80% of opportunities die after one unanswered email — let’s fix that.

Following up isn’t just a formality; it’s often the difference between a closed deal and a missed chance. In this comprehensive guide on how to write a follow-up email in 2025, we’ll walk through a proven 10-step framework and provide 25 copy-paste templates to boost your reply rates. You’ll also get pro tips on timing, subject lines, adding value, and advanced strategies (like Smartlead’s AI-powered sequencing). By the end, you’ll know exactly how to craft follow-ups that feel friendly, not pesky – and you can grab our free PDF template pack to make it even easier.

Why Follow-Ups Matter (Don’t Let Leads Go Cold)

Why bother sending that extra email? Because most deals require persistence. Research shows 80% of sales require at least five follow-up touches, yet nearly half of professionals stop after just one attempt. 

Think about it: people are busy, inboxes overflow, and initial emails get missed or forgotten. Each message you send (thoughtfully) increases the odds of a response. In fact, consistency pays off — sending just one additional follow-up can boost reply rates by ~65%

Follow-ups also show your professional persistence and interest. It shows the other party that you’re serious about helping or doing business, without being pushy (as long as your tone is right). Many opportunities “go dark” simply because the first email didn’t land at the right moment. 

Remember, the goal of a follow-up isn’t to nag. It’s to rekindle interest and keep the dialogue moving. As the stats prove, if you’re not following up, your competitors probably are. A well-timed nudge can turn a silent lead into a warm conversation. Don’t let that 80% of deals slip away just because of one missed email!

10-Step Follow-Up Email Framework (Cheat Sheet)

To make every follow-up count, use this 10-step framework as your blueprint. Below is a quick cheat-sheet (our How-To for follow-ups) – follow these steps in order whenever you write a follow-up email. 

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1. Define Your Goal

Be clear on why you’re emailing (e.g., get a reply, schedule a call, etc.). Each follow-up should have one primary objective.

2. Wait the Right Time

Give the recipient some breathing room. Don’t email again too soon (more on timing below). Usually, waiting 2-3 days after the last email i s ideal.

3. Craft a Clear Subject

Write an eye-catching subject line that reminds them of the context or provides value. Avoid generic “Just checking in” subjects that get ignored. (See Subject Line Tips for examples.)

4. Open with Context

Start the email by reminding them who you are or what the last email was about. For example, “Following up on my email about [project/opportunity]…” This jogs their memory immediately.

5.Provide New Value

Don’t repeat yourself. Add a fresh insight, resource, or piece of information that wasn’t in your first email. This gives them a reason to engage (new info or benefits).

6. Include a Clear CTA

End the email with one specific call-to-action. Do you want them to reply with feedback? Schedule a demo? Download something? Make it easy and obvious (e.g., “Do any of these times work for a call?” or “Just hit reply with a yes/no.”)

7. Keep it Short

Respect their time. A follow-up email should be concise (a few sentences or a short paragraph). Aim for a quick read of 30 seconds or less. No one wants to wade through a wall of text again.

8. Personalize It

Use the recipient’s name and reference any relevant details (like a recent meeting, their company news, or a previous interaction). Personal touches show this isn’t a mass spam email.

9. Be Friendly & Professional

Strike a polite, positive tone. Sound like a human, not a robot. Maybe inject a light touch of humor or warmth if appropriate. (Avoid guilt trips like “I never heard back…” which can hurt your chances.)

10. Plan Your Next Move

Before hitting send, plan what you’ll do if they still don’t respond. Decide how many follow-ups you’ll send in total and when you’ll send the next one. (And at a certain point, be ready to gracefully bow out – see “Break-Up Email” below.)

Pro Tip: Bookmark or print this as a handy reference!

When to Send Follow-Ups (Timing is Everything)

Timing your follow-up emails correctly can dramatically increase your chances of a response. Send them too soon, and you risk annoying the recipient; wait too long, and the lead might go cold or forget who you are. So, when is the “just right” time to follow up? Let’s break it down.

