How to write a follow-up email when someone doesn't reply
To follow up on an email that got no reply, wait about three to five business days, reply in the same thread, and put your request in the first line. Keep it short, make the next step easy, and give a date if one matters. If there is still no answer, send one or two more follow-ups spaced further apart, then send a short note closing the loop.
Silence rarely means no. Most unanswered emails are buried, forgotten or waiting on someone else. A good follow-up makes replying easier than ignoring it. Below are the steps, a timing guide by situation, subject lines, 12 templates you can copy, and how to make sure you actually send the follow-up.
The timings are common practice rather than fixed rules, so adjust them if the person gave you a timeline, the matter is urgent or you know how they work. For short reminders by text or WhatsApp rather than email, see our guide to sending a reminder to someone.
On this page
How to write a follow-up email in 6 steps
A follow-up has one job: get a reply. Every line should make that easier.
Reply in the original thread
Replying keeps the earlier message and its attachments right underneath, so they don't have to search for context.
Put the request in the first line
“Could you confirm the quote by Friday?” works better than three sentences of pleasantries before the point.
Add something new or make it easier
Attach the file again, suggest two meeting times, offer a shorter version of the ask, or share a useful update. A follow-up that adds value reads as help, not pressure.
Ask one clear question
One easy question gets a faster answer than a list. If you need several things, ask for the most important one first.
Give a date if it matters
If you need an answer by a certain day, say so and say why, such as “so we can book the venue”.
Keep it short and friendly
A few lines is enough. Assume they meant to reply and got busy; it is usually true, and it keeps the tone right.
How long to wait before following up
Waiting too little feels pushy and waiting too long lets the thread go cold. These are common starting points; if someone gave you a date, follow up the day after it passes.
| Situation | First follow-up | After that |
|---|---|---|
| General work request | 3 to 5 business days | About a week later, then close the loop |
| Job application | About a week, or after the date in the posting | One more after another week or two |
| After an interview | The day after the decision date they gave, or a week if none | One more about a week later |
| Proposal or quote | 3 to 5 business days | 1 to 2 weeks later, then close the loop |
| Unpaid invoice | On or just after the due date | 7 days later, then a final notice |
| Meeting request | 2 to 3 business days | Suggest specific times, then let it go |
| Colleague you need input from | 1 to 2 business days, or sooner if urgent | Talk to them or message them directly |
Follow-up subject lines that get opened
If you reply in the same thread, keep the original subject so the history stays together. If you start a new email, make the subject say what you need. A few that work:
“Following up: [project] timeline”, “Quick question about [topic]”, “Can we confirm [date]?”, “Invoice [number] due [date]”, “Still interested in [role]” and “Closing the loop on [topic]”. Avoid vague subjects like “Checking in” and all-caps urgency such as “URGENT!!”, which are easy to ignore and can land in spam.
12 follow-up email templates
Replace the details in brackets and trim anything that doesn't apply. Each one is written as a reply in the original thread, with a subject line in case you start a new email.
A general first follow-up
Subject: Following up: [topic]. “Hi [name], I'm following up on my email from [day] about [topic]. Could you let me know [the one thing you need] by [date]? Thanks, [your name]”
A second follow-up that adds help
Subject: Re: [topic]. “Hi [name], in case it's useful, I've attached [file] again and summarized the key point: [one line]. If now isn't a good time, just tell me when would be better.”
Following up on a job application
Subject: Application for [role]. “Hi [name], I applied for the [role] position on [date] and wanted to confirm my application arrived. I'm still very interested, especially in [something specific about the role]. Is there anything else you need from me?”
After an interview
Subject: [Role] interview follow-up. “Hi [name], thank you again for speaking with me on [date]. I wanted to check whether there's an update on the [role] decision, and I'm happy to share anything else that would help.”
A proposal or quote
Subject: Quote for [project]. “Hi [name], I wanted to check whether you had a chance to review the quote I sent on [date]. I'm happy to adjust the scope or answer any questions. Would a quick call this week help?”
An invoice that's now overdue
Subject: Invoice [number] is now overdue. “Hi [name], invoice [number] for [amount] was due on [date] and still shows as unpaid. Here's the payment link again: [link]. Please let me know if there's a problem I can help with.”
A final notice on an invoice
Subject: Final reminder: invoice [number]. “Hi [name], I haven't received payment for invoice [number], due on [date]. Please arrange payment by [date], or reply to let me know when it will be paid, so we can avoid [late fee or next step].”
A meeting request with no reply
Subject: Time to talk about [topic]? “Hi [name], following up on my note about finding a time to meet. Would [day, time] or [day, time] work? If neither suits, feel free to suggest a time.”
