[ In short ]
- Eighteen templates, grouped by situation, each with a subject line and [placeholders] to fill in.
- Every template replies in the original thread, adds one new thing and asks one easy question.
- Fill in the brackets with real specifics: a template sent with generic words reads like a template.
- End a sequence with a clear last message instead of following up forever.
01How to use these follow-up templates
Each template below follows the same pattern: one line of context, one new thing, one easy question. Copy it, replace every [bracket] with something specific to the person, and send it as a reply in the original thread so the history stays underneath. If you want the reasoning behind the pattern, read how to write a follow-up email.
Read your follow-up as the recipient on a phone between meetings. If they would need to scroll, open a file or think hard to answer, cut it down.
Subject lines: when you reply in a thread, keep the original subject (shown as "Re: [Original subject]"). A new subject is only worth it when you start a new conversation. More on that in email subject lines that get replies.
02Follow-up after sending a quote or proposal
The most common silent thread in a small business. The buyer is usually comparing, waiting on someone internally, or stuck on one question they have not asked.
Subject Re: [Original subject]
Hi [Name], One detail I should have put in the quote: [what is included, e.g. onboarding, support hours, delivery date]. Would a 15-minute call on [day] at [time] help to go through any questions? [Your name]
Subject Re: [Original subject]
Hi [Name], Teams comparing options at this stage usually ask about [price, timing, switching effort]. Short answer: [one sentence]. Is that the open question on your side, or is it something else? [Your name]
Subject Re: [Original subject]
Hi [Name], A practical note: the price in the quote holds until [date], because [reason, e.g. our supplier prices change on the 1st]. If you need more time, tell me and I will check what I can do. [Your name]
03Follow-up after a meeting
Send the first one the same day, while the conversation is fresh. Its job is to write down what was agreed, so nobody has to remember.
Subject [Company] × [Company]: notes and next steps
Hi [Name], Thanks for the time today. What I took away: - [Their goal or problem] - [What we agreed] - Next step: [who] does [what] by [date] Did I miss anything? [Your name]
Subject Re: [Company] × [Company]: notes and next steps
Hi [Name], You mentioned [their concern] on [day]. Here is how [similar customer or example] handled it: [one line or link]. Should I send the [proposal, contract, pilot plan], or is there someone else who should see this first? [Your name]
04Follow-up when a proposal gets no reply
After two follow-ups with no answer, change the question. Make it easy to say no, or ask who the right person is.
Subject Re: [Original subject]
Hi [Name], I have not heard back on the proposal, which usually means one of three things: 1. Not a priority right now 2. Someone else is handling it 3. Something in it does not fit A reply with just the number is perfect. [Your name]
Subject Re: [Original subject]
Hi [Name], If [topic] is not on your desk any more, who would be the right person to talk to? I am happy to take it from there and leave you out of the thread. [Your name]
05Investor follow-up templates
Investors see many founders and decide over weeks. A short, factual follow-up with one piece of progress works better than a request for an answer. The full set, with timing, is in investor follow-up emails.
Subject Re: [Company] intro
Hi [Name], Thanks for the conversation today. As promised, here is [the deck, data room link, the metric you asked about]. You asked about [question]; short answer: [one or two sentences]. What would you need to see to decide on a next meeting? [Your name]
Subject [Company] update: [month]
Hi [Name], A short update since we spoke in [month]: - [Metric]: [from] → [to] - [Milestone, e.g. signed customer, hire, launch] - Raising: [amount], [how much is committed], closing [target date] If it is a fit now, I would be glad to set up a call. If not, I will keep you posted. [Your name]
06Candidate follow-up templates (for hiring teams)
Candidates notice silence more than anyone. A two-line update keeps good people in your process. More in candidate follow-up emails.
Subject Re: [Role] interview
Hi [Name], Thank you for the interview on [day]. We are meeting the last candidates this week and will get back to you by [date] either way. If anything changes on your side in the meantime, tell me. [Your name]
Subject Re: [Role] interview
Hi [Name], Thank you for the time you gave us. We have decided to move forward with another candidate whose experience in [area] is closer to what the role needs right now. You were strong in [something specific]. If you would like a few lines of feedback, reply and I will send them. [Your name]
07Invoice payment reminder templates
Keep payment reminders friendly and factual, and attach or link the invoice every time so nobody has to search for it. Assume an admin slip, not bad faith, until the facts say otherwise.