Follow-Up Timing Best Practices: Studies show that if someone is going to reply to your initial email, there’s a 90% chance they’ll do it within 48 hours. That means after about two days of silence, it’s reasonable to send your first follow-up. At that point, you’re not being pushy – you’re catching them at a time when interest typically starts to wane. In fact, one analysis found that waiting 3 days before following up can increase reply rates by 31%. Patience pays!

Below is an example follow-up timeline with spacing we recommend for sales emails:

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As you can see, the first follow-up comes soon (48 hours later), and later follow-ups are spaced further apart. Why? Early on, you want to strike while the iron’s hot. Later, if they haven’t responded, you dial back frequency to avoid seeming desperate or spammy.

Also consider time of day and day of week. Generally, mid-week (Tue, Wed, Thu) and mid-morning or early afternoon tend to get better engagement for business emails. But this can vary by audience. If you’re using Smartlead or another tool with send-time optimization, take advantage of that AI to send when each contact is most likely to check their inbox.

Finally, always avoid sending follow-ups on holidays or late Friday evenings when your email could be buried or ignored. And if a prospect responds (even with “not interested”), stop immediately – don’t keep firing off scheduled follow-ups once you have an answer. Timing is meant to improve your chances, not annoy the other person. With a thoughtful cadence like the one above, you’ll find the sweet spot between being persistent and being respectful.

How Many Follow-Ups Are Too Many? (Knowing When to Stop)

One of the trickiest questions in sending follow-up emails is: How many is enough, and how many is too much? You want to be persistent but not a pest. So where’s the line?

Recent data suggests 4 to 7 follow-up emails is a sweet spot for cold outreach campaigns – campaigns in this range received 3× more responses than those with only 1-3 emails. 

In fact, a 2024 analysis of millions of cold emails found that reply rates kept increasing up through about 8-9 total emails in a sequence. After that, the returns diminish sharply. 

In other words, sending one or two follow-ups is usually not enough, but sending 15 is probably overkill. Most sales pros stick to around 5-6 total emails (initial outreach + 4-5 follow-ups). 

Beyond ~6 follow-ups, additional emails are unlikely to help, and you risk irritating the recipient or getting tagged as spam. At that point, it’s best to step back or try another approach (maybe a call or LinkedIn message – see Advanced Strategies).

Writing Killer Subject Lines (Get That Email Opened)

One-third of recipients decide to open an email based on the subject line alone. Your follow-up email won’t accomplish anything if it’s never opened. And the biggest factor in opens is the subject line. At the same time, a bad subject can send your email straight to Trash (or worse, Spam) – around 70% of email recipients mark a message as spam based solely on the subject line. Here are some tips, examples, and a mini A/B testing guide to help:

Subject Line Best Practices:

1. Keep it Short (but Descriptive): Aim for ~3-7 words

Many people check email on mobile, where long subjects get cut off. Get to the point quickly. For example, instead of “Following up to see if you had a chance to review my last email”, a short and sweet subject like “Thoughts on my proposal?” works better. Research suggests subject lines ~36-50 characters perform best.

2. Personalize When Possible

Including the recipient’s first name or their company can boost engagement. e.g. “John, quick question for you”. Personalized subject lines can lift reply rates by ~30% and even higher in some studies. Just don’t overdo it or sound creepy – one merge field (name or company) is usually enough.

3. Reference Your Prior Email or Context

Since this is a follow-up, you can hint at your earlier interaction. E.g. “Any updates on our meeting?” or “Next steps after our call”. This jogs their memory and ties your emails together. If it’s a cold follow-up (no prior relationship), referencing your first email’s topic can help: “Question about [Their Goal] – follow-up”.

4. Offer Value or Spark Curiosity

Tease the benefit or something new inside the email. For instance: “Idea to boost [metric] by 20%” or “Found something for you – [Project Name]”. If they see a potential reward or useful info, they’re more likely to open. One trick: numbers in subject lines grab attention – e.g. “3 quick insights for you” – and some data shows using numbers can double open rates.

