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20 Best Follow Up Email Templates to Send to Clients [in 2024]

Sample follow up email templates
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You've created the list of prospects, crafted the perfect cold pitch, and sent them the email. Now, you wait for the reply. If they are like any typical professional, they might forget to respond because they are too busy.

What do you do in such a situation? You send them a follow-up email.

Your follow-up email may be the most important one you send in a prospecting campaign. Following up, often multiple times, on your outreach ensures you don’t miss crucial opportunities to convert prospects into sales. Moreover, you’re missing out on the chance to add value for your client.

Whether you’re dealing with cold or warm prospects, a well-crafted follow-up email is your opportunity to re-engage with a potential or existing client and stay top of mind.

Also read: 13 Sales Email Templates That Get High Response Rates

Separate Follow Up Email Or The Same Thread?

In 2022, the world saw approximately 333 billion daily emails sent and received. Projections indicate that this number will rise to 392.5 billion daily emails by 2026. That's a lot of emails, right?

In such a case, it's always a dilemma whether to send a new follow-up email or continue on the same thread. It depends on the context and the nature of your communication. Here are some considerations to help you decide:

1. Nature of the Conversation:

Same Thread

Separate Email

If the follow-up is directly related to the previous email and continues the same conversation, it might be more organized to keep everything in one thread. This allows the recipient to have a clear and complete history of the communication.

If the follow-up introduces a new topic or is unrelated to the previous email, it might be better to start a new email thread for clarity and to avoid confusion.

2. Urgency and Importance:

Same Thread

Separate Email

If the follow-up is time-sensitive and requires immediate attention, keeping it in the same thread can help the recipient quickly understand the context without searching through multiple emails.

If the follow-up is not urgent, a separate email might be appropriate, especially if it's a distinct topic or request.

3. Clarity and Organization:

Same Thread

Separate Email

If the conversation has been ongoing and you want to maintain a clear and organized communication history, keeping everything in the same thread can make it easier for both parties to follow the discussion.

If the previous thread is long and the new information is crucial or requires a fresh perspective, starting a new email can prevent important details from getting buried.

4. Recipient's Preferences:

Same Thread

Separate Email

Some people prefer to keep all communication related to a particular topic in one thread for reference. If you know the recipient's preference, you can align your approach accordingly.

Others may find it easier to manage their inbox when each topic or follow-up is in a separate email. If you're unsure, consider the recipient's communication style.

5. Platform or Tool Used:

Same Thread

Separate Email

In some email clients or collaboration platforms, keeping everything in the same thread might be the default or more convenient for users.

If the platform allows for easy organization and searching of emails, starting a new email might not be an issue.

Also check: 100+ Email Subject Lines - for Cold Emails, Newsletters, Holiday Greetings, and More

Cold Follow Up Email Templates

#1: Hit All the Right Notes with this Prospect Follow Up

It’s challenging to find the right tone. Let prospects know you’re ready to deliver a personal touch without seeming needy.

Subject: Just checking in with you

Dear [client],

I wanted to follow up regarding the email I sent you on [date]. Hopefully, you had a chance to look over our services.

We understand how busy things can get. I’m just checking in to let you know that our services can help you work more efficiently and free up some of your valuable time. If you have questions, I’d love the opportunity to schedule a phone call or a meeting to discuss it further.

Let’s talk—my inbox is always open.


[Your name, title]

#2: A More than Decent Proposal

Your potential client might be reviewing multiple proposals. A quick email shows them you’re prepared to build a relationship with them.

Subject: A summary of my proposal

Hello [client],

I’m following up on the proposal I sent you on [date]. I appreciate the opportunity to offer you our valuable services.

Please let me know if you have any questions regarding the proposal.

Our office is more than happy to provide you with any additional details you need to make your decision.

Our inbox is open, but feel free to call to discuss the proposal further or set up a meeting. We look forward to working with you!


[Your name, title]

#3: Quote Me on This, Follow Up With Limited Time Offer

When potential clients consider your quote alongside others, they must understand what services are included. Placing a time constraint also creates a sense of urgency.

Subject: Following up on the quote we sent you

Dear [client],

Thank you once again for the opportunity to work with you. World-class service is our passion!

