stall midway, you can always send a follow-up email to remind the lead to finish their sign-up. In the follow-up email, you can mention the benefits of signing up. 

3. Product sales follow-up

One goal that most businesses try to achieve is to turn a customer into a loyal one. For that, you have to put in efforts as a salesperson. Once the sale takes place, you should ask the customer about their experience and offer them more products at a special discount. 

Here are the key steps that you have to consider to craft the best follow-up emails,

1. Define the purpose of sending the email

This is a logical step you must focus on before composing your follow-up email. You have to find out why you are following up in the first place. 

Here’s an example – You met a prospect at an event one week ago, and the lead is now cold, but you want to reconnect. You have an objective at hand, and you can try to achieve it by sending a follow-up email. You can send a follow-up to restart the relationship with the hope of closing the deal. 

2. Create an effective email subject line

The email subject line is the first thing that the prospect sees, and if you are successful in capturing the prospect’s attention, the open rates will be high. Here’s what all you have to consider while writing your subject line,

Keep the subject line short – You have to keep the subject line short because when they are too long, they don’t appear fully on the screens of mobile devices. Use fewer words to convey the message effectively. Keep it crisp and clear so that the prospect doesn’t lose interest.

Ensure that it has details – As already said, the subject line has to have all the information and be clear. It will help them determine whether they want to open the email or not. 

Keep it engaging – Be creative and capture the prospect’s attention right at the subject line. You can use different ways and make it engaging. After all, who wants to read a boring email?

3. Provide value 

Sending a follow-up email just for the sake of it would do no good to your sales numbers. If your email is just another generic and laid-back follow-up that adds no value to the prospect, they will ignore it. You have to put in the effort to make the email worth reading and responding to. If possible, offer something in return; it can be anything like a free template, an e-book, a free trial. It can be anything relevant to the prospect they would find useful. 

4. Keep the language of your follow-up email clear

It would help if you value the reader’s time, and for that, you have to ensure that you don’t waste their time. Keep the message clear and direct. The reader shouldn’t have to put in an extra effort to understand it. Stay to the point and tell the recipient what you expect them to do with a strong CTA. Easy to understand emails have more chances of getting a response. 

5. End your email naturally

You have to end your email as naturally as possible by keeping the previous interactions in mind. There is no hard and fast rule for this, so it is up to you to close the email as you wish to while keeping the prospect in mind. It can be something like “looking forward to hearing from you” or something else the prospect would appreciate. 

6. Get ready with your upcoming follow-up emails

Things go well when you have a plan. You have to create initial and follow-up emails beforehand based on your sales funnel. Be ready for what action you have to take if the prospect doesn’t reply to your follow-up email, and it has to be as seamless as possible. 

Follow-Up Mistakes To Avoid

Sales reps commit a few common email mistakes that seem quite basic but can have a lot of impact on your sales numbers. Let’s see what they are and how to avoid them,

1. Mentioning ‘follow-up’ in the subject line

Some reps use ‘follow-up’ in the email subject line, which isn’t the right approach. Even if your email is a follow-up, you shouldn’t mention it in the subject line as it doesn’t add to the value of the email. It instead increases the chances of the recipient ignoring your message altogether. The recipient may also feel that you are blaming them for not responding to your email. Try writing a subject line that looks relevant to the email body. 

2. Not adding value

It would be of no use if you send a follow-up email but don’t add any value to it. It would help if you didn’t waste prospects’ time with such emails. Try to offer something of value to the reader and show them how your product or service can help them. 

3. Forgetting to include a CTA

A CTA or call-to-action is a requisite in every email you send to the prospect, including the follow-up email. If you don’t include a CTA in your email, the reader will not know what to do after reading it. The CTA can be anything like a reply from the prospect’s end, a call-back, or a request to fill out a form. Just make sure to keep the CTA clear and be specific.

4. Not following up in time

It is better not to wait for too long before sending your follow-up email. It would be good to keep that waiting time around 3 days instead of more than 10 days. Waiting for too long can make the prospect forget what the CTA was and you wanted them to do. Regardless of which industry you are in, the timing of your follow-up email is crucial. If you delay unnecessarily, you will lose the prospect.  

4 Golden Rules For Sales Follow-up Emails

You have to follow a few best practices when you are following up with prospects after giving them a demo. 

1. Don’t follow up immediately

Following up just after you had a conversation with them is not a very good idea. Give a gap of at least 12 working hours after you complete the demo. 

2. Practice being patient

Even if you are under pressure to complete your targets, don’t pass on that pressure to the prospect. Be as patient as you can be, and don’t rush into things. If you try to make it look too urgent, the prospect will distance themselves from you.

3. Check whether the team is ready

When you plan to follow up, you must ensure that your team is all set for it. There shouldn’t be a problem in the process after you reach out to a prospect, or else you can lose them.

4. Make sure you covered everything discussed in the previous interaction

Check whether you covered all the points in the email. The prospect should have all the details of your last interaction with them.

Increase Conversions With Follow Up Email For Sales

A follow-up email is important for sales, and if you are in the bracket of salespeople who persistently follow up, you can close more deals.

Make use of the above tips and tricks to improve your follow-up strategy. Make sure to add a human touch because people can make out when they get an email using automated software. You can’t expect a response to such emails, and that is why you have to step in yourself if you want to close a deal. If you feel low, try to read sales motivational quotes . They will surely help you.

Whatever tactics and templates you use, make sure that you don’t end up disrespecting the prospects in the name of follow-up. 