5. Avoid Spam Triggers & Negative Tone

Steer clear of all-caps, excessive punctuation (!!!), and spammy words (“Free $$$”, “URGENT”). Also avoid making the reader feel guilty. Subject lines like “You haven’t responded...” or “Did I offend you?” are ineffective and can come off as aggressive. A study even found that using phrases like “I never heard back” can lower your success (leading to fewer meetings). Keep it positive or neutral.

Good vs. Bad Subject Line Examples:

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Pro Tip: When in doubt, put yourself in the recipient’s shoes. What subject line would make you more likely to click on an email from someone following up with you? Usually something that either clearly is relevant to something you care about, or at least doesn’t look like junk mail.

A/B Testing Your Subject Lines:

If you have a larger outreach campaign, try A/B testing different follow-up subjects to see what gets the best open or reply rates. For example, split your list and send half “Subject A” and half “Subject B” for your first follow-up. 

Keep everything else the same. Measure which got more opens/replies. Over time, you’ll gather data on what resonates with your audience. You might find, for instance, that questions in the subject (“?“) get better opens (some studies show they do boost opens ~21%), or that including a specific number or result works well.

Some modern tools (like Smartlead) even have AI subject line generators and analyzers you can use to get suggestions or score your subject line before sending. And remember to maintain deliverability: even the best subject won’t matter if your email lands in Spam. 

Warm up your sending domain (use an email warm-up tool) and avoid spammy content. A great subject line plus great deliverability is the winning combo.

Bottom line: Don’t treat the subject line as an afterthought – it’s arguably the most critical part of your follow-up email. Spend a few extra minutes to craft a subject that’s clear, intriguing, and tailored to your recipient. It can make the difference between your email getting opened eagerly… or not at all.

25 Copy-Paste Templates (By Use-Case)

Sometimes you just need a ready-made template to get started. Below, we’ve compiled 25 follow-up email templates for common scenarios. Feel free to copy, paste, and customize these to fit your situation. We’ve broken them down by use-case: whether you’re following up after no response, after a meeting, sending a break-up email, or more.

Instructions: All templates are written in a simple text format for easy copying. Replace the placeholder text (like [Name] or [Company]) with the appropriate details.

1. After No Response – First Follow-Up (Gentle Nudge)

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2. After No Response – Second Follow-Up (Provide Value)

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3. After No Response – Third Follow-Up (Different Angle)

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4. After No Response – Break-Up Email (Polite Goodbye)

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5. After a Meeting or Call – Send Summary

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6. After a Meeting – Provide Additional Info

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7. After Sending a Proposal/Quote

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8. After Sending a Proposal – Addressing Possible Objection

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9. Post-Event or Conference Follow-Up

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10. Following Up After Leaving a Voicemail

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11. Follow-Up to a Referral Introduction

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12. Cold Outreach Follow-Up – Sharing a Case Study

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13. Cold Outreach Follow-Up – Offering a Small Win

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14. “Long Time No Talk” – Re-engagement Follow-Up

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15. Following Up After No Response to Proposal (Break-Up Style)

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16. Job Application Follow-Up (After No Response)

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17. Post-Interview Follow-Up (Thank You + Next Steps)

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18. Networking Follow-Up (After Exchanging Business Cards)

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19. Following Up After Sales Demo

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20. Trial or Free Signup Follow-Up (Activation)

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21. Renewal Reminder Follow-Up (Account Management)

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22. Follow-Up After Not Closing a Deal (Stay in Touch)

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23. Follow-Up for Testimonial/Case Study Approval

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24. Follow-Up After a Sales Networking Event

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25. Final “Last Chance” Email for Limited Offer

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Advanced Strategies (Going Beyond Plain Emails)

Basic follow-up emails are highly effective, but what if you want to really stand out in a crowded inbox? In 2025, savvy professionals are turning to advanced follow-up strategies to boost engagement. Here are some next-level tactics to consider (and how to implement them, even at scale):

Omnichannel Follow-Ups

Email is great, but sometimes an extra touch on another channel can work wonders. Consider complementing your email sequence with a LinkedIn message, a quick call, or even a text message (if appropriate). 