I’m following up with you about the quote we sent you on [date].

If you need additional information, please get in touch so we can assist you. The quote we delivered to you is good until [date]. If you need more time or wish to change the service package, let us know so we can work with you.

Once again, I look forward to working with you.

Thank you,

[Your name, title]

#4: Are You There, Prospect? It’s Us, Emailing

When too much time passes, you’ll want to check in with a direct appeal that feels both professional and informal.

Subject: Let’s reconnect

Hi [client],

On [date], I sent you an email about [proposal, quote, etc.]. I haven’t heard from you, so I’m just checking in to see if you need anything from me.

You may not have had time to decide yet. I’m more than happy to answer any questions you may have about my last email. I’d love to reconnect and craft a solution for you.

We’re here to help. My inbox is open, and you can also call me at [phone number] to discuss your concerns.


[Your name, title]

#5: Hey, We Just Met You, So Email Definitely

Sending a message after a meeting is part of building a solid relationship. A quick, polite note says you’re ready for the next step.

Subject: Following up on our meeting

Hello [client],

I enjoyed meeting with you to discuss [proposal, quote, etc.] I hope we answered all of your questions about who we are and what we do.

I appreciated learning more about you and your work, and I’m excited to work with you in the future.

Please contact us if you have more questions after our meeting. You can reply to this email or call our office at [phone number].

Thank you,

[Your name, title]

#6: We Just Called You on Your Telephone

Like the after-meeting follow-up, an email check-in after a phone call sends the message that you’re still excited to partner with them.

Subject: Following up after our phone call

Hi [client],

I wanted to follow up after our phone call to make sure you have my information.

It was great getting a chance to discuss what we do and how we can be of service to you. I enjoyed learning more about you and your company. As I said on the phone, I believe we’ll be a great fit together.

I feel like we covered a lot of ground in our call, but I know sometimes questions pop up after, and I wanted you to know you can always reach out to me. We can talk further by email, or you can call me at [phone number].

Let’s talk again soon,

[Your name, title]

#7: Paper Chasers

People get busy, distracted, or overwhelmed. A gentle reminder that you need key information from the client can nudge them into action.

Subject: More information is needed—missing documents

Dear [client],

We’re ready to go with your project, but we need just a little more information from you. We are following up with you to request [documents].

You can send us [documents] several ways: email, fax, or mail.

Please get in touch to adjust your project details if you need additional time. We’re always here to answer your questions, so don’t hesitate to reach out.

I look forward to hearing from you,

[Your name, title]

Follow Up Email Templates for Sales

#8: Long Time Yes Follow-Up

If you’ve helped a client in the past, chances are they’ll be receptive to working with you in the future. Be proactive and reach out to them.

Subject: We haven’t spoken lately. Let’s reconnect!

Hello [client],

It’s been a while since we last touched base. I hope you’re doing well.

Since we haven’t spoken lately, I wanted to reach out and let you know we’re still here to help you with [service].

We enjoyed working with you, and we value our relationship with you. If you have any current projects we can assist with, we’d love to talk.

Give us a call or send us an email so we can put together the details for you.

Thank you,

[Your name, title]

#9: Follow-Up, Then Follow-Up Even More

There isn’t a definite consensus on how many follow-ups you should send, but sending several well-timed follow-up emails can increase visibility and click-through.

Subject: Checking in—how can we help you?

Hi [client],

I sent a few emails, but I know you are busy.

I’d love to speak with you about the services we provide and how we can create value for your company.

If you need more information about what we do, I’m happy to send it to you. Better yet, give me a call at [phone number]. Let’s set up a meeting to discuss how we can benefit you best.


[Your name, title]

#10: We’re Talking Payments, Pal

Invoices get overlooked—follow-up with clients professionally to resolve issues without alienating them.

Subject: Your invoice [invoice number]

Hello [client],

Thank you again for the opportunity to serve you. We love what we do, and we’re passionate about building relationships with our clients.

I’m following up with you about invoice #[invoice number], sent to you on [date]. Currently, you have an unpaid balance of [amount]. At this time, your payment is overdue.

We’re sure this was an oversight. If you have any questions about your invoice, give us a call at [phone number].