A follow-up email refers to an email or a sequence of emails sent after an initial email or reaching a particular stage in the buyer journey. You can also send a follow-up email if someone is in the middle of a trial

With free trial follow-up emails, the aim is to turn prospects into paying customers by providing them a chance to use the full version of their solution. This is quite common in the SaaS industry.

People provide their email addresses in return for valuable resources. You can ask visitors to subscribe to your newsletter, and as there is a double opt-in, subscribers have to confirm the subscription in their inbox.

Published On: June 11, 2024

Written by: sushant shekhar, categories: cold email, you might also like.

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16 Templates For The Sales Follow Up Email

Every month, the sales clock resets.

Last month's performance is behind you — now, it’s all about this month. You may contact new clients or … begin your cadence of follow up emails in hopes of striking a deal.

Problem is, sending a generic, “just checking-in” follow up email typically isn't good enough.

So how do you write a sales follow up email that converts? When should you follow up? How do you maintain contact without being pushy? What should you say?

In this guide, we'll review five examples of follow-up emails you can learn from. Then we’ll check out 16 sales follow-up email templates we've created with the help of our salespeople here at HubSpot to help you get started.

Before we get started reviewing templates, it's important to note that your subject line is also exceptionally important — this is the first thing your prospective clients are going to read, so it needs to be perfect.

Follow Up Email Subject Lines

Here are some subject line examples — split into groups based on the type of sales follow up email you're writing — that will make your prospects intrigued enough to open your message. These examples have actually been used some of HubSpot's top sales professionals to help them achieve high email open rates.

Sales Email Subject Lines After No Response

• Still any interest in our service?
• Any updates for us?
• It takes two to tango
• Let's cut to the chase

Sales Email Subject Lines After A Trigger Event

• Discussing your future goals today
• Ideas for your launch
• Question about new product feature
• Thoughts about [title of blog post]

Sales Email Subject Lines For General Follow Up

• How can we improve your [business goal]?
• 10 free tactics to increase [objective]
• Let's have a 10 min call on this?
• [name], quick question
• [name] recommended we chat

5 Follow-Up Email Examples

Like any other sales activity, some companies do follow-up emails better than their peers. Here, we'll take a look at some of the businesses that did them right. We’ll show you five follow-up email examples and what you can learn from them.

1. Twilio Covers the Follow-Up Email Fundamentals

There’s a lot done right in this email. First, Emerald is aiming as high as she can. Although the information is protected, we know that "Howard" is Howard Schultz — CEO of Starbucks. 

She’s also writing this follow-up email with personalized information on why Starbucks needs Twilio. Emerald doesn't focus on highlighting the tool’s features; instead, she stresses how the tool can help Starbucks today . She clearly shows she did her homework and ties the information to strategies that Starbucks was already running.

The end product is a unique and valuable follow-up email that shows Emerald actually cares about helping Starbucks.

• Aim high. The CEO might not be the person making the decision, but if they forward the email to the decision-makers, it's bound to get some serious attention.
• Write a fully personalized and authentic message. Show them you understand they’re a person and not just an item on your to-do list. 
• Offer value. Pack your follow-up emails with relevant information that speaks to their wants and needs.

2. Canva Re-Engages Its Audience

Every time you send an email with a link, you’re asking your audience, " Will you click the link? " If you want that answer to be " yes, " you need to prime your reader beforehand.

Canva does this beautifully in this short but elegant email. In just one small paragraph, the email asks two questions that every reader would say yes to. If someone answers, " Yes, I do wonder if I make mistakes on social media, " or, " Yes, I would like to make things better, " they’ll be more inclined to click the link and follow through .

The email also ends with a human touch — with the sender signing "Tom" with no last name.

This email can be read in a few seconds and will easily re-engage users. Plus, it’s so simple and non-intrusive that it’s unlikely to generate many unsubscribes.

• Prime the reader. Catch their attention with the promise of something they could learn from.
• Keep it short and engaging. If your leads have gone cold, don’t try and force them to come back. Instead, write them short follow-up emails containing content they may find interesting.
• Keep it human. Consider an informal touch, like only signing your first name. 

3. Apple Humanizes Itself

Apple’s customer support is legendary. While many tech companies come off as cold and inaccessible, Apple aims to humanize the customer experience. 

Super Office's Steven MacDonald learned about Apple's commitment to exemplary customer service after writing to them about their iTunes store.

This is the first email Steven received from the company:

While Steven was impressed with the first message, it was the follow-up email that really wowed him. After Steven told them his issue was resolved, Apple replied with this:

Several other companies might have replied with something like, " Good to know. Thank you for choosing us. Please, let us know if there’s something else we can do. "

Apple thought differently. Instead of a canned response, Jose from Apple told Steven he was the reason why he made an effort at his job, and he reminded him that he was always " just an email away. "

With this email, Jose assured Steven that Apple's staff is a group of hardworking people who sincerely care about him and his experience with Apple products.

It means a lot that one of the top five largest corporations in the world can show that kind of commitment to individual customers.

• Stop using canned responses. If you can’t avoid pre-written responses, use the right templates — and make sure the tone is as friendly and personal as possible.
• Create a personal connection. Let recipients know the email was written by a person just like them, and not by a large, faceless corporation.
• Use your name. Instead of signing the email with the name of your company, sign with the name of the person writing it.