For example, after your second email, you might send a friendly LinkedIn connection request or DM referencing the email. Or if you’ve left a voicemail, follow it with an email (we provided a template for that!). 

Multi-channel outreach can increase response rates by making you more visible – just ensure you’re professional and not overbearing. A light touch on another platform can make your follow-up email feel more familiar (e.g., “Oh, that’s the person who messaged me on LinkedIn about this”). 

Many sales engagement tools, including Smartlead, support multi-channel sequences where steps can include LinkedIn or calls in addition to emails.

Include a GIF or Video

Yes, we’re giving you permission to spice up your follow-ups with visuals! A well-placed animated GIF can inject personality or humor – for instance, a funny “ping” GIF on a second or third follow-up to lighten the mood (as long as it aligns with your brand tone). 

Even more powerful is a personalized video message. People are often pleasantly surprised to see a human face – it shows effort and can dramatically increase replies. If you use Smartlead, you can embed video thumbnails or GIFs into your email templates; just make sure the file sizes are small and they render well on various email clients. 

Pro tip: A GIF of a quick screen demo or a before/after graphic can also convey info quickly (visuals stick in memory).

AI-Powered Send-Time Optimization

We talked about timing earlier; advanced users can leverage AI to optimize the send time for each contact. Rather than sending all your emails at say 9 AM, algorithms can analyze when each recipient is most likely to open (based on past behavior or general patterns) and send your follow-up at that golden hour. 

Smartlead’s SmartDelivery feature uses engagement data to help land in primary inboxes and could be combined with smart send timing. Your follow-up is more likely to be at the top of the inbox when your prospect checks email, rather than buried among others.

Conditional Logic & Dynamic Sequencing

One superpower available in advanced outreach tools (like Smartlead) is the ability to set conditional logic in your sequences. This means your follow-up steps can adapt based on the recipient’s behavior. 

For instance: if they open but don’t reply to Email 1, then Email 2 can mention “I saw you checked out my last email…”. Or if they click a link you sent, you might branch them into a different follow-up path that dives deeper on that interest. 

You can even automate a “bump email” (resending the same email with a polite “In case you missed this below” note) if no open is detected on the first send. Setting up these rules ensures each prospect gets a more personalized follow-up experience without you manually intervening every time. 

It’s like choose-your-own-adventure for email: the recipient’s actions determine what they see next, which can significantly improve relevance and response rates.

Use Sequences & Automation (Wisely)

At a certain scale, sending individual follow-ups by hand becomes impractical. That’s where sequence automation comes in. The idea is to pre-write and schedule your series of follow-ups (with delays, conditional logic, etc. as above) so that each new prospect or lead gets the full treatment automatically until they reply. 

Use mail-merge fields for names, company, etc., and consider adding subtle variations or A/B tests to not send the exact same phrasing to everyone. Smartlead, for example, lets you set up an Automated Email Follow-Up sequence where you define all your steps and triggers. The key is to still make it feel personal.

Also, nothing is more awkward than emailing someone after they’ve already responded. Make sure to pause or stop the sequence if the person replies or takes the desired action –. Proper automation, though, will handle that for you (Smartlead sequences auto-stop when a reply is detected, for instance).

Experiment with Humor and Creativity

In a later-stage follow-up (say 3rd or 4th email), some reps have success with a bit of humor. We mentioned GIFs, but even the copy itself could be playful. There’s the famous “{}” email (a blank email with just a subject “Did I lose you?”) – use sparingly, or a funny one-liner like

“My intern told me I should follow up one more time 😅”. 

These can disarm the reader. However, be cautious: humor is subjective and brand-sensitive. Only go this route if it aligns with your relationship and company culture.