Subject Invoice [number] due [date]
Hi [Name], A quick reminder that invoice [number] for [amount] was due on [date]. I have attached it again for convenience. Could you let me know when payment is planned, or if anything on it needs correcting? Thanks, [Your name]
Subject Re: Invoice [number] due [date]
Hi [Name], Invoice [number] for [amount] is now [number] days overdue. Is there an issue with it I can help with, or someone in accounts I should write to instead? Payment details: [IBAN or payment link]. [Your name]
08Re-engaging a cold lead
A lead that went quiet months ago needs a reason to talk now: something that changed on your side or theirs. Do not pretend the gap did not happen.
Subject Re: [Original subject]
Hi [Name], When we spoke in [month], [the missing feature, price, timing] was the blocker. Since then [what changed]. Is [their goal] still on your list this quarter? [Your name]
Subject [Topic]: thought of you
Hi [Name], Saw [article, report, change in their industry] and thought of our conversation about [topic]: [link]. No need to reply. If [their goal] comes back on the table, I am here. [Your name]
09Follow-up after an event or conference
Send within one or two working days, and mention something specific from the conversation, so they can place you among everyone they met.
Subject Good to meet at [event]
Hi [Name], Good to meet you at [event] on [day]. You mentioned [their problem or project]; [one useful thing: a link, an intro, an answer]. Would a 20-minute call on [day] or [day] be useful to continue? [Your name]
10The breakup email: the last follow-up
The last message in a sequence says you will stop, warmly. It often gets the reply the others did not, because it asks nothing hard.
Subject Re: [Original subject]
Hi [Name], I have not heard back, so I will assume [the project] is not a priority right now and stop following up. If that changes, reply to this thread and we will pick it up where we left off. All the best, [Your name]
Subject Re: [Original subject]
Hi [Name], You asked me to check back in [month] about [topic], so here I am. Is it a better moment now, or should I try again in [another month]? [Your name]
11Which template to send when
| Situation | First follow-up | Then | Stop after |
|---|---|---|---|
| Quote or proposal | 1 (day 2–3) | 2, then 6 | 17 |
| Meeting, no next step | 4 (same day) | 5 (day 3–5) | 7 or 17 |
| Investor after a pitch | 8 (same day) | 9 (monthly update) | A clear no |
| Candidate in process | 10 (by the date you gave) | 11 or an offer | A decision |
| Overdue invoice | 12 (3–5 days late) | 13 (14 days late) | Formal claim |
| Cold lead | 14 or 15 | 18 when asked | 17 |
For exact gaps between messages by situation, see how long to wait before following up, or plan a full sequence with the follow-up planner.
12Make the templates sound like you
- Use your own greeting and sign-off. If you never write "Best regards", do not start now.
- Replace the generic noun with the real one: "the onboarding plan", not "the document".
- Cut any line that would be true for any customer. What is left is the part that gets read.
- Keep the language of the thread. A Spanish thread gets a Spanish follow-up, even if the template is in English.
Writing each of these by hand is fine for a few threads. With dozens, the risk is forgetting, not wording. Skein notices the quiet thread, drafts a follow-up like these in your own tone and, by default, asks you before sending; see it in the demo.
Questions
- What is a good follow-up email after no response?
- A short reply in the same thread that adds one useful thing and asks one easy question, for example "One detail I left out of the quote: onboarding is included. Would Tuesday at 10:00 work for a quick call?"
- What do you write in the subject line of a follow-up email?
- Usually nothing new: reply in the original thread so the subject stays "Re: [Original subject]". Use a new, specific subject only when starting a new conversation, such as after an event or for a monthly investor update.
- How do you write a breakup email?
- Say you have not heard back, that you will stop following up, and how they can restart the conversation if things change. Keep it warm and short, with no guilt or pressure.
- Are follow-up email templates bad for reply rates?
- Templates hurt only when they are sent unedited. Use them as a structure and fill every placeholder with something specific to the person and the thread.
See Skein follow up for you
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