4. Salesforce Leverages CTAs After an Event

In this follow-up email, sent after the Connections conference in Chicago, Salesforce gives the reader a whopping four calls to action.

Although four CTAs may seem like a lot, it makes a lot of sense when you consider the context. The sender knows that these are warm leads, so it provides three quick routes to conversion. For any leads that may need a bit more convincing, the last CTA offers an informative keynote video instead of a direct conversion.

This email has the perfect CTA for every lead, wherever they are in their customer journey.

• Use multiple CTAs. If you’re following up with someone who already knows your product, don’t be afraid to go for a sale. Set up a couple of ways for them to convert right away, like a pricing link and the phone number of one of your salespeople.
• Include a soft CTA for colder leads. Avoid sounding pushy by giving them an option to learn more about your product. This might be a free ebook , webinar , or case study .

5. ReturnPath Follows Up with Ice-Cold Leads

All leads are worth a follow up, even your cold ones. This email asks one simple question: "Are you still interested?" 

Two things can happen out of this: The cold lead could reply “yes,” making them a hot lead. Or they could reply "no," telling the sender they’ll never buy.

Whatever happens, one thing is certain — the readers who respond will no longer be cold leads.

• Never assume. Instead of deciding whether it’s worth deleting cold leads or not, let them tell you, themselves.
• Know when to let go. By allowing recipients to choose whether to stay subscribed, you’ll make sure you're only keeping your qualified leads to nurture. Removing the rest saves time and money.

16 Follow Up Email Templates

Now that we've reviewed some examples of subject lines you can use for your follow up emails, let's dive into the templates that will help you improve your conversions. As mentioned, there are 16 templates here — we've organized them by specific use case so you can browse them easily.

First, here's a quick a look at the 8 specific use cases:

Follow Up Emails For Sales

• After a meeting
• After a trigger event
• After you tweak an email
• After leaving a voicemail
• After a trade show, conference, or networking event
• After your first discussion
• After you send a follow up email
• After sending several follow up emails

Use Case 1: After A Meeting

Once you've had a positive, first meeting with your prospective client, you'll probably find yourself sending them a follow up email.

For example — imagine, you just nailed your client call. Your prospective customers were hanging onto your every word — even finishing your sentences. And now your head is spinning thinking about all of the ways you'll spend your commission check. You send that follow up email regarding their next steps so you can close the deal.

But wait — for some reason, that same client isn’t responding to any of your emails or calls.

Here are two follow up emails you can send once you've had an initial meeting to get the ball rolling again.

[Name], I’m writing to follow up. I’m not sure what our next step is.

Let me know what makes sense for you as a next step, if any?

Thanks for your input.

[Signature]

[Name], I’m writing to follow up on our last conversation. My boss asked me for an update on your account. I told him I didn’t have one. I’m not sure if it makes sense to continue the conversation. What makes sense as a next step, if any? [Signature]

Use Case 2: After A Trigger Event

Another situation that calls for a follow up email is after a trigger event occurs. For example, if you notice a prospect is re-opening an email or proposal you sent, you can try to follow up with them. Using HubSpot's free sales tools, you can get notifications whenever a prospect opens your email .

Start tracking your emails today for free.

Not only does this tool make you feel like you're a spy, but it's exceptionally useful in gauging a prospect's interest and boosting conversions. In fact, a HubSpot customer closed a $100,000 deal  after capitalizing on an email notification.

Last we chatted, you requested that I get back in touch in November. I may be a month early, but I figured it’d be worth checking-in.

Have you given any additional thought to my proposal? I’d be happy to do a quick review of it on the phone and answer any pending questions.

What does your calendar look like to schedule a conversation?

[Name], two of your teammates were looking at our product page this week. The product page they’re all viewing is focused on helping reps close deals at an accelerated rate.

Do you have 10 minutes to discuss what tools your team has been researching? Would they like to join the call? If so, what does your calendar look like?

Get over two dozen pre-written email templates and a tool to automate your process, for free.

Use Case 3: After You Tweak An Email

Sometimes, when determining the type of follow up sales email you need to send, you realize you may need to make a few small tweaks to your message. Whether this is a simple change in wording, or sending the email to a different person at the company you're trying to do business with, small adjustments to your message might just get you that response you're looking for.

For example, Bryan Kreuzberger, Founder of BreakthroughEmail, was hired by a consulting agency to help close their pipeline filled with world-class, Fortune 1000 companies: Google, Toyota, etc. He had a list of 522 companies to work with, but the agency had a problem — they weren't closing any deals.

Instead of spamming companies with the same, ineffective email template, Bryan made a few small tweaks to their sales process.

Then, they saw an 80% email open rate , earning $4,386,000 in additional revenue.

I’m writing to follow up on my email. I didn’t hear back from anyone on the team. If it makes sense to talk, let me know what your calendar looks like.

If not, who is the appropriate person for me to talk to?

Thanks for your help,

Use Case 4: After Leaving A Voicemail

There are multiple scenarios in which you'll likely find yourself leaving a prospective customer a voicemail or two. But similar to email, just because you leave a voicemail doesn't mean your prospect will respond.

For the best chance of receiving a response, you can send a sales follow up email once you leave a voicemail. The best part? This type of follow up email has an 80% response rate within 24 hours .

I just called to [explain your purpose].

In my voicemail, I mentioned that I’ll try you again on [date and time], but feel free to reach me whenever works best for you at [phone number] or shoot me an email.