Smartlead makes it easy to run sequences, keep things personal, and hit multiple channels, all at scale. Start with great gentle reminder emails, pair it with some advanced tactics, and use Smartlead to streamline it all.

Match Email to Goal (Align Your Message and CTA to Your Objective)

Not all follow-up emails have the same purpose. One might be aimed at simply getting any response (“Are you interested or should I stop reaching out?”), while another is focused on scheduling a product demo. It’s crucial that the content and tone of your follow-up match the goal you’re trying to achieve. A mismatch can confuse or turn off the recipient. Let’s ensure each email’s call-to-action (CTA) and tone are aligned with its objective.

Below is a quick mapping of common follow-up goals to the recommended CTA and tone

Match your CTA to your goal

Want any reply at all? Keep it chill with a simple question like “What do you think?” Trying to close a deal? Sound pumped and clear, like “Ready to sign? Here’s the link!” Each scenario needs a specific ask that points to your main outcome.

Keep your CTA front and center

Don’t hide your ask in a wordy paragraph. Make it pop—use a short line, a bullet, or even a link like “Book a demo here.” Stick to one primary CTA per email to avoid confusing them with too many tasks.

Set the right tone

Your vibe depends on the situation and your relationship. For a familiar client, go casual: “Hey, mind sharing a quick thought?” For a new C-suite contact, stay polished: “I’d value your feedback on this proposal.” Adjust until their response shows they’re cool with a looser tone.

Double-check before sending

Ask yourself: Is this email laser-focused on my #1 goal? Does the tone match the ask? If the CTA and vibe feel in sync, you’re golden. If not, tweak one or both until it clicks.

Bottom line: A great gentle reminder email pairs a clear CTA with a tone that fits the moment. Get those in harmony, and your follow-ups will feel compelling, not pushy. Now go make those templates work!

Top Mistakes to Avoid (And Quick Fixes)

Even seasoned pros slip up in their follow-up emails. Let’s save you some trouble by highlighting the top mistakes people make with follow-ups – and how to quickly fix them. Keep an eye out for these blunders in your own outreach:

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❌ Mistake 1: Giving up after one email. 

Fix: Send multiple follow-ups (judiciously). As we noted, stopping at the first “no response” is leaving opportunity on the table. Aim for at least 3-5 touches, using the tips in this guide. Each email should build on the last; persistence wins.

❌ Mistake 2: Writing a novel. 

Fix: Keep it concise. Long, dense paragraphs will likely be skipped. Instead, tighten your message. Use bullet points or line breaks to make it scannable. Remember, 3-5 sentences is often enough in a follow-up to make your point. If you find yourself writing 3+ paragraphs, ask which details can be saved for later once the person shows interest.

❌ Mistake 3: Sounding impatient or frustrated. 

Fix: Stay positive and empathetic. No one owes us a reply, and sometimes silence really just means “busy.” Avoid phrases like “I emailed you 3 times already…” or a passive-aggressive “I guess you’re not interested.” Those all but ensure the person won’t respond. Instead, use understanding language: “I know things get hectic, just circling back...” As that HBR study highlighted, emails with a moderately positive tone get 10-15% higher response rates than neutral or negative ones. Friendly persistence beats frustration every time.

❌ Mistake 4: Not providing new info. 

Fix: Add value (as we drilled earlier). Each follow-up should bring something fresh – whether it’s new information, a resource, or a different angle. If you just copy-paste the same “I’m following up…” line, you’re training the recipient that your emails aren’t worth opening. Quick fix: Before sending, check that your email answers “Why should they read this?” with a clear value proposition or interesting tidbit.

❌ Mistake 5: Neglecting personalization. 

Fix: Use merge fields and custom tidbits. Even if you’re automating, include the person’s name and perhaps their company or specific context from previous interactions. “Hi there” or a generic opener can feel like spam. A simple personalization like mentioning their company’s recent accomplishment (congrats on the product launch!) can immediately set your email apart. Quick fix in templates: double-check you’ve replaced all [PLACEHOLDERS] and maybe add one unique line about them.

