Dealing with unanswered emails creates stress. You send a carefully written message, days pass, and silence fills your inbox. That sinking feeling starts building as you wonder whether to send a follow-up or just wait longer.
These proven email templates will get those responses flowing. Each template offers a specific approach to following up professionally without seeming pushy or desperate. Ready to turn your inbox from a quiet space into an active conversation?
“Waiting for Response” Email Samples
Here are 20 tested email templates that balance professional persistence with friendly follow-up.
1. Simple Professional Follow-up
Subject: Quick Follow-up RE: Project Timeline Discussion
Dear Marcus,
Hope you’re doing well. Last Tuesday, we discussed the upcoming project timeline, and you mentioned sharing some additional details about the resource allocation.
Since this information will help us plan our next steps effectively, would you be able to send those details? This would really help us keep the project moving forward on schedule.
Looking forward to your response.
Best regards,
Sarah
2. Post-Interview Status Check
Subject: Following up on Senior Developer Position Interview
Dear Ms. Rodriguez,
Thank you again for taking the time to meet with me last Wednesday regarding the Senior Developer position. Our discussion about the team’s technical challenges and growth plans left me even more excited about the opportunity.
Would you be able to provide an update on the selection process? Any information about next steps or timing would be greatly appreciated.
Thank you for your consideration.
Best regards,
Michael Chen
3. Meeting Request Follow-up
Subject: Quick Check – Meeting to Discuss Q2 Strategy
Hi David,
Just checking in about scheduling our Q2 strategy discussion. Looking at the calendar, next week still seems ideal for aligning our plans before the quarter kicks off.
Would Tuesday or Wednesday afternoon work for a 45-minute meeting? Happy to work around your schedule if those times don’t suit you.
Thanks for letting me know what works best.
Best,
Rachel
4. Sales Proposal Check-in
Subject: Following up – Custom Software Solution Proposal
Dear Mr. Thompson,
Following our great discussion last month, you received our proposal for the custom software solution on March 15th. The solution we outlined directly addresses the workflow challenges your team highlighted.
Have you had a chance to review the proposal? Happy to arrange a call to address any questions or walk through specific aspects in more detail.
Looking forward to your thoughts.
Kind regards,
James
5. Resource Request Reminder
Subject: Following up – Marketing Assets Request
Hi Lisa,
Last week, we requested the updated brand guidelines and logo files for the upcoming campaign launch. These materials will help us maintain consistency across all deliverables.
Could you please share these resources when possible? We’re aiming to start the design phase by next Monday to stay on track with the campaign timeline.
Thanks for your help with this.
Best,
Alex
6. Partnership Discussion Follow-up
Subject: Next Steps – Potential Partnership Discussion
Dear Sam,
Our conversation last month about combining our services to better serve small business clients sparked some exciting possibilities. The market analysis you shared really highlighted the potential impact of our collaboration.
Would you like to schedule a follow-up discussion to explore specific partnership models? This would help us move forward with a concrete plan.
Thanks for considering this.
Warm regards,
Patricia
7. Vendor Payment Status
Subject: Status Check – Invoice #2024-03-15
Dear Accounting Team,
Hope this finds you well. This message concerns Invoice #2024-03-15 for the February consulting services, submitted on March 15th. The standard payment terms indicate processing within 30 days.
Could you please provide an update on the payment status? This helps us maintain accurate financial records.
Thank you for your attention to this matter.
Best regards,
Robert
8. Client Feedback Request
Subject: Following up – Website Redesign Feedback
Hi Jennifer,
Two weeks ago, we shared the initial mockups for your website redesign. The team incorporated all the branding elements and user experience improvements we discussed during our planning sessions.
Have you had an opportunity to review the designs? Your feedback will help us refine the concept and move forward with development.
Thanks for your time.
Best wishes,
Mark
9. Project Status Update Request
Subject: Checking in – Mobile App Development Progress
Dear Dev Team,
The last update we received about the mobile app development was three weeks ago. As we approach the beta testing phase, staying aligned on progress becomes increasingly important.
Could you share a quick status update? This helps us coordinate with the testing team and maintain our launch schedule.
Thanks for keeping us posted.
Regards,
Sophie
10. Conference Speaking Opportunity
Subject: Following up – Speaker Invitation for Tech Summit 2024
Dear Dr. Wilson,
Three weeks ago, we extended an invitation for you to be a keynote speaker at the upcoming Tech Summit 2024. Your expertise in artificial intelligence would provide valuable insights for our audience.