Use Case 5: After A Trade Show, Conference, or Networking Event

When you attend a trade show, conference, networking event, or any other occasion related to your core business product, service, or target customer, you're bound to make some important connections. So, you'll probably want to send a follow up email to some of those connections you made whether it's to close a deal, connect with a partner, or anything else.

What a great show. I hope you enjoyed it and learned more about email tracking software [tool] to improve your [problem facing business].

I’m sure improving your sales team’s productivity [objective] is a top priority for you. I thought I’d send you “10 Ways to Boost Your Sales Productivity” [piece of content] for you to review. If you’d like any additional information about how [details of content], I’d be more than happy to have a quick chat over the phone.

Just let me know if you have any questions or would like to have a more in-depth conversation. I’m here whenever you need me.

Use Case 6: After Your First Discussion

Sending a strong, first follow up email is crucial. Your message should show your prospective customer that you value their time and explain how you can continue to be of assistance to them.

Since you'll most likely be sending multiple first follow up emails every day to different prospects, you can automate all of your emails by using Sequences — one of the many tools in the HubSpot Sales toolbox.

I really enjoyed chatting with you earlier today and learning more about how you [role] at [company]. I understand the issues you’re encountering with [challenges discussed in conversation] and how they make it harder to [impact on team or company].

As mentioned, I’ve attached more information about our resources and how we can help you boost [business objective] and solve [business problem].

Just let me know if you have any questions and I’d be more than happy to chat again. If not, I look forward to talking again on [date and time].

Use Case 7: After You Send A Follow Up Email

Just because you follow up with your prospective clients once doesn't mean they'll respond. However, that also doesn't mean you should give up. By sending more follow up emails — in situations where you feel it'll be worth it — that are simple, short, and useful, you might just get that response you're looking for. Persistence pays off when it comes to sales follow up emails.

I wanted to get in touch to see which of the 10 Ways you’re using to boost your sales team’s productivity [details of content sent in first email]. If you haven’t implemented these techniques yet, I’d love to help you get started. Are you available for a 30 minute call on [date and time]? Just let me know what works best for you. I look forward to hearing from you!

If that email doesn't work, you can try sending a third follow up.

Note: If your prospect does want to set up a meeting, you can save time and use HubSpot's Meeting Scheduling Software so your prospects can book time on your calendar.

I know how busy you must be managing your team and helping them increase sales [job function]. I hope the resource I sent you about boosting your sales productivity was helpful, and that you can share it with the rest of your team. Here it is again [insert hyperlink here] in case it got lost in translation. Would you have time for a call on [date and time] or [date and time]?

Let me know what works best for you, or if you have any conflicts with those times. I’d be happy to work around your schedule.

Still nothing? Don't be discouraged. Remember: 80% of sales require at least five follow ups . So here’s a fourth follow up email template.

I’m sorry we haven’t been able to connect. Last time we spoke, you seemed very interested in boosting your sales productivity [objective]. Again, I know how hectic things can get between work and personal life.

I would be available for a call during weekends or before or after work hours if that’s easier for you. I don’t mean to bug you, but I do want to help you manage your team so you can exceed your sales goals [objective].

Use Case 8: After Several Follow Ups ... Time For The Break Up Email

Still no response? At this point, it might be time for the break up email.

If you continue the conversation, you'll likely be wasting your time. You're also probably annoying your prospect.

However, it's still important to "break up" with your prospect in a professional way that leaves them feeling positive about you and the company you work for, even if they're certain they won't be doing business with you at this time. Who knows — they may refer you to someone else and/or want to reach out to you in the future.

Here are a few variations of a template to help through your break up:

Hi [First Name],

I’ve tried to reach you a few times to go over suggestions on improving ___, but haven’t heard back which tells me one of three things:

1) You’re all set with ____ and I should stop bothering you.

2) You’re still interested but haven’t had the time to get back to met yet.

3) You’ve fallen and can’t get up and in that case let me know and I’ll call someone to help you   ….

Please let me know which one as I’m starting to worry!

[First Name], I wanted to reach out to you one last time. I have suggestions on how your ____ can work harder in terms of generating new business. If I don’t hear back from you, I’ll assume the timing isn’t right.

My information is below should you have any questions.

[First Name], I haven’t heard back from you since our last conversation. We’ve spent a good deal of time together, and I hope I’ve given you some good ideas for your ____ initiatives.

Please let me know if _____ is a priority for you now, or perhaps sometime in the future.

Your follow up is greatly appreciated.

Alright, you may be thinking the three break up email templates above are a bit less direct than you'd prefer to be after being ignored so many times. You can always go with the straightforward, no BS break up email as well.

In fact, when someone doesn't respond to Bryan Kreuzberger's second or third follow-up emails, he uses this tactic and sends a final follow-up that has a 76% response rate . Bryan swears by it, claiming it's his best-performing email of all time, "No matter how many variations I try, I can't match the results of the 'Permission to close your file?' email template."

Let's take a look:

[First Name],

We are in the process of closing files for the month. Typically when I haven’t heard back from someone it means they’re either really busy or aren’t interested.

If you aren’t interested, do I have your permission to close your file?

If you’re still interested, what do you recommend as a next step?

Thanks for your help.

Hey [First Name],

I was just running through my ___ pipeline and cleaning up my backlog of guest contributions. Since we haven't been able to get your ____ over the past few months, I'm going to go ahead and assume you won't be able to contribute the discussed _____?