❌ Mistake 6: Poor subject lines (or none at all on follow-ups). 

Fix: Always have a compelling subject – even on reply threads. Some people leave the subject as “Re: [original subject]”. That’s okay if the thread is short, but by the third email, consider tweaking the subject to re-catch attention (e.g., “Quick follow-up on [Topic]”). Definitely avoid blank subjects or ones that trigger spam (see subject line section above for examples). Quick fix: spend an extra minute brainstorming 2-3 subject options; pick the best.

❌ Mistake 7: Forgetting to proofread and check links. 

Fix: Double-check everything. A follow-up riddled with typos or broken links can kill your credibility. It signals haste or carelessness. Use spell-check, and click your links to ensure they work (and go to the correct content). It’s a quick step that can save embarrassment and preserve your professional image.

Pro tip: Avoid timing mistakes – don’t send follow-ups at weird hours like 2 AM. Use schedule send if needed to have your email land at a reasonable local time. And avoid too many follow-ups too fast (e.g., emailing Day 1, Day 2, Day 3 all in a row) – that can be overkill (remember our timing advice).

FAQs About Follow-Up Emails

Q: How long should I wait before sending a follow-up email?

A: A good rule of thumb is to wait about 2-3 days after your initial email before sending the first follow-up. This gives the recipient a chance to respond on their own. If you’re in a fast-paced situation (like a job application or time-sensitive project), 24 hours might be appropriate, but generally 48 hours is a sweet spot.

For subsequent follow-ups, wait a bit longer each time (e.g., 4-7 days between follow-ups as the thread goes on). Studies show most replies to an email happen within the first two days, so that’s your cue to follow up when that window closes.

Q: How many follow-up emails is it okay to send?

A: In most cases, sending 2-5 follow-up emails (in addition to your initial message) is acceptable and often effective. Sales research suggests around five follow-ups is optimal, as 80% of deals require multiple touches.

You can go up to 6-7 in longer sales cycles if you’re adding value, but beyond that, returns diminish and you risk annoying the recipient. Always pay attention to any signs of disinterest. If someone says “not interested” or you’ve sent several with no response, it’s usually time to send a final break-up email and then stop.

Q: What do I say in a follow-up email if I got no response to my first email?

A: In a no-response follow-up, start by being polite and reminding them of the context. For example: “Hi [Name], just checking back on my email about [topic] in case it got buried.” Then provide a reason to reply – this could be a quick question, a new piece of info, or reiterating the benefit of responding.

End with a friendly call-to-action like “Would love to hear your thoughts when you have a chance.” Essentially, you’re nudging without accusing. (We’ve provided specific templates for this scenario in the templates section – see Template #1 and #2 for no-response follow-ups.)

Q: What’s a good subject line for a follow-up email?

A: Good follow-up subject lines are clear, concise, and often include a personal or contextual element. Some examples: “Quick follow-up on [Project X]”, “Any thoughts on our last discussion?”, “[Name], have you seen this?” (when you include a resource), or even “Next steps?”.

If you’re following up after meeting someone, something like “Great to meet you, [Name] – follow-up” works. Avoid generic “Just checking in” as a standalone subject – it’s not compelling.

And steer clear of spammy language. A touch of personalization (their name or company) can increase opens. We delve into this in the subject line section above with more examples and stats.

Q: Should I follow up via email or call instead?

A: Email is usually the safest first follow-up channel, as it’s less intrusive and provides a written trail. However, a call can be very effective in certain cases – for example, if you’ve already had a conversation (like a sales demo or an interview), a phone follow-up can feel more personal.

Many experts recommend a combination: send an email, and if it’s critical or time-sensitive, you might follow up with a call or a voicemail the next day referencing your email. Additionally, LinkedIn messages can supplement email follow-ups professionally. Using multiple channels thoughtfully (not bombardment) can increase your chances of connecting.