A colleague you need input from
Subject: Need your input on [topic] by [day]. “Hi [name], could you take a look at [document] and let me know [specific question] by [day]? It's holding up [next step]. Thanks!”
An approval you're waiting on
Subject: Approval needed: [item]. “Hi [name], a quick reminder that [item] is waiting for your approval. You can approve it here: [link]. If you have questions or need changes, reply and I'll sort them today.”
A survey or form reminder
Subject: Two minutes to share your feedback? “Hi [name], a friendly reminder that our [survey or form] closes on [date]. It takes about [time] to complete: [link]. Thank you if you've already done it.”
Closing the loop
Subject: Closing the loop on [topic]. “Hi [name], I haven't heard back, so I'll assume [topic] isn't a priority right now and won't follow up again. If that changes, just reply to this email and I'll pick it up.”
What not to do in a follow-up email
Skip phrases that read as blame, such as “Per my last email” or “As I've already mentioned”. Don't copy in someone's manager on a first or second follow-up, and don't send several follow-ups in one day. Avoid starting a fresh thread that loses the history, writing a long recap of everything so far, or ending with a vague “Any update?” that gives them nothing easy to answer.
When to stop following up
After two or three follow-ups with no reply, the email channel has done what it can. Send a short closing-the-loop note like template 12, which is polite and often prompts a reply on its own.
If the matter is important, change channel rather than sending a fourth email: call, message them directly, or ask a colleague who knows them. For unpaid invoices, follow the terms in your contract for late payment instead of repeating the same reminder.
How to make sure you send the follow-up
The hardest part is remembering to follow up at all. Set the reminder when you send the first email, not later.
Turn on Gmail nudges
In Gmail settings, under Nudges, select “Suggest emails to follow up on”. Gmail then shows sent emails that may need a follow-up at the top of your inbox.
Schedule the follow-up in advance
Write the follow-up now and use Schedule send in Gmail, or delayed delivery in Outlook, for the day you would chase. If they reply first, delete the scheduled email.
Flag it in Outlook
Use Follow Up to flag the sent message with a reminder for yourself. Outlook can also add a flag for recipients, but Microsoft suggests using that with discretion.
Get the reminder in WhatsApp
If email reminders get lost among other email, Pokobot can send the nudge to WhatsApp instead. Type it when you hit Send, and cancel it if they reply first.
Remind me on Thursday at 10am to follow up with Priya about the quoteSet it in WhatsApp
- Gmail: reply to messages and nudgesHow to turn follow-up suggestions on or off.
- Outlook: flag email messages for follow upFlags and reminders for yourself and for recipients.
- Follow-up reminders on WhatsAppSet the chase when you send the first message.
- How to send a reminder to someoneShort reminder messages for texts and WhatsApp, with 11 examples.
How to reply to a reminder email
If you're the one who forgot, reply quickly, thank them and give a clear next step. Three short replies cover most situations:
Done: “Thank you for the reminder. I've now [done it]; you should see it in [place].” Need more time: “Thanks for the reminder, and sorry for the delay. I'll send it by [day and time].” Can't do it: “Thanks for following up. I won't be able to [do it] by [date]; could [alternative] work instead?”
Questions, answered
- How long should you wait to follow up on an email?
- About three to five business days for most requests. Follow up sooner for something urgent or internal, and if someone gave you a date, follow up the day after it passes.
- How do you politely follow up on an email with no response?
- Reply in the same thread, put your request in the first line, add something that makes replying easier, ask one clear question and keep it short. Assume they meant to reply and got busy.
- How many follow-up emails is too many?
- Two or three follow-ups after the original is usually the limit. After that, send a short closing-the-loop email or switch to a phone call or direct message if it really matters.
- What should the subject line of a follow-up email be?
- If you reply in the original thread, keep its subject. For a new email, say what you need, such as “Following up: [project] timeline” or “Invoice [number] due [date]”. Avoid vague subjects like “Checking in”.
- What do you write in a reminder email?
- Say what the reminder is about, the date or deadline, and the one action you need, with any link or attachment they need to act. Keep it to a few lines and offer an easy way to reply.
- How do you reply to a reminder email?
- Thank them and give a clear next step: what you've done, or when you will do it. If you can't do it on time, say so and suggest an alternative.
- How do I remember to follow up on emails?
- Set the reminder when you send the first email. Turn on Gmail's follow-up nudges, schedule the follow-up email in advance, flag the message in Outlook, or ask Pokobot to remind you in WhatsApp on the day.