If so, no worries. Just let me know so I can comfortably remove it from my list. If you still want to contribute, I'm also happy to keep it on my list and discuss how we can get it completed in a manner that suits your schedule.

Ready to Give Your Sales Follow Up Emails A Performance Boost?

Sending a sales follow up email might just be the thing that allows you to finalize and close a major deal. By implementing the templates we've reviewed in your sales process and tailoring them to your prospects, you'll sound professional, helpful, and thoughtful in your communication. And if you're in need of support, HubSpot's free sales tool has numerous features to help you throughout this process — because when you equip yourself with the right tools, you have more time for the important tasks you have to complete.

So, determine your use case, choose your template, and begin sending sales follow up emails to your prospective clients to boost conversions and increase sales.

After 12 months of using HubSpot Sales, we saw revenue grow 6X, our sales cycle shortened from 9 months to 4 weeks, and we grew our headcount by 5.

Josh Harcus

Founding Principal

Send template emails from inside your inbox.

Access a library of built-in email templates designed for every step of your customer’s journey, or create your own from scratch.

And your templates are always one click away inside your inbox – whether you use Outlook or Office 365 for Windows, or Gmail.

You’ll save hours when you can send your most repetitive emails in seconds.

Optimize email templates with real-time metrics.

Real-time email metrics show you which of your templates are performing, and which ones need attention now.

Your open rates tell you which subject lines your leads and customers can’t help but click. And your click rates tell you which buttons, links, and attachments they explore.

You can see metrics across all of your templates for an individual sales rep, and over any time period – it’s all there in your dashboard.

Morning Rundown: Trump suspect's prior charges, NFL week 2's biggest upsets, and a new show dominates the Emmys

FBI says there appeared to be an assassination attempt on Trump at his Florida golf course

This liveblog has now ended — you can find the latest updates here .

Kelly O'Donnell

The FBI is investigating what it says is another apparent “assassination attempt” on Trump. The latest incident renews focus on the Secret Service just months after the previous assassination attempt.

Trump campaign managers say 'evil monster' attempted to assassinate the former president

Jonathan Allen

Trump campaign co-managers Chris LaCivita and Susie Wiles shared an update with the campaign staff regarding today's incident, in which they said "an evil monster attempted to take the life of President Trump" for the second time in two months.

LaCivita and Wiles said no one was injured and that Trump, as well as everyone who was with him, is safe.  

"This is not a matter that we take lightly," they said in the memo. "Your safety is always our top priority."

They called on staffers to "remain vigilant" and to "be observant and maintain a constant level of situational awareness."  

"As we enter the last 50 days of President Trump’s campaign, we must remember that we will only be able Save America from those who seek to destroy it by working together as one team," the memo said. "President Trump and Senator Vance expect the best from us, and we must perform every day."

Man in custody after Trump golf club incident was once convicted of possessing a machine gun

Dennis Romero

The man in custody in connection with the incident was vocal about U.S. support for Ukraine and has a long criminal and civil court history, including a conviction for possessing a machine gun.

Ryan Wesley Routh, 58, was taken into custody after shots were fired at Trump International Golf Club, three senior law enforcement sources said. In 2002, court records show, he was convicted of possessing a weapon of mass destruction — the machine gun.

In that case, a man named Ryan Routh, 36 at the time,   allegedly led authorities on a vehicle chase before he holed up at a roofing company in Greensboro, North Carolina, according to an account at the time by the  Greensboro News & Record .

After the 2002 arrest, authorities said they found the suspect in possession of a fully automatic machine gun, according to the Greensboro News & Record report. The arrest coincides with North Carolina criminal court records that include Routh’s conviction for possession of a weapon of mass destruction.

Click here to read the full story.

'It was certainly an interesting day!' Trump posts on Truth Social

Rebecca Cohen

In his first statement on Truth Social about today's incident, Trump thanked everyone for their concern and well-wishes and called it "an interesting day."

He specifically thanked the Secret Service, Palm Beach County Sheriff Ric Bradshaw "and his Office of brave and dedicated Patriots" and "all of Law Enforcement" for "the incredible job done today" keeping him safe.

"The job done was absolutely outstanding. I am very proud to be an American!" Trump wrote in all capital letters.

Trump and Harris campaigns react to latest apparent 'assassination attempt'

Hallie Jackson

One person is in custody after shots were fired today in what the FBI is calling an apparent second “attempted assassination” of Trump.

Now, his campaign and the Harris campaign are reacting. NBC News’ Hallie Jackson has more.

Harris condemns political violence, thanks Secret Service and law enforcement

Stacey Klein

Harris condemned political violence after the apparent assassination attempt. 

“I am deeply disturbed by the possible assassination attempt of former President Trump today. As we gather the facts, I will be clear: I condemn political violence. We all must do our part to ensure that this incident does not lead to more violence,” she said in a statement.

“I am thankful that former President Trump is safe. I commend the U.S. Secret Service and law enforcement partners for their vigilance. As President Biden said, our Administration will ensure the Secret Service has every resource, capability, and protective measure necessary to carry out its critical mission,” the statement concluded.

Suspect visited Ukraine and said he wanted to help recruit people to fight

Raquel Coronell Uribe

The suspect in the FBI's custody said in a June 2022 video interview with Newsweek Romania that he was in Ukraine to help recruit people to the war effort.

Routh said that he was in Ukraine originally to help fight but that ge was 56 years old and had no fighting experience and was subsequently turned down. He said he stayed in Kyiv afterward to promote projects to support the army.

