Follow-up email templates that stay polite
Reply in the same thread, say in one line what you need, and give a date.
To follow up politely, reply to your first email (so the history is right there), say in one sentence what you need, and give a date. For example: "Just following up on my email below. Could you confirm by Thursday?" Don't ask if they received it, and don't repeat the whole first email.
The messages
Copy a message, then replace the parts in [square brackets] with your own details.
Formal
For a client, a supplier you don't know, or someone senior. Reply in the same thread.
Dear [Name],
I'm writing to follow up on my email of [12 October] about [the revised contract]. I'd be grateful if you could let me know by [Friday] whether [the new dates work for your team], as we need to confirm the booking next week.
I've attached the document again for convenience.
Kind regards,
[Your name]
Neutral
For most work emails: a colleague in another team, a client you work with often.
Hi [Name],
Just following up on the [quote] I sent on Monday. Do you have any questions, or are you happy for us to go ahead?
Thanks,
[Your name]
Casual
For a colleague you know well, or a chat thread that went quiet.
Hi [Name], bumping this up in case it got buried. Any update on [the slides]?
Why this works
- It assumes good faith. "In case it got buried" and "just following up" say "you're busy", not "you ignored me". People reply faster when they don't feel accused.
- One clear question. "Are you happy for us to go ahead?" can be answered in one word. "Any thoughts?" needs a whole email, so it waits.
- A date with a reason. "By Friday, as we need to confirm the booking" explains the deadline, so it doesn't feel random.
- Same thread. Your reader sees the first email right below. They don't have to search for it.
When to follow up
These are rules of thumb, not laws. Your industry and the person's role matter more.
| Situation | First follow-up | Second follow-up |
|---|---|---|
| A colleague, about something this week | 1 to 2 working days | Ask in person or in chat |
| A client or supplier | 2 to 3 working days | About a week later |
| A job application | About a week after the closing date | One more, a week or two later |
| After an interview | After the date they gave you | A week later |
| Something urgent | The same day, by phone or chat |
The second follow-up should be shorter than the first. If there's still no answer after that, stop, or try another person or channel.
Phrases that sound annoyed
| Avoid | Why | Write instead |
|---|---|---|
| As per my last email… | Many readers hear "read my email properly". | As mentioned below… / Just following up on this. |
| Did you receive my email? | It suggests they ignored you. | I wanted to check in on the email below. |
| I'm still waiting for your answer. | It sounds like a complaint. | Do you have an update on this? |
| URGENT!!! in the subject | Unless it really is, it burns trust. | Add the date: "Contract: reply needed by Fri 17 Oct" |
Common mistakes
"Kindly revert back." In Indian English revert means reply, and "kindly revert" is normal at work in India. Outside India, revert means to go back to an earlier state, and "revert back" is doubled.
- ✗ Kindly revert back at the earliest.
- ✓ Could you let me know by Thursday?
"I write you to remember you." Spanish recordar and Portuguese lembrar mean both remember and remind. In English, you remind someone.
- ✗ I write you to remember you about the invoice.
- ✓ I'm writing to remind you about the invoice.
"Waiting for your answer." On its own, it sounds like an order. Native writers soften it with a complete sentence.
- ✗ Waiting for your answer.
- ✓ I look forward to hearing from you. / Thanks in advance.
If you're the one who replied late, see alternatives to "sorry for the late reply". For the structure of a formal email, see how to write a formal email.
Questions
How long should I wait before I follow up on an email?
For most work emails, two or three working days. For a job application, about a week. If the first email had a deadline, follow up a day or two before it, not after.
How many times can I follow up?
Usually twice. After two follow-ups with no reply, try a different channel (a call, a chat message) or a different person, or let it go.
Should I change the subject line?
Keep it, so the thread stays together. If the first subject was vague, you can add to it: "Re: Quote for October, follow-up".
Is "just following up" too casual?
No. "Just following up on…" is used in formal and informal emails every day. For a very formal reader, "I'm writing to follow up on…" works too.
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