Follow-up Email After No Response

Follow-up Email After No Response: 15 Templates & Best Practices

“I just had an interview and really want this job. Should I send a follow-up email? What do I say? I've never sent one, and I really want to this time.”

“I haven’t heard back from my potential client in a week after sending a proposal. I wanted to write up a follow-up email, but how to go about it without coming off as needy or obsessive.”

These are questions asked at Reddit and believe me, many of us have been in similar situations. 

Sending a follow-up email is a great way to pick up from where you left a conversation or stir up a response from a person or business you have previously contacted. And my rule is Follow-up, always follow-up! 

However, how to write a polite follow-up email after no response can be tricky.

In this post, I will show you how to write a follow-up email, the ideal follow-up sequence, and the follow-up email templates for just about every scenario that you can use as a guide when crafting yours. 

Why don’t people respond to emails?

So you sent a well-crafted email looking for fruitful discussion, and a week later… the only response you receive is silence.

And this happens a lot. Ever wondered why? 

It’s not you; it’s them.

Even the best-crafted emails get ignored; don’t blame yourself. The recipient may be extra busy working, overwhelmed by loads of emails every day, not interested in your request, or your email went to the Spam folder.

Or maybe it’s you.

Although you can’t force someone to respond, you should check if your subject line is clear, the timing is right, and the content is concise and to the point. All these will increase your chances of greeting a reply.

A follow-up email works and is required

By definition, a follow-up is a reminder email or a sequence of emails sent to a prospect to follow up (as its name implies) on a conversation after receiving no response. 

So, does a follow-up email really work? 

According to research, one single follow-up email can increase the average response rate from 9% to 13%. If we look specifically into sales follow-up, only 2% of sales are made during the first contact, while this number rises to 10% if they follow up four times. Besides, 43% of salespeople said they’d be more likely to close a deal with effective follow-ups. 

So the next time you send an email and get no response, don’t hesitate to send a business follow-up email. After all, more follow-ups = more replies = more opportunities.

The ideal follow-up sequence

I know I have said more follow-ups equal more opportunities; however, there is also a limit. Too many follow-ups may frustrate the recipient and leave a very bad impression (believe me, I do).

Typically you should send 2-3 follow-up emails after no response, and the first one is the most effective. But I also learned that sales need 5 follow-ups, so the ideal follow-up times depend on your industry.

Most experts recommend waiting 2-3 days before sending a first follow-up email, and the interval can increase gradually between each email. 

Here is a follow-up sequence you can adopt:

  • 1st email follow-up: Day 3

  • 2nd follow-up: Day 7 

  • 3rd follow-up: Day 12

  • 4th follow-up: Day 18

  • 5th follow-up: Day 28

15 Follow-up email templates to apply

Now that you know when to send a follow-up email and how to create compelling subject lines, let’s examine follow-up email examples that can guide you in crafting yours. 

Whether you need to follow up after an interview, a meeting, or a sales demo, you will find a template that fits.

Follow-up email template after no response

Scenario 1 - first follow-up email

Subject line: Re: [Original subject line]

Hi [Name],

I hope you have a great week! 

Forgive me for emailing you again, but I just wanted to follow up on the previous email regarding [Proposal in the initial email] and see if you might have any thoughts.

If you have any questions or need additional information, please do not hesitate to reach out to me. 

Thank you for your time, and I hope to hear from you soon.

With best regards,


Scenario 2 - still no response after the first follow-up email

Subject line: Checking in [Original subject line]

Dear [Name],

I hope this email finds you well. I reached out to you a few days ago regarding {Reason for initial email} but haven't heard back yet. 

I understand that you're likely very busy, but if you could find some spare time to check my offer, I would be delighted!

I'm still very interested in [the offer], and I believe that {Reason why the recipient should be interested}. 

I don't want to continue to take up your time if this opportunity is not something you're interested in. So could you kindly let me know if you're interested or not?

Thank you for your time I’m sincerely waiting for your reply.

Best regards,


Scenario 3 - the last follow-up

Still don’t get any response after sending several follow-up emails? It’s time to give up and let the recipient know. However, stay polite and positive as they may be interested in the future.

Dear [Name],

I hope everything is OK on your end.

I’ve tried to reach you a few times regarding [Subject of initial email] but haven’t heard back, I assume the timing is not right, so this is my very last email.

Let me know if you are interested, or I’ll leave you alone.