"Plan B was to come here to Kyiv and promote getting more people here," Routh said in the interview. "You know, we need thousands and thousands and thousands of people here fighting with the Ukrainians."

Routh said the world was at a "critical juncture" in the war, which he called a struggle of good versus evil.

"This is the most important thing going on in the world today, so sitting around and letting life go on as normal, and complaining about gas prices and complaining about, you know, your luxury life and whatever country you live in is unacceptable as human beings," he said.

Routh's apparent Facebook profile, which has since been deleted, includes posts trying to recruit people to fight in Ukraine.

Suspect previously discussed his role in helping Ukraine with news outlet Semafor

The man in the FBI's custody was dedicated to helping enlist foreign soldiers to Ukraine but was "frustrated" with obstacles he faced in trying to achieve that, according to Semafor .

Semafor interviewed Routh last year. According to the news site, Routh was one of several American volunteers who helped bring foreign troops to aid the war effort in Ukraine against Russia.

At the time, Routh said he was "frustrated" with Ukraine's rigidity in admitting foreign soldiers, citing a group of Afghan soldiers the country turned down.

He said that he had been "yelled at" by almost everyone for his ideas and that he had had partners meeting with the Defense Ministry nearly every week and subsequently traveled to Washington, D.C., to lobby.

“They’re afraid that anybody and everybody is a Russian spy,” Routh told Semafor.

Though Routh was not the focus of Semafor's original piece, the article posted today said its conversations with him "painted a picture of a man who had committed his life to the struggle for Ukraine — but whose own allies also viewed him with skepticism."

Police release images of firearm found near Trump golf course

Police released images of the rifle that was found along with a backpack and a camera near Trump's Florida golf course.

Florida Gov. Ron DeSantis says Florida will conduct its own investigation into today's incident

Though the FBI is investigating the attack, Florida Gov. Ron DeSantis said on X that the state of Florida will conduct its own investigation.

"The people deserve the truth about the would be assassin and how he was able to get within 500 yards of the former president and current GOP nominee," DeSantis wrote.

Biden says there is 'no place' for political violence

President Joe Biden has been briefed on the attempt on Trump's life today, he said in a statement released by the White House.

Biden commended the Secret Service and law enforcement and said he was "relieved" that Trump was unharmed.

"There is an active investigation into this incident as law enforcement gathers more details about what happened," Biden wrote.

"As I have said many times, there is no place for political violence or for any violence ever in our country, and I have directed my team to continue to ensure that Secret Service has every resource, capability and protective measure necessary to ensure the former President’s continued safety," he said.

State attorney says suspect will face federal charges

The state attorney for Palm Beach County, Dave Aronberg, said tonight that the federal government will take over the case against the suspect in the second attempt on Trump's life and that the Justice Department will file charges.  

Aronberg told MSNBC's Ali Velshi and Ayman Mohyeldin that he does not believe the suspect, Ryan Wesley Routh, would have had to have fired a shot to be charged with attempted assassination. 

Aronberg said his understanding was that Routh was “lying in wait” for Trump and that the Secret Service spotted him in the brush. He said Routh aimed at Secret Service agents and was fired on.  

Aronberg added that Routh was “pretty quiet” and “pretty compliant” with law enforcement when he was pulled over. He said he wasn’t sure whether Routh has said anything since he was taken into custody. 

Aronberg said laws about obtaining and possessing assault-style rifles in Florida are "loose," adding, "We need to be tougher on that."

"Perhaps that's going to have to come at the federal level, an assault weapons ban or something of that sort," he said.

House Speaker Mike Johnson says he spent time with Trump at Mar-a-Lago today

Syedah Asghar

House Speaker Mike Johnson, R-La., posted on X this evening saying he spent hours with Trump at his Mar-a-Lago residence today and called him "unstoppable."

Lawmakers from both parties call for easing rhetoric, praise Secret Service’s quick action

Lawmakers on both sides of the aisle have taken to X to praise the Secret Service and to condemn political violence following the second attempt on Trump’s life today.

Senate Minority Leader Mitch McConnell, R-Ky., called for a "thorough, swift, and transparent" investigation by the FBI and the Secret Service in a post , saying he was "very grateful President Trump is safe after another attempted assassination attempt. There is no place for political violence in our country, and those responsible for it must be held to account."

House Majority Leader Steve Scalise, R-La., wrote on X he was grateful for all the law enforcement personnel involved, who he said averted a “catastrophe,” adding, “I can’t believe I’m having to say this once again this election cycle: there is absolutely no place for violence in politics."

Rep. James Comer, R-Ky., also thanked "the brave Secret Service agents and local law enforcement members in Florida" on X and called for Republicans and Democrats to “stand together united against extremism and political violence of any kind.”

Rep. Adam Schiff, D-Calif., said he was “distressed” to hear about the attempt and “glad” to hear Trump was safe.

“This madness has got to stop,” Schiff said. “Violence is not the answer to our political differences.”

Rep. Ruben Gallego, D-Ariz., the Democratic nominee for Senate in the state, condemned the attack “in the strongest possible terms.”

“Violence has no place in our democracy,” Gallego wrote . “The recent gunshots fired toward Donald Trump are unacceptable and disturbing.”

Independent Sen. Angus King of Maine similarly called political violence of any kind “wrong” and against “the core American values we believe in.”