We look forward to resolving this issue with you soon.


[Billing department contact, title]

#11: New Features Lead to New Opportunities

You worked with a client in the past, but you’ve added new services they may not know about. Tell them—it might be just what they’re looking for.

Subject: NEW—We’ve got something exciting coming

Hi [client],

We’ve enjoyed working with you in the past, and we’re thrilled to keep building a relationship with you.

That’s why we wanted you to be one of the first to hear about a new feature we’ve been working on. We’re excited to bring you [a new feature].

You’re a valued partner, and we think [new feature] could add significant value to your company. Let’s schedule a meeting soon! Call us at [phone number] anytime.


[Your name, title]

#12: Getting to Know Us

Clients respond to a personal touch, and it doesn’t get more personal than giving your backstory. They may learn something that resonates with them.

Subject: The story of how [company] got started

Hello [client],

I hope you had a chance to read my previous email. I wanted to introduce you to [company] and let you know a little more about how we got started.

***Your company’s story goes here. Include the following:

  • Where you were before you started your business
  • What problem you solve
  • Why you started your business
  • Your mission
  • How you help people

I thought you might like knowing a bit about who we are and why we do what we do. Are you available for a meeting next week? Call me at [phone number] to further discuss your needs.


[Your name, title]

#13: I Am the Gift

You boost positive feelings and build trust when you offer added value to your clients. You’re not just emailing them to pester—you love what you do, and you’re sharing that love.

Subject: 10 free tips to boost your [client need]

Hello [client],

We’re passionate about providing [service], and we understand how challenging your [needs] are. We’d love to offer you this resource, 10 Free Tips to Boost Your [client need], totally free.

You’ll find it attached here.

Some of our favorite highlights include:

  • Highlight #1
  • Highlight #2
  • Highlight #3

We hope you find this resource useful. We love offering extras to clients as a way of saying thanks and to provide extra support.

Find out how we can add even more value to your company—call us at [phone number] to set up a meeting soon. We look forward to hearing from you!

Thank you,

[Your name, title]

#14: Singing Your Praises

People read customer reviews when deciding whether to purchase a product or service. Let your potential clients know you have solved problems similar to theirs.

Subject: Our customer was impressed—you could be, too

Dear [client],

We recently got some feedback from a company like yours, and I thought it might help you better understand what we do.

When we first began working with [other client name], they were looking for a solution for [pain point]. We worked closely with them to create a plan targeting their specific needs, and this is what they had to say:

[client testimonial]

We’re blushing!

We’d love to offer you the same level of service. Let’s connect soon—call us at [phone number].

Thank you,

[Your name, title]

Follow Up Email to Send After a Demo

#15: Deliver a Demo

There’s a reason people still quote the adage, “seeing is believing.” Give clients a chance to see what you offer in action.

Subject: Request a free demo today

Hello [client],

We have a lot of respect for our clients’ time. We know our clients are busy trying to stay competitive.

Our passion is to provide the best support possible so you can serve your customers at the highest level.

We’re proud of what we’ve created, and believe you should have a chance to try it out to ensure it will live up to your expectations.

That’s why we’re offering a free demo to you. Please explore all of the great features we offer.

Call us today at [phone number] to get started or ask us any questions you may have. We know once you try us, you’ll immediately see the benefits.

I look forward to working with you,

[Your name, title]

#16: A Quick Walk-Through After Demo

You can deliver the most amazing demo to a client, and yet they won’t remember all of it. Best to send a follow-up email with all details you discussed over the meeting.

Subject: Thank You and Next Steps

Hi [client],

Thank you for taking the time to meet with me/demo our [product/service]. I enjoyed our conversation and am eager to hear your thoughts.

Based on our discussion, I believe that [highlight a key point or feature] could greatly benefit your team. What are your thoughts on incorporating this into your strategy?

I'm here to address any questions or concerns you may have. Looking forward to your feedback.

Best regards,

[Your name, title]

#17: Follow-up after Initial Contact

Being unforgettable is not easy. Hence, follow-ups are needed.

Subject: Continuing Our Conversation

Hi [client],

I hope this email finds you well. I wanted to follow up on our recent conversation about [specific topic]. I believe our [product/service] can [solve a specific pain point or provide a benefit].

