Short answer: wait two to three working days, then reply in the same thread with one short question that is easy to answer. Restate what you need, give a date if there is one, and offer a way out ("if this isn't a priority, just say so"). If there is still no reply, send one or two more follow-ups a week apart, each with something new. Then stop.
Below are 8 follow-up email templates for the most common cases. Copy them, fill in the brackets, and cut anything that does not fit your situation.
How long to wait before you follow up
There is no rule that fits every inbox. These gaps work for most work email:
| Situation | First follow-up | Next ones |
|---|---|---|
| A question a colleague or client can answer quickly | 2 working days | 3 to 5 working days later |
| A proposal, quote or invoice | 3 to 5 working days | Once a week, two more times |
| A cold email to someone you don't know | 3 to 4 working days | A week later, then one final note |
| Anything with a real deadline | Halfway to the deadline | The day before |
Reply in the original thread so the person sees the context without searching. Change the subject line only when the topic has moved on.
8 follow-up email templates
1. The gentle nudge (first follow-up)
Use this when the first email was clear and you just need it seen.
Subject: Re: [original subject]
Hi [Name],
Quick nudge on this. Could you let me know [the one thing you need] by [day]?
Thanks, [Your name]
2. The follow-up that makes it easy to say yes
Use this when your first email asked for something open-ended. Turn it into a choice.
Subject: Re: [original subject]
Hi [Name],
Following up on my note from [day]. To make this quicker, which of these works best?
- [Option A]
- [Option B]
- Neither for now
A one-word reply is fine.
[Your name]
3. The follow-up with something new
A second follow-up should add something: a new fact, a file, a smaller ask.
Subject: Re: [original subject]
Hi [Name],
One more thing that might help: [new information, link or attachment]. With that, the only open question is [question].
Could you reply by [day]? If someone else on your team handles this, I'm happy to contact them instead.
Best, [Your name]
4. The follow-up after a meeting or call
Send this when you agreed on next steps and the other side has gone quiet.
Subject: Re: Next steps from [meeting name]
Hi [Name],
When we spoke on [day], we agreed that [what was agreed]. I haven't seen [the item] yet. Is it still on track for [date], or should we move the date?
Thanks, [Your name]
5. The deadline reminder
Use this when a date is close and silence has a cost.
Subject: Re: [original subject] (needed by [date])
Hi [Name],
A reminder that we need [item] by [date] to [consequence, such as "keep the launch on the 14th"]. If that date no longer works, tell me and I'll adjust the plan.
Thanks, [Your name]
6. The polite follow-up to a client or senior person
Keep it short, skip the apology, and put the decision in one line.
Subject: Re: [original subject]
Hi [Name],
I know your inbox is full. The decision I need from you is: [decision in one sentence]. Everything else is ready on our side.
If a quick call is easier, here are two times: [time 1] or [time 2].
Best regards, [Your name]
7. The follow-up after weeks of silence
When a month has passed, re-open with context instead of "just checking in".
Subject: Re: [original subject]
Hi [Name],
We last spoke about [topic] on [date]. Is this still something you want to move forward with?
If priorities have changed, no problem. A short "not now" helps me plan.
[Your name]
8. The final follow-up (the breakup email)
Close the loop so you can stop chasing. It asks for nothing, so it is easy to answer.
Subject: Re: [original subject]
Hi [Name],
I haven't heard back, so I'll assume this isn't a priority right now and close it on my side. If that changes, reply here and I'll pick it up.
All the best, [Your name]
What makes a follow-up get a reply
Assume your email got buried, not refused: opened on a phone, marked for later, then pushed down by newer mail. Write the follow-up so it can be answered in under a minute.
- One ask per email. If you need three things, ask for the most important one.
- Make the next step concrete. "Can you confirm Tuesday?" gets more replies than "Any thoughts?"
- Stay in the thread. A reply keeps the history attached. A new email with a new subject forces the reader to search.
- Add something each time. Repeating the same message louder reads as pressure.
- Know when to stop. Three follow-ups is plenty for most requests. The breakup email gives both sides a clean end.
Avoid opening with "just checking in" or "per my last email". The first says nothing, and the second sounds irritated.
How to save these as templates in Gmail and Outlook
Gmail and Outlook can both store reusable text, so you don't need to paste from this page each time.
Gmail: turn on templates in Settings, Advanced, then write the text in a new message and choose More options, Templates, Save draft as template. Google's steps are in Create a template in Gmail. Templates work in Gmail on the web, not in the mobile apps.
Outlook: open a new message and choose My Templates, then add a template with a title and body. Microsoft's steps are in Create email templates in Outlook. If you don't see My Templates, your organization may have turned off add-ins.
To time your follow-up, both have schedule send: Gmail and Outlook. Write the follow-up when you send the first email, schedule it, and cancel it if they reply first.
How Jace drafts follow-ups for you
Templates still leave two jobs to you: noticing who hasn't replied, and rewriting the template so it fits the thread. Jace is an AI email assistant for Gmail and Outlook that does both, and leaves the send button with you.
- It tracks what you're waiting on. Jace puts threads where the next move belongs to the other person in a Waiting label.
- It drafts the first follow-up. If a thread is still in Waiting 3 days after your last email, Jace writes a follow-up draft in the same thread. You find it in your normal Drafts folder in Gmail or Outlook. Later follow-ups are up to you, and you can switch automatic follow-ups off.
- The draft fits the thread. Jace reads the whole conversation and any attachments, so the follow-up names the actual open question instead of saying "just checking in".
- It sounds like you. Drafts follow your writing style and the rules you set, such as "keep follow-ups to two sentences" (writing style, rules).
- Nothing goes out without you. Drafts wait for your review. Auto-send is off by default (drafting).
Jace does not send sequences, track opens or run cold outreach campaigns. If you need those, a sales engagement tool is the better choice. More detail on the label is in how the Waiting label closes loops.
More templates by role
- Sales follow-up email templates for deals that went quiet after a demo or proposal
- Payment reminder email templates for overdue invoices
- AI email assistant for sales teams and for consultants and lawyers
FAQ
How long should I wait to follow up on an email with no response? For most work email, wait two to three working days before the first follow-up. For proposals, quotes and cold emails, three to five working days is common. If there is a deadline, follow up halfway to it.
How many times should I follow up? Two or three follow-ups is enough for most requests. Space them out, add something new each time, and end with a short closing email so the thread has a clear end.
Should I reply in the same thread or send a new email? Reply in the same thread. The person sees the earlier message and the context without searching. Start a new thread only when the topic has changed.
What should I write in the subject line of a follow-up email? Keep the original subject so it stays in the same thread. If a date matters, add it in brackets, for example "(needed by Friday)".
How do I follow up without sounding pushy? Ask one specific question, make it easy to answer, and give the person a way to say no. Skip "per my last email" and guilt-based lines.
Can an AI email assistant write follow-ups for me? Yes. Jace prepares a follow-up draft when a thread in its Waiting label has had no reply for 3 days after your last email. The draft uses the thread's context and waits in your Drafts folder for you to review and send.
Try it on your own threads
Start a free 7-day Jace trial and connect the Gmail or Outlook inbox you follow up from. Plans and credits are on the pricing page.
