27 June

Polite follow-up email sample for a request to achieve your goals

Summarize

Following up on an email request can be a challenging task. You want to ensure that you’re not coming across as overly persistent or annoying while still increasing your chances of getting the response you need.

In this article, you’ll discover tips on writing a polite follow-up email, when to send it better, and how to avoid common mistakes. We also prepared email design examples and follow-up email templates to speed up the process.

Writing a polite follow-up email and a clear subject line

Writing follow-up emails can be stressful: you don’t know the reasons for the low response rate of the initial email and whether you should send only one follow-up message or a couple of them. You don’t want to be too insistent (people are busy, and we all forget things), but you still need to fulfill your goals.

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In any case, at least one follow-up email will increase the chance of restarting the dialog and getting the necessary information.

Here are some tips on how to write a follow-up email with a request and build an effective follow-up strategy.

1. Pick the right time for follow-up emails

Avoid delaying follow-ups for more than ten days. Write a follow-up reminder within three days of the initial outreach email. A longer wait increases the receiver’s likelihood of forgetting about your first email.

suppose you have sent an initial request and have not received a response within a reasonable timeframe (1-3 days). In that case, sending a follow-up email to remind the recipient about the request and ask for an update or a straightforward call may be appropriate;
if you have received a response to your initial request, but the recipient has not taken the necessary action or provided the information you need, you can send a follow-up email to ask for clarification or a status update the same day;
if you request a quick call, sending a follow-up email 24 hours before a meeting may be appropriate to confirm the agreed meeting details or remind the recipient about the meeting;

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suppose you are following up on a job application or proposal submission. Then, it would be better for you to send a follow-up email after a week or two to ask about the status of your application or proposal, since the recruiting process takes at least a week.

2. Start with a friendly quick reminder

Polite follow-up emails should start with friendly reminders to the recipient of your previous email. Keep the tone polite and professional. Remind them of what a great meeting or chat you had to recall the moment.

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3. Provide context for a polite follow-up email

If the recipient has not responded to your previous email, explain why your request is important and how it relates to their work, goals, or product.

Do not copy-paste from the first email! A recipient might’ve read that email but forgot to reply. Seeing the same text twice won’t help them decide on your request.

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4. Ask for an update

Ask the recipient if they have had a chance to consider your request and provide an update on whether or not they can fulfill it. This shows that you respect their time and give them a chance to respond.

5. Provide a deadline

If your request is time-sensitive, explain to your recipient when you need a response to your email. This can help ensure that your request is prioritized and not lost in the recipient’s inbox.

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6. Be specific

Clearly describe what you are asking for and what you need from the recipient in the follow-up emails. This can help avoid confusion and ensure that you are both on the same page and have a productive conversation. Add a call to action and social proof if needed and appropriate.

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7. Keep it brief

Keep your follow-ups short and to the point. Avoid rambling or including unnecessary information that can make your follow-up email hard to read and understand. Deliver your message quickly and directly without being pushy.

8. Stay polite and friendly

Thank the recipient for their time. This shows that you appreciate their efforts and respect their decision, whatever it may be. A polite follow-up email obviously cannot be demanding, aggressive, or disrespectful in any other way.

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If you still haven’t received a response after your follow-up email, you can politely follow up again in 2-3 days.

If people don’t respond for the third time, you can either send a final email or switch to another prospect. Nobody is insured from being ignored, so stay motivated and keep working.

9. Make a clear subject line with pain points

As for a subject line, the rules are simple: be concise and clear, include a deadline if there’s any, use a polite tone, don’t use aggressive words, and don’t use tons of exclamation marks.

For your inspiration, we’ve added a few email subject line examples:

Follow-up on [Request] — [Deadline].
Request for [Item/Information] — Follow-up.
Checking in on [Request] — Any update?
Reminder: [Request] — [Deadline] approaching.
Following up on [Request] — I am full of hope for your support.
Follow-ups on the overdue invoice — tomorrow is the last day to pay without a fee.

Utilize this advice for your follow-up email to get people to respond to you. If you require more info on email open rates, best send time, and personalization, check our Email marketing performance whitepaper.

Expert insight on polite and effective follow-ups

Expert

Oleksandra Khlystova

PR lead at Stripo

We asked Oleksandra to share her thoughts on what makes a follow-up email both polite and impactful. From lesser-known tactics to cultural considerations, here’s her take:

Q: What’s a follow-up tactic you've used that’s surprisingly effective but not widely known?

A: My golden rule is that a follow-up email should go beyond a simple “I’m just following up.” It’s your opportunity to add value by sharing new information that wasn’t included in your initial email — whether it’s a new fact, key data, or additional context, depending on who you're addressing and the purpose of your message. For instance, if you’re reaching out about a marketing partnership, go beyond the initial offer. Highlight the specific benefits the other party will gain (if you haven’t already) and share examples of successful partnerships you've had in the past. The key is to tailor your message to the reason you're writing. Remember, every email represents someone else’s time, which is a valuable resource — so respect that. Be clear, concise, and above all, useful in your communication.