Acting Secret Service Director Rowe briefed congressional committees last week on July assassination attempt

Kyle Stewart

Acting Secret Service Director Ronald Rowe, who is on his way to Florida following the second attempt on Trump’s life, briefed the House task force, as well as top senators, about the first assassination attempt against Trump last week. 

The two-hour briefing, his first with the task force, “gave members a baseline understanding of the Secret Service’s role at the July 13th rally,” a spokesperson for the committee said. 

As he left the briefing, ranking member Jason Crow, D-Colo., was asked whether he was confident that Trump and Harris are safe.

“Well, we’re working to help restore the confidence of the American people, and that’s actually one of the things that this task force takes very seriously. ... You don’t have to be a Democrat or Republican to condemn violence and to say that this never should have happened. It doesn’t matter what your political affiliation is.”

“There should never be an attempted assassination that gets that close, that’s allowed to happen,” Crow said. “And people have rightful questions, and this task force was formed to have, to help restore the confidence, and we’re going through the process now of restoring the American people’s confidence.”

'My resolve is stronger than ever,' Trump writes in new fundraising email

Trump said in a new fundraising email that his "resolve is stronger than ever after another attempt on my life."

"I will never slow down. I will never give up. I WILL NEVER SURRENDER!" he wrote.

"I thank God every day for having supporters like you on my side. On November 5th, WE WILL MAKE AMERICA GREAT AGAIN!"

In an earlier fundraising email, Trump said he was "safe and well," adding, "Nobody was hurt. Thank God."

New Hampshire Libertarian Party posted about assassinating VP Harris

Rudy Chinchilla

Hours before the second attempt to assassinate Trump, the New Hampshire Libertarian Party issued a post on X that appeared to support the idea of assassinating Harris.

"Anyone who murders Kamala Harris would be an American hero," the account wrote in a since-deleted post . In a follow-up post , the party wrote that it deleted its original post "because we don’t want to break the terms of this website we agreed to."

"It’s a shame that even on a 'free speech' website that libertarians cannot speak freely," the post said, adding that the political group was "truly the most oppressed minority."

However, the party did not cease its incendiary rhetoric on the website, later posting a poll asking, "Would it have been good or bad if at least one governor who instituted lockdowns had been shot?" seemingly referring to Covid-era lockdowns.

Congressional task force investigating first attempt on Trump's life seeks Secret Service briefing

Jesse Rodriguez

The House task force investigating the first attempt to assassinate Trump said it is seeking a Secret Service briefing on today's incident.

"We have requested a briefing with the U.S. Secret Service about what happened and how security responded," the task force's chairman, Mike Kelly, R-Pa., and ranking member, Jason Crow, D-Colo., said in a statement. "We are thankful that the former President was not harmed, but remain deeply concerned about political violence and condemn it in all of its forms. The Task Force will share updates as we learn more.”

The House formed the committee , made up of seven Republicans and six Democrats, to investigate the attempt on Trump's life in Butler, Pennsylvania, in July.

Acting Secret Service director is headed to Florida

Julie Tsirkin

Acting Director Ronald Rowe is headed to Florida following today’s incident, two Secret Service officials said.

Senate Majority Leader Chuck Schumer, D-N.Y., said in a statement that he was briefed by Rowe and that he "applauded" the Secret Service "for their quick response to ensure former President Trump’s safety."

“There is no place in this country for political violence of any kind," Schumer said. "The perpetrator must be prosecuted to the fullest extent of the law.”

Law enforcement officials identify suspect as Ryan Wesley Routh

Jonathan Dienst

Chloe Atkins

Caroline Radnofsky

The person in custody whom the Secret Service shot at while he was in possession of a semiautomatic rifle is Ryan Wesley Routh, 58, three senior law enforcement officials briefed on the matter said.

According to public records, Routh lives in Kaaawa, Hawaii, but previously lived in Greensboro, North Carolina. 

Tim Walz: 'Violence has no place in our country'

Harris' running mate, Minnesota Gov. Tim Walz, said in a statement on X that he and his wife, Gwen Walz, are glad Trump is safe and echoed Harris' statement that violence has no place in America.

Palm Beach County Sheriff Ric Bradshaw said security was limited because Trump is not the sitting president, but he added that the Secret Service “provided exactly what the protection should have been.”

What we know so far about the incident and arrest

Doha Madani

A call first came into the Palm Beach County Sheriff's office about shots fired near Trump's golf course at round 1:30 p.m. ET, Sheriff Ric Bradshaw told reporters.

The Secret Service said one of its agents was scouting the course ahead of Trump when a rifle was spotted in the bushes outside the course. Agents opened fire at the suspect; it is unclear whether the suspect fired a weapon.

An eyewitness spotted the suspect, who has not been identified, fleeing from the bushes in a black Nissan, Bradshaw told reporters. The witness reached out to law enforcement with photos of the vehicle and its license plate that were used in an alert to other agencies to be on the lookout.

Authorities recovered an AR-style rifle with a scope in the bushes, as well as a GoPro camera, Bradshaw said.

A road control unit with the Martin's County Sheriff's Office then spotted a vehicle matching the description in the alert heading northbound on Interstate 95 and matched the license plates. Sheriff William Snyder said the suspect was taken into custody by law enforcement officers who had "long rifles."

"The suspect's demeanor, I would describe as having a relatively calm, flat affect; he was not displaying a lot of emotions, never asked, 'What is this about?'" Snyder said.

The suspect was not armed when he was taken into custody, and the vehicle will be turned over to the FBI, the agency leading the investigation, Snyder said.

