polite follow up email examples

Do you need to follow up with someone but aren’t sure how to word your email? This article provides polite follow up email examples that you can use and edit as needed. Whether you’re following up on a job application, a sales pitch, or a request for information, these examples will help you craft a professional and courteous email that gets results.

Mastering the Art of Polite Follow-Up Emails

When you’ve sent that important email but haven’t heard back, sending a polite follow-up can make all the difference. Here’s a foolproof structure to ensure your email is well-received:

**Start with a friendly salutation:**
Begin with a warm greeting, using the recipient’s name if you know it. Avoid formality and aim for a personable tone.

**Reference the original email:**
Briefly mention the subject or purpose of your initial email. This reminds the recipient of your previous communication.

**Express your gratitude:**
Thank the recipient for their time and consideration. Even if they haven’t responded yet, acknowledging their potential effort shows your appreciation.

**Reiterate your main request:**
Politely restate your request or question. Keep it concise and avoid bombarding them with too much information.

**Suggest a possible reason for the delay:**
If you haven’t heard back in a while, you could suggest a potential reason for the delay. This shows that you’re understanding and not accusatory.

**Offer a call or meeting:**
If you’re feeling proactive, offer to hop on a call or schedule a meeting to discuss the matter further. This demonstrates your willingness to accommodate their availability.

**Close with a positive note:**
End your email on a positive note. Express your hope for a response and let them know you’re available if they have any questions.


Hi [Recipient’s Name],

I hope this email finds you well.

I’m writing to follow up on my email from [date], regarding our potential partnership. I greatly appreciate you taking the time to review my proposal.

Could you please let me know if you have any questions or require further information? I’m open to scheduling a call or meeting at your convenience.

Thank you again for your consideration. I look forward to hearing from you soon.

Best regards,
[Your Name]

## Polite Follow-Up Email Examples

Follow-up Email Etiquette and Examples

Following up on an email can be a delicate task, but it’s essential for maintaining professional communication and ensuring that your message is received and addressed.

  • Keep it brief and to the point: Your follow-up email should be concise, highlighting the key points you want to convey. Avoid rambling or overwhelming the recipient with unnecessary details.
  • Be polite and respectful: Maintain a professional and courteous tone, even if you haven’t received a response yet. Remember that people are busy, and it’s important to approach them with respect.
  • Use a clear subject line: Your subject line should provide a summary of the purpose of your email and remind the recipient of the original message. This will make it easier for them to identify and prioritize your email.
  • Reference the original email: Include a brief reminder of the original email, including the date and subject line. This will help the recipient quickly recall the context of your conversation.
  • Acknowledge the delay: If there has been a significant delay in receiving a response, it’s polite to acknowledge it briefly. For example, “I’m following up on my previous email from [date] regarding…”
  • Inquire politely: Use polite language to inquire about the status of your request or query. For instance, “I’m wondering if there have been any updates on…” or “I’d be grateful if you could let me know when…”
  • Avoid being pushy: While it’s important to follow up, it’s crucial to avoid being overly persistent or demanding. Give the recipient ample time to respond and respect their schedule.
  • Thank the recipient: Always express gratitude for the recipient’s time and attention, regardless of whether you receive a response. For example, “Thank you for your time and consideration.” or “I appreciate your assistance in this matter.”
  • FAQs on Polite Follow Up Email Examples

    How do I start a polite follow-up email?

    Begin with a courteous salutation such as “Dear [Recipient’s Name],” and express gratitude for their time and consideration.

    What should I include in the body of my follow-up email?

    State your purpose clearly by reminding them of the original conversation or request. Briefly summarize the main points of the previous communication and any relevant updates.

    How do I use polite language in my follow-up email?

    Use respectful and professional language throughout. Employ phrases like “appreciate your time,” “thank you for your consideration,” and “I look forward to hearing from you soon.” Avoid being overly pushy or demanding.

    What is the best way to end a polite follow-up email?

    Conclude with a call to action, such as requesting a response or further discussion. End with a polite closing, such as “Sincerely,” or “Best regards,” followed by your name.

    How often should I follow up on an email?

    The frequency of follow-ups depends on the urgency and importance of the request. Generally, it’s recommended to wait a few days before sending a follow-up email.

    What should I do if I don’t receive a response to my follow-up email?

    If you don’t receive a response within a reasonable timeframe, consider sending a second follow-up email or reaching out via an alternative method, such as a phone call or LinkedIn message.

    Is it acceptable to use templates for follow-up emails?

    Yes, using templates can save time and ensure consistency, but be sure to personalize each email to the recipient and the specific context.

    Thanks for Reading!

    Hey there, email ninjas! I hope these polite follow-up email examples give you the confidence to master the art of email communication. Remember, it’s all about being respectful, clear, and keeping it professional. But hey, don’t forget to have a little fun with it too. Just make sure it’s appropriate for the situation.

    Anyways, thanks for hanging out with me. If you have any more burning email questions, don’t hesitate to drop by again. I’ll be here, sharpening my digital pen and ready to help you conquer the world of email etiquette. Catch you later!