All the best,


Follow-up email template after interview

So, you have completed a job interview and are waiting for feedback.

Whether you feel good about your performance during the interview or not, instead of sitting and waiting, an additional step should be taken — follow up with the interviewer or hiring manager. 

A follow-up email is a gesture that shows your interest in the position and highlights your professionalism.

Scenario 1 - a simple thank you email

The follow-up thank you email should be sent within 24 hours of the interview.

Dear [Interviewer's Name],

I hope this email finds you well. I wanted to say thank you for taking the time to interview me regarding the [Position] role at [Company]. I truly enjoyed learning more about the company and the team during our conversation.

I wanted to reiterate my enthusiasm for the position and my belief that my skills and experience align well with the needs of the role. 

Thanks again for your time. I look forward to hearing from you soon regarding the next steps in the process.

Best regards,

[Your Name]

Scenario 2 - no response after interview

In this case, don’t be pushy. 4-5 days would be a suitable time to follow up if you don’t receive any response and you really want the job.

Dear [Recipient's name],

I hope this email finds you well. 

Since I have not heard back from you since our interview on [Date] regarding the [Position] role, I wanted to check if there are any updates on the hiring process.

I am still very interested in the opportunity to work with [Company] and contribute to the team. I believe my skills and experience align well with the requirements of the position, and I am excited about the possibility of joining your team.

If you have any additional questions or need any information to help you in your decision-making, I’m happy to provide it.

Thank you for considering my application for the role. I appreciate the time and effort you and your team have put in to evaluate my candidacy, and I look forward to your response. 

Kind regards,

[Your Name]

Follow-up after a networking event

You met someone, let’s say a prospective business partner, at an event, and you exchanged cards. 

You should send a follow-up email to build a relationship. This email should refresh their memory about who you are and include what value you want to offer or gain from them.

Scenario 1 - provide value

Subject line: Nice meeting you, [name]!

Hi [Name],

I hope you’re doing well. We met at [Name of event] on [Date], and I must say it was great conversing with you.

During our discussion, I recall you mentioned something about trying to beef up the quality of your team meetings. My team uses Notta to record the meetings and keep them in one workspace, which can be used further for coaching or employee onboarding. I think it’s something you may want to try out. 

‍I’m happy to talk more about it if you need help using the tool. Once again, it was great talking to you. I hope to hear from you again. 



Scenario 2 - resume discussion

Hi [first name],

Greetings from [your location]. I am the [state who you are] you met at [Name of event] on [Date]. 

It was a pleasure talking with you, and I hope you had a safe trip back home. 

I was particularly interested in our conversation about [Topic discussed]. I would love to continue the discussion further and explore potential opportunities for collaboration or simply exchange insights on the matter.

If you're available in the coming weeks, I'd love to schedule a coffee or lunch meeting to further discuss our shared interests.

I look forward to hearing from you and staying in touch.

Best regards,

[Your Name]‍

Sales follow-up email templates

Salesperson no doubt sends a lot of emails to prospective customers and constantly needs to follow up after the first contact. 

So, we craft 6 sales follow-up email templates you can use in different scenarios with the help of our salespeople here at Notta.

Scenario 1 - After a trigger event

A trigger event is any occurrence that signals a buying opportunity. It includes prospects re-opening an email, browsing your site, or signing up for a free trial; that’s when you need to reach out with a follow-up email and offer value to the lead.

Subject line: Looking for more information?

Hi [Name],

I hope all is well.

Thanks for taking the time to check my previous email and visit our website. Here are some resources that can help you get started quickly with our [Product/Service].

  • Resource link

Please let me know if you have any questions or request a certain feature. 

I’d also be happy to have a quick chat.



Scenario 2 - After the first meeting

Subject line: Nice meeting with you!

Hi [Name],

I really enjoyed meeting with you earlier today and learning more about your [role] at [company]. 

I understand the issues you’re encountering with [challenges discussed in conversation], and I believe [our product/service] is a great help.

I’ve attached more information on how we can help you solve [business problem] and boost [goal]. Here is a use case you can check out: [Link].

Let me know if you have any questions, and I’d be more than happy to help. Shall we schedule a meeting one week later to further discuss our collaboration?



Scenario 3 - After a demo

Dear [Client name],

I hope this email finds you well. I wanted to follow up with you after our recent demo to thank you for taking the time to attend and learn more about [product/service].

I hope that the demo provided you with a clear understanding of how our product can benefit your business.