If you have any further questions or if there's additional information you'd like, please let me know. I'd be happy to set up a call at your convenience.

Best regards,

[Your name, title]

#18: Follow-up with Additional Information

Additional information never hurts, but lack of information leads to ghost prospects.

Subject: More Insights on [Client's Pain Point]

Hi [client],

I hope this message finds you well. I came across an article/research/report on [specific topic related to prospect's pain point] that I thought might interest you. It provides some valuable insights into how companies like yours are tackling similar challenges.

If you'd like, I can share the document with you. Additionally, I'd be happy to discuss how our [product/service] aligns with the strategies discussed in the report.

Looking forward to your thoughts.

Best regards,

[Your name, title]

#19: Adding Value with Content

Turning to marketing and using content is always a good foot in the door.

Subject: Exclusive Industry Insights for [Client's Company]

Hi [client],

I trust this email finds you in good spirits. I recently stumbled upon [relevant industry trend or report] and thought it could be valuable for [Client’s Company] in staying ahead of the curve.

I've attached the report for your convenience. I'd love to hear your thoughts on how these trends might impact your strategy. Additionally, I believe there's an opportunity for us to discuss how [Your Product/Service] aligns with these industry shifts.

Looking forward to your insights.

Best regards,

[Your name, title]

#20: Injecting Urgency

Using this sparingly!!!

Subject: Limited-Time Offer to Optimize [Client's Specific Process]

Hi [client],

I hope this message finds you well. I wanted to make you aware of a limited-time offer we're extending to [Prospect's Industry] leaders like yourself. 

Our [Product/Service] has proven to [specific benefit], and we're currently offering an exclusive package to [Prospect's Company].

I'd love to schedule a brief call to discuss how we can tailor this offer to meet the unique needs of [Prospect's Company]. Please let me know a time that works for you.

Best regards,

[Your name, title]

How to Generate the Best Follow Up Email using ChatGPT

ChatGPT can help you write emails. Sometimes, you already know exactly what to write, but you're not sure if it's in the right tone.

Here’s how ChatGPT can assist you in writing more effective follow-up emails:

  • Personalization: Use ChatGPT to generate personalized introductions or summaries.
  • Content Suggestions: ChatGPT can help you draft the body of the email to make it more concise, relevant, or engaging.
  • Closing Remarks: Wrap up your emails with warm, clear closing statements.
  • Rewrite Existing Copy: Paste your lengthy email into ChatGPT and rewrite it in fewer words.

ChatGPT Prompts to Generate Follow-up Emails

1. Share what the follow-up is about.

ChatGPT prompt: Write a follow-up email to the client asking about [topic].

Sample follow up email template using ChatGPT

2. Tell it about the tone of the email.

ChatGPT prompt: Make the above email short and set the tone a little informal.

Sample follow up email template using ChatGPT setting tone

3. Tell it about the important topics to cover.

ChatGPT prompt: In the above email, add [more details].

Sample follow up email template using ChatGPT including details

4. Share what should be the next step (CTA).

ChatGPT prompt: In the above email, include that they can click on this link to book your calendar.

Sample follow up email template using ChatGPT adding links

5. Reiterate the response.

ChatGPT prompt: Can you please share another version of this email, and this time make it [set the tone again].

Sample follow up email template using ChatGPT

Things to Keep in Mind When Sending Follow Up Emails

There are several points of contact in which a follow-up email is crucial. Your follow up email is a chance to check in with your client or prospect to:

  • Keep in front of a prospect who hasn’t been responsive
  • Provide time-sensitive encouragement to respond to a quote or proposal
  • Offer additional services that align with or expand on the offering
  • Build a relationship through an ongoing conversation
  • Follow up to discuss next steps
  • Check-in with prospects who requested materials but haven’t yet purchased
  • Ask for and cultivate leads from your original prospects

Rather than viewing follow-ups as pestering, consider them a key component to build better relationships with prospects. If you do not currently have a consistent follow-up plan or you’re struggling with creating successful conversions, it may be time to shake up your message or delivery.

Looking for the best email outreach company out there? Skrapp has the tools you need to drive your business better.