8 Polite Follow-Up Email Samples & Mistakes To Avoid
It can be difficult to write a polite, effective follow-up email that receives a reply. While you want to receive a reply, you don’t want your message to come across as pushy.
We’ll show you how to increase your chances of receiving a reply, regardless of whether you’re sending a polite email following up on a meeting, after sending out an invoice, or after sending out an email without a response.
Let’s first talk about 3 common errors people make when sending polite follow-up emails. This will help you to know what to do when writing your next email.
We’ll then share some examples of how to improve your follow-up email, as well as a bunch of examples to help customize your message.
How to avoid making mistakes in polite follow-up emails
When writing polite follow-up emails, there are three mistakes that people make. Let’s discuss each one so you know how to avoid them in polite follow-up emails.
Use “follow-up” in your email subject line
Most people will use the subject line “follow-up” when writing polite follow-up emails. This email is not a follow-up and it won’t be of any benefit. This can make it seem like you are blaming the reader for not answering, which isn’t good for the reader’s feelings of satisfaction or interest in your email.
Instead, create a subject line that is relevant to the subject or purpose of your email. Ask yourself what the email is all about and what you want them to do with it. Continue reading for polite follow-up email subject line examples.
Start with “just following-up” and not adding value
A common error in polite follow-up emails is to start with “just following you up” and send an email that has no value. People are busy and don’t have the time to take the time to understand or follow up on emails.
Focus on adding value instead of writing polite follow-up emails. Give them options, explain how you can help solve their problem, what you can do to help, or give more context.
A call to action is not required
When writing polite follow-up emails, the most common error is to forget to include a call for action.
Instead, write a polite, follow-up email. Be clear about what you want them to do after they have read your email. Are you asking them to respond? Do you want them to call you back? Complete a form Make sure you are clear and precise so they understand what you want. This is possible while remaining polite. Continue reading to learn more about polite follow-up emails and how to include this in your follow-up emails.
Do not follow up immediately
Instead of waiting for 10+ days to respond, send a reminder earlier than 3 days. This will ensure that the recipient remembers your request and the topic. You don’t want to wait too long for them to forget about your call to action and what steps they were asked to take. For example, if your real-estate agent was calling you, they will likely forget about you and the steps you asked them to take. It’s better to wait for a few days, then politely remind them to respond with a time frame or to reassure them that the task has been completed.