JD Vance: 'I’ll be hugging my kids extra tight tonight'

Trump's running mate, Sen. JD Vance, R-Ohio, said on X that he will be "hugging [his] kids extra tight tonight" after what the FBI called an apparent attempted assassination of Trump.

The FBI says it is investigating “what appears to be an attempted assassination of former President Trump” after shots were fired near where he was golfing.

Suspect left a rifle with a scope in the bushes where he was spotted fleeing by a witness

An eyewitness who spotted the suspect fleeing from bushes outside Trump's golf course took photos of his car, allowing law enforcement to dispatch an alert, Palm Beach County Sheriff Ric Bradshaw told reporters.

A rifle with a scope and a GoPro camera were found in the bushes where the suspect was initially seen, Bradshaw said.

An alert to "be on the lookout" was immediately dispatched, and a license plate reader led authorities to the suspect, he said.

The Secret Service confirmed previous reporting that its agents fired at the suspect, which occurred when an agent scouting ahead of Trump spotted a the weapon in the bushes.

Authorities could not confirm whether the suspect fired the weapon. The FBI said it is leading the investigation.

Trump is back at Mar-a-Lago

Trump is now back at Mar-a-Lago following his evacuation from his golf course, a source familiar with the matter said.

Trump says he is 'glad he is alive,' was golfing with friend Steve Witkoff during incident

Jake Traylor

A source familiar with the matter who just got off the phone with Trump said the former president was talking about his golf game and kept saying he was glad he is alive. Trump was golfing with real estate investor Steve Witkoff, a friend and donor.

While Trump was not scheduled to speak to the media today or tomorrow, that could now change.

Trump sent out a campaign email saying he is “safe and well” and thanking supporters for their well wishes.

FBI says it is investigating what 'appears to be an attempted assassination'

Michael Kosnar

The FBI said it is responding to the Trump security incident, adding that it is investigating "what appears to be an attempted assassination of former President Trump.”

Authorities have not yet confirmed that the suspect in custody fired any shots. Four senior law enforcement sources told NBC News that Secret Service agents fired their weapons after seeing someone with a weapon potentially aiming, though it is not clear where the person was aiming.

Law enforcement officials have confirmed that a person is in custody and a rifle has been recovered after Secret Service agents fired shots near where Trump was golfing.

Suspect detained on Interstate 95, sheriff's office says

Tavleen Tarrant

The Martin County Sheriff’s Office detained the suspect on the northbound area of Interstate 95.

The sheriff's department said in a Facebook post that it stopped a vehicle based on an alert to "be on the lookout" from Palm Beach County, and it shared photos of the detainment.

Trump has left the golf course in his motorcade

Trump has left the golf course in his motorcade more than an hour after the first report of a security incident at his Palm Beach property, a source familiar confirmed to NBC News.

Trump says he is a safe and well in fundraising email

A Trump fundraising email was sent out alerting his supporters that he is safe and thanking them for their support.

"There were gunshots in my vicinity, but before rumors start spiraling out of control, I wanted you to hear this first: I AM SAFE AND WELL!" the email said.

His statement went on to say that "nothing" would slow him down and that he would "NEVER SURRENDER!"

Section of I-95 in Palm Beach shut down

Interstate 95, the main highway that crosses Florida, was shut down in Palm Beach near Trump's golf course.

AR-style rifle recovered near golf course, Secret Service opened fire, sources say

Ken Dilanian

An AR-style rifle was found outside the fence line of Trump's golf course, and authorities believe it belongs to the person who has been detained, four senior law enforcement officials told NBC News.

The sources said that the Secret Service spotted someone it believes may have been aiming and that agents fired gunshots in response.

It's unclear where the person may have been aiming and whether the person ever fired the weapon, the source said.

'Violence has no place in America,' Harris says

Vice President Kamala Harris confirmed she has been briefed on the security incident at Trump's Palm Beach golf course, writing on X that she is glad he is safe.

"Violence has no place in America," she wrote.

Senior law enforcement officials say one person is in custody and is being questioned after gunshots were heard near Trump while he was golfing.

Person in custody and being questioned regarding potential incident

A person has been detained and is being questioned about the reports that shots were fired near Trump's golf course, three senior law enforcement officials told NBC News.

Secret Service and Palm Beach sheriff to hold joint news conference

The Secret Service is expected to be at a news conference being held by the Palm Beach Sheriff's Office, the agency's spokesperson said.

Biden and Harris briefed on 'security incident,' White House says

Ghael Fobes

President Joe Biden and Vice President Kamala Harris are aware of the "security incident" involving Trump at his Palm Beach golf course, the White House said in a statement.

"They are relieved to know that he is safe," the statement said. "They will be kept regularly updated by their team."

Trump campaign says former president is safe following possible gunshots in his vicinity

Alexandra Marquez

The Trump campaign said Trump is safe after possible gunshots rang out in his vicinity on his golf course in West Palm Beach, Florida.

It is still unconfirmed whether if shots were, in fact, fired.

A source familiar with the matter said Trump was immediately rushed to a safety and is safe.

In a statement, Trump campaign spokesperson Steven Cheung said, “President Trump is safe following gunshots in his vicinity. No further details at this time.”

The Secret Service said in a statement: “The Secret Service, in conjunction with the Palm Beach County Sheriff’s Office, is investigating a protective incident involving former President Donald Trump that occurred shortly before 2 p.m. The former president is safe.”

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