Would you please let us know if this speaking opportunity interests you? We’re currently finalizing the speaker lineup and would love to feature your session.
Thank you for considering our invitation.
Best regards,
Conference Planning Committee
11. Customer Support Follow-up
Subject: Checking on Your Support Experience
Dear valued customer,
Last week, you contacted our support team about login issues with your account. Our technical team implemented some fixes that should have resolved the problem.
Have you been able to access your account successfully since then? Please let us know if you need any additional assistance.
Thank you for your patience.
Best wishes,
Support Team
12. Collaboration Proposal Check
Subject: Following up – Research Collaboration Proposal
Dear Professor Zhang,
Last month, we sent a proposal for collaboration between our research departments on sustainable energy storage solutions. The shared resources and expertise could significantly advance both our research goals.
Have you had time to review the proposal? We welcome any questions or suggestions you might have about the proposed collaboration.
Looking forward to your response.
Best regards,
Dr. Anderson
13. Job Application Status
Subject: Following up – Marketing Manager Application
Dear HR Team,
Two weeks ago, you confirmed receipt of my application for the Marketing Manager position. The role aligns perfectly with my experience in digital marketing and team leadership.
Would you be able to provide an update on the application status? Any information about the timeline for next steps would be helpful.
Thank you for your consideration.
Kind regards,
Emma Thompson
14. Quote Request Follow-up
Subject: Following up – Equipment Quote Request
Dear Sales Team,
Last Thursday, we requested a quote for five industrial printers with maintenance packages. These units will support our expanding production facility.
Could you please provide an update on when we might receive the quote? This will help us move forward with our procurement planning.
Thanks for your assistance.
Best,
Carlos
15. Training Schedule Confirmation
Subject: Quick Check – New Employee Training Schedule
Hi Training Team,
Last week, we submitted the registration forms for the April customer service training sessions. We have ten team members ready to participate.
Could you confirm if our preferred dates (April 15-17) are still available? This helps us arrange coverage for our customer service desk during the training.
Thank you for your help.
Best regards,
Michelle
16. Document Review Request
Subject: Following up – Contract Review Status
Dear Legal Team,
Two weeks ago, we submitted the updated vendor agreement for review. Several key partnerships depend on finalizing this document.
Would you be able to provide a timeline for completing the review? This helps us manage expectations with our partners.
Thanks for your attention to this.
Best,
Daniel
17. Sponsorship Decision Follow-up
Subject: Checking in – Community Event Sponsorship
Dear Mr. Johnson,
Last month, we presented a sponsorship package for the upcoming Community Arts Festival. The event offers excellent exposure for local businesses while supporting our vibrant arts community.
Have you reached a decision about the sponsorship opportunity? We’re finalizing the event materials and would love to include your business.
Thank you for considering this opportunity.
Best wishes,
Event Committee
18. Service Quote Follow-up
Subject: Following up – Website Maintenance Quote
Hi Nathan,
Last week, you requested a quote for monthly website maintenance services. Based on your requirements, we prepared a detailed proposal outlining our services and pricing structure.
Would you like to schedule a quick call to discuss the quote or address any questions? This ensures we’ve covered all your needs accurately.
Looking forward to your thoughts.
Best regards,
Christina
19. Reference Request Follow-up
Subject: Following up – Professional Reference Request
Dear Ms. Taylor,
Last Monday, we spoke about you possibly serving as a professional reference for my graduate school application. Your insights from our time working together would greatly strengthen my application.
Would you still be comfortable providing a reference? The deadline is approaching next month, and your support would mean a lot.
Thank you for considering this request.
Kind regards,
David
20. Membership Renewal Check
Subject: Quick Check – Professional Membership Renewal
Dear Member Services,
The renewal notice for my professional membership arrived last month. The community and resources have been invaluable for professional growth.
Could you confirm if my renewal payment was processed successfully? This helps ensure continuous access to membership benefits.
Thank you for your assistance.
Best regards,
Linda
Final Thoughts: Writing Effective Follow-up Emails
These email templates work well as starting points for your follow-up messages. Success comes from using the right tone, stating your needs clearly, and making responses simple for the recipient. Adjust these templates to fit your specific situation and relationship with the recipient. A well-crafted follow-up often leads to getting the response you need.