If there is anything else you would like to know, please don’t hesitate to reach out to me directly. I want to ensure that you have all the information you need to make an informed decision.

I’m excited about the possibility of working with [Client’s company] and assisting with [pain point]!



Scenario 4 - After a quote/proposal

Subject line: [Your Company] x [Client] follow-up 

Dear [Client],

How are you?

I’m writing to follow up on the proposal/quote for the [product/service] that you requested. 

We have not received a response from you yet, and I wanted to check in to see if you had any questions or concerns.

I understand that you are likely busy and may need more time to review the proposal or make a decision. However, we want to make sure that we are meeting your needs and addressing any concerns you may have.

Looking forward to your response.



Scenario 5 - Prospect needs to consult leader/colleague 

Subject line:  Do you need more information?

Dear [Prospect],

I hope you're doing well. 

Thanks for taking the time to hear me out on [date]. I understand that you mentioned needing to consult with [person] before making a decision, and I wanted to check if there were any updates or questions that you might have at this point.

Let me know when you are available to chat, and I will provide you with all the information you need to make an informed decision.

I’m really excited about the potential of working together.



Scenario 6 - Sales break up

Subject line: Can I close your file?

Dear [Client],

My company is cleaning our sales pipeline. I haven’t heard from you in a while, so I assume [product/service] is not a priority for your business needs at this moment.

I totally understand and will be closing your file in our system.

If your business needs change in the future, please do not hesitate to reach out to us. We would be happy to discuss how we can help your business grow and succeed.

All the best,


Follow-up email template after meeting

It could be a meeting with your team or a business partner. Either way, post-meeting follow-up emails are good for clarifying important points, decisions, and next steps. It helps keep everyone involved on the same page. 

Template 1

Dear all,

Thank you for showing up at today’s meeting and for your contributions to this project. I have highlighted the key points from today’s session for everyone to note. 

  • Point 1

  • Point 2

As discussed, moving forward, we’ll [list action items].

Thanks again for your time, and let me know if you have any questions. 



Template 2

Hi [Team/Name],

Thank you for taking the time to meet with me [yesterday/today] to discuss [topic of discussion].

I found our discussion to be very productive and informative. I appreciate the insights you shared.

Here is a recap of the meeting to ensure we are on the same page:

  • Discussion items: 

  • Decisions made:

  • Action items:

Let me know if you have any questions or need clarification.

Our next meeting will be on [date] to review the project process and learnings.



Follow-up email subject line

Do you know sometimes the reason why you don’t get a response is not that the prospect is not interested but because they ignored your email in the first place? A weak subject line could have been the problem.

People receive loads of emails every day. This means that they wouldn’t have the chance to read every email they get, and your subject line is the first thing your recipient sees. Therefore, you must attract them to your email with a striking subject line to hook their attention and stimulate a response. 

To create a strong, attention-grabbing subject line, here are some tips:

  • Keep it short.  Aim for 10 words or less so it reads well in the preview pane. 

  • Tailor it to your recipient. Personalizing the subject line, like adding the recipient’s name, will attract a higher open rate. 

  • Provide value. Directly show in the subject line what you offer and how you can help.

  • Create a sense of urgency. Use words like ‘urgent’ or ‘ but only use them when there is really an emergency. Don’t clickbait.

  • Make it quirky or interesting. Use some witty words to stimulate the recipient’s curiosity.

I’ve covered some email subject line examples for you:

  • Follow up on …

  • Let’s cut to the chase.

  • 10 tactics to increase …

  • Any ideas on …

  • [name], let’s have a quick call

Tips for writing professional follow-up emails

Now you can get started with your follow-up email with the templates above; here are some tips that can help become a pro!

  • Use a strong subject line

Using a strong email subject line can increase your chances of getting your email read by up to 87%. Most people decide whether or not to read an email when they see the subject line.

  • Keep the email brief

Follow-up emails always come after a previous conversation or interaction. Therefore, it should be brief and straight to the point. Don’t begin to recount all that was said in your earlier correspondence, and avoid long paragraphs. Keep it concise.

  • Be professional and polite

One rule of thumb for follow-up is to be politely consistent.

You should always mind your language even when you are really frustrated as there is no response. Start your email with a simple greeting and show professionalism because the relationship between you and the recipient is most likely formal or semi-formal.

  • Include a call to action

Except you’re simply sending a follow-up email to say thank you, you should include a call to action, specifically stating what you want your recipient to do.

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