Q: Have you ever received a follow-up email that impressed you? What stood out?

A: I’m genuinely impressed when people send clear, concise, polite, and — most importantly — relevant emails. That shows they’ve done their homework: they know who they’re writing to, why they’re reaching out, and what results they’re aiming for. It’s much easier to point out what isn’t impressive at all: excessive familiarity, inappropriate humor, or rudeness like “I haven’t received your reply, please respond ASAP.”

Q: How do cultural or industry norms affect how follow-up emails are received?

A: Countries like the U.S. and Germany value direct and straightforward communication, so follow-up emails in these regions tend to be concise and to the point. In fast-paced cultures, particularly in the U.S., there is a strong expectation for quick responses — 90% of customers, for instance, expect replies within one hour. Industry norms also play a significant role in how follow-up emails are perceived. In fast-moving sectors like tech or marketing, a sense of urgency in follow-ups is often expected, as timely responses are crucial for maintaining momentum and driving business progress.

Q: What’s the most respectful way to follow up when your initial request has been ignored more than once?

A: When it comes to follow-ups, the best approach is simple: send two follow-up emails, totaling three attempts. Anything beyond that can be counterproductive for a couple of reasons.

First, if three attempts haven’t yielded a response, a fourth one likely won’t change anything either. It’s better to redirect your efforts toward other opportunities rather than waste time on low-probability chances.

For the third follow-up, make it clear that this will be your final attempt, but leave the possibility for future communication open. Include your contact information and any necessary links, while expressing regret that you couldn't connect this time — but remain optimistic about future opportunities.

Additionally, be cautious not to overwhelm a contact’s inbox with multiple messages. Imagine a person returning from a break to find several emails asking, "Did you get my last email?" It not only wastes their time but can create a negative impression.

Polite follow-up email templates and design tips

Let’s look at some tips for designing a follow-up email for a request.

1. Use a professional email template

A ready-made follow-up email template can help ensure that your email looks neat and appealing. Stripo offers numerous follow-up email templates for different scenarios, so you can customize them as needed and send them out. You can pick the best follow-up email template and customize it according to your business objectives. Use marketing automation software to send your follow-ups to save time and effort.

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2. Keep the follow-up email design simple

Too many graphics or images in your email may distract recipients from your main message. Choosing your branded color scheme and including your company’s logo will help you deliver your message and maintain brand consistency.

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3. Use a clear and legible font

Use legible fonts of a size bigger than 12pts. Avoid using cursive fonts, as these can be harder to read. With Stripo, you can check if the chosen font looks nice on mobile and desktop devices and if the call-to-action button is visible to double-check and avoid failure.

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4. Break up the text to make it look more structured

I want to discuss the possibility of setting up a meeting to explore potential collaborations and learn more about your work in this field. I believe a meeting could benefit both of us and allow us to exchange ideas and expertise.

Please let me know if you can meet in the coming weeks. I am flexible with timing and can accommodate your schedule. If any particular dates or time slots work best for you, please feel free to suggest them.

Thank you for your time, and I look forward to hearing from you.

Best regards,

[Your Name]

7. Follow-up email after sending a document or proposal

Email subject line:

Following up on the proposal I sent

Email body:

Dear [Name],

I hope you’re doing well. I wanted to follow up on the proposal I sent on [Date] regarding [Project or Topic]. I’d love to hear your thoughts or any feedback you might have.

Please let me know if you need any additional information or clarification. I’d be happy to assist you further.

Looking forward to your response.

Best regards,

[Your Name]

8. Follow-up email requesting feedback

Email subject line:

Kind reminder — feedback on [Topic or Item]

Email body:

Dear [Name],

I hope this message finds you well. I wanted to kindly follow up on my previous email regarding feedback on [specific topic or item] that I sent on [Date].

Your input would be greatly appreciated and is important for [reason, e.g., moving the project forward and making a decision].

Please let me know if there’s a good time for you to share your thoughts, or if you’d prefer to discuss it during a quick call.

Thank you in advance for your time.

Warm regards,

[Your Name]

9. Follow-up email after a meeting or call

Subject line:

Following up on our recent conversation

Email body:

Dear [Name],

Thank you again for taking the time to meet with me on [Date]. I truly appreciated the opportunity to discuss [Topic] with you.

As a quick follow-up, I wanted to check if you had any updates regarding [Next steps, Decision, or Request]. I’m happy to provide more details or assist further, if needed.

Please feel free to reach out at your convenience.

Best,

[Your Name]

10. Follow-up email asking for a status update

Subject line:

Checking in on the status of [Topic]

Email body:

Dear [Name],

I hope all is well. I’m reaching out to check on the status of [Request, Project, or Application] that we discussed previously.

I understand how busy things can get, but I’d appreciate any updates you’re able to share when you have a moment.

If there’s anything you need from me to help move things along, please don’t hesitate to ask.