Q: How do I avoid my follow-up emails going to spam?

A: Great question – even the best follow-up won’t help if it lands in spam. To avoid this:

(1) Warm up your email address/domain before large outreach – use a warm-up tool to build sending reputation gradually (Smartlead offers unlimited warmups).

(2) Don’t use spam trigger words and avoid ALL CAPS or excessive punctuation!!!

(3) Keep your emails reasonably short and to the point – very long emails with lots of links/images can be a red flag.

(4) Make sure your email is authenticated (SPF, DKIM, etc. – your IT or email provider can help set that up) for better deliverability.

(5) If you’re sending in bulk, use a trusted email outreach tool that distributes sends and mimics human sending behavior.

And of course, only email people who could reasonably expect to hear from you – completely cold emailing hundreds of random addresses will risk high bounce/complaint rates, which leads to spam.

Q: What if the prospect opens my follow-up but doesn’t reply?

A: This is where having email tracking is handy. If you see opens but no reply, it means there’s interest (they’re at least reading), but something is holding them back from replying. In your next follow-up, you might try a different tactic: ask a very direct question to prompt a response, or provide additional value to spur engagement.

You could even reference subtly that you know they read it (if appropriate): e.g., “I noticed you checked out the case study I sent – hope it was useful!”. Don’t mention tracking in a creepy way, of course. But knowing they opened can guide you.

Sometimes, multiple opens with no reply could mean they’re forwarding your email around internally – a good sign! Keep following up with value. Some prospects need 4-5 touches even after opening to finally type a response.

Q: Is it okay to use emojis or casual language in follow-ups?

A: It depends on your audience and brand voice, but generally a little casual tone can humanize your follow-ups. Emojis can be okay in moderation – a smiley 😊 or a thumbs-up 👍 to convey friendliness, for example, usually isn’t offensive in a follow-up, especially if the correspondence has been informal.

However, for very formal industries (legal, finance with conservative tone) or high-level executives, you might skip emojis and keep language more formal until you gauge their style. Phrases like “just wanted to check in” or “happy to help” are casual-but-polite that fit most contexts.

Avoid overly slangy or overly personal language unless you know the person well. When in doubt, err on the side of polite professionalism with a dash of friendliness.

Q: What’s the best time of day to send a follow-up email?

A: Late morning to early afternoon on weekdays tends to be effective for many business recipients – roughly 10 AM to 2 PM in their local time. By then, they’ve cleared any overnight backlog and are more likely to see your email soon after it arrives.

However, it can vary by person: some people respond more in evenings. If you’ve noticed a pattern with a particular contact (e.g., they replied to your first email at 8 PM), timing your follow-up around that time might catch them when they’re actively checking email.

Additionally, avoid Mondays 9 AM (people are swamped catching up) and Fridays after 5 PM (people have mentally checked out for the weekend). Using tools with send-time optimization can help pinpoint this. But if not, shooting for late morning on a weekday is a reliable default for follow-ups.

Wrap-Up & CTA (Next Steps)

You made it to the end – nicely done! We know it was a long read. By now, you should have a strong grasp on how to write follow-up emails that get results.

We covered why follow-ups matter (and the stats to prove it), a step-by-step framework to craft them, the timing and frequency that works best, and how to add value each time.

We looked at advanced tactics to level up your game, common mistakes to avoid, and even handed you 25 plug-and-play templates.

In short, you’re fully equipped to turn those once-cold leads into warm conversations and opportunities.

All this information is only powerful if you put it into action. So here’s your homework: pick one pending opportunity or lead you haven’t heard from, and send a thoughtful follow-up email today using what you’ve learned. You might be pleasantly surprised at the response you get!

Lastly, if you’re serious about scaling your outreach and want to ensure no lead ever falls through the cracks, start a free trial with Smartlead today and make sending follow-ups with the right tool easier (and more effective).