Looking forward to hearing from you.

Kind regards,

[Your Name]

Common mistakes to avoid

Even with the best intentions, follow-up emails can fall flat if certain missteps are not avoided. To ensure that your message is effective, respectful, and more likely to get a response, it is crucial to be aware of the most common mistakes and how to correct them.

1. Starting with “Just following up”

A typical mistake in follow-up emails is beginning with “Just following up on my previous message…” without adding any meaningful context or urgency. While the phrase may sound polite, it’s often too vague or passive and can undermine the purpose of your message.

In sales or marketing emails, this phrasing lacks substance and often fails to encourage a response. Recipients are busy, and if your follow-up doesn’t offer anything new or helpful, it may simply be ignored.

❌ Weak example:

“Just following up on my previous email. Let me know if you’re interested.”

✅ Better version (adds value without repeating the obvious):

“I wanted to check if you had a chance to review the proposal I sent last week. We’re now including 3 months of onboarding support for new clients, which could be a great fit for your team. If you’re interested, I’d be happy to schedule a brief call to go over the details — just let me know a convenient time.”

Key tip: Skip the filler. Instead of repeating that this is a follow-up, focus on what’s new, useful, or actionable. Give the recipient a clear reason to respond.

In personal, academic, or administrative emails, the issue is more about clarity, timing, and purpose. Simply saying “just following up” may not communicate your urgency, especially if deadlines are involved.

❌ Weak example:

“Just following up on my previous email regarding my college application.”

✅ Better version (clarifies and respects time):

“I was wondering if you may have had a chance to review my questions from last Tuesday. With the application deadline coming up next week, I wanted to make sure everything is on track.”

Key tip: Reference the original message, explain any time constraints, and show understanding of the recipient’s schedule.

2. Not including a clear call to action

A professional follow-up email should never leave the recipient guessing. If you don’t clearly state what you need — whether it’s an answer, a document, or a decision — the recipient may ignore the message or delay responding indefinitely.

This mistake often occurs when the writer assumes the original request is still clear or worries that asking again might come across as too persistent. In reality, a polite and specific call to action helps move the conversation forward.

❌ Weak example:

“Let me know what you think.”

(The reader may wonder: Think about what? Respond when? Is something expected of me now?)

✅ Better version (Sales):

“Would you be available for a quick call this Thursday or Friday to discuss next steps?”

✅ Better version (Academic/Admin):

“Could you let me know if my application has been reviewed, or if there’s anything else I need to submit before the deadline?”

3. Following up too soon or too often

Timing is crucial when sending follow-up emails. Reaching out too quickly after your initial message can come across as impatient or overly persistent, while following up too frequently may annoy the recipient and harm your relationship.

Allow a reasonable amount of time for the recipient to respond. Based on our experience, 3-7 business days are usually appropriate, depending on the urgency and context of your request. If you don’t hear back after a couple of polite follow-ups spaced appropriately, it’s often best to pause and consider alternative ways to engage.

How to write an initial outreach email with a request

Make sure your initial outreach email is clear and purposeful. A follow-up can only be effective if the original message sets the right tone.

Here are some steps and quick tips to follow when writing an email requesting something:

1. Start with a clear subject line

A good subject line should briefly indicate the purpose of your email and motivate a recipient to open your message immediately.

2. Add a proper greeting

Begin with a polite greeting, such as “Dear [Name]” or “Hello [Name].”

3. Introduce yourself and specify the purpose of the email

Explain who you are and why you are writing to the recipient. Keep this part of your email brief yet informative.

4. Provide context

If necessary, give some background information or context that will help the recipient understand the purpose of your polite request or use a strong, specific pain point to get into the recipient’s memory.

5. Make a clear request and add a call to action

Accurately state what you are asking for, and be specific about what you need. If appropriate, add a call to action button to ease the process of finding needed details for a recipient.

6. Explain why your email is important

Explain why your request is important and how it will benefit the recipient or others involved. If you’re not certain who handles your request, you can politely ask if the recipient is the appropriate person or if they could direct you to someone who is.

7. Provide additional information

If necessary, provide details that will help the recipient/potential customer understand your request or make a decision.

8. End the email politely

Thank the recipient for their time, and close with a polite sign-off and email signature such as “Best regards” or “Kind regards.”

9. Include your contact information

Add an email signature with your contact information, like a phone number, websites, or links to social media accounts, in case the recipient needs to contact you and continue a conversation.

10. Proofread

Before sending the email, proofread it to ensure there are no errors and the tone is professional and polite. Most sales professionals take the initial email very seriously.

Be one step ahead of your competitors — prepare a follow-up email strategy and the first outreach email.

Wrapping up

Preparing a subject line and text for a follow-up email with a request requires a balance between being respectful and assertive. By following these tips, you can write a follow-up email more efficiently and increase your chances of achieving your goal.

Paying attention to tone, timing, and clarity in your follow-up emails can make all the difference in getting a timely and positive response.

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Artem Vasin Content writer

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