You crafted the perfect outreach email. Hit send. Waited... and nothing.
No reply. No read receipt. Just radio silence.
Now you’re stuck in that awkward space—should you follow up? And if so, how do you do it without sounding desperate or pushy?
Good news: there is a polite, professional way to follow up. One that respects your recipient’s time while keeping you top of mind. In this blog, I’ll walk you through 8 proven steps to follow up on an email.
Let's dive in.
8 Polite Ways to Follow Up (and Book More Meetings)
1. Be Patient: Take Time Before You Follow Up
Timing matters. You don’t want to seem impatient, but you also don’t want to let the opportunity slip away. Study shows that most sales happen after the fifth follow-up. So, sticking to a prospect with multiple follow-ups might just lead to a meeting.
Here’s a good follow-up routine:
- First follow-up: 2 days after sending the first message
- Second follow-up: 4 days after the previous follow-up
- Third follow-up: 7 days after the previous follow-up
- Fourth follow-up: 9 days after the previous follow-up
- Fifth follow-up: 14 days after the previous follow-up
- Sixth follow-up: 19 days after the previous follow-up
- Seventh follow-up: 29 days after the previous follow-up
This gives your recipient a necessary interval while keeping your message visible. Sending multiple follow-ups is a busy work, so try cold email tools like Manyreach that allow you to schedule follow-ups in bulk.
2. Use a Subject Line That Stands Out
If your first email went unanswered, or your post-meeting email got lost in the shuffle, a thoughtful subject line can grab attention.
Focus on value. Let your subject line hint that you’re offering something helpful or exclusive.
Think of it like this: you’re not just bothering them—they’re gaining something by opening your email.
For cold follow-ups, try:
- "A quick resource for [specific pain point]"
- "New idea for [company name]—thought of you"
- "Saw this and thought it could help with [project/role]"
- "What’s worked well for [similar company]"
In case you had already had a meeting or a chat but didn't get a response, here are some follow-up subject lines:
- "Follow-up + helpful resource we didn’t cover"
- "Quick next step idea + bonus insight"
- "As promised—something that could add value"
- "Mentioned this in our chat—thought you’d like it"
When you approach with value, your email feels like a continuation of the conversation.
3. Personalize Your Follow-up Emails
Always avoid generic opening lines like "Hope this emails finds you well" or "Hope you’re having a good day." Personalization will help you in building human to human connection.
For cold follow-ups:
- "Congrats on your team’s launch of [new feature/product]!"
- "Saw your post on [LinkedIn/topic]—great insights."
- "Been thinking about your challenge with [specific issue]."
For post-meeting follow-ups:
- "Great speaking with you about [topic]—your point on [detail] stuck with me."
- "Pulled together this quick follow-up based on our conversation."
- "Thanks again for your time—here’s something that builds on what we discussed."
Even a tiny, relevant detail can make your email feel personal and worth reading. If personalizing each and every email feels a bit too much, try Manyreach’s spintags and variables. These elements in a campaign creation can help you personalize your follow-up emails.
4. Reference the Previous Email (Briefly)
Most people receive hundreds of emails weekly—help jog their memory.
Open with a subtle reminder:
- "I reached out last week about [specific value prop] and had another thought you might find useful."
- "Wanted to build on my earlier idea about [outcome or goal]."
- "Circling back with something that could make [desired result] even easier for your team."
5. Add Value in Every Follow-Up
If your first email didn’t spark a reply, don’t just resend the same message. Offer something new each time.
You could:
- Share a relevant case study or success story
- Include an insightful stat about their industry
- Link to a helpful blog post, webinar, or article
Here are ways you can add value in the email-
- "Another agency we worked with saw [specific result]—thought you’d find it interesting."
- "Just published a short guide on [topic]—figured it might help if [pain point] is still on your radar."
Your follow-up emails should feel like a benefit to the prospect, not another chore.
6. Clarify Your Intent
Be clear about your purpose, and keep it brief.
Try:
- "I’d love to explore if there’s alignment between your goals and what we offer."
- "Are you open to a quick chat to see if this fits your current needs?"
Clarity builds trust. Don’t make them guess why you’re reaching out.
7. Use a Low-Pressure Call-to-Action
Avoid pushy CTAs. Not everyone is ready to commit immediately. Make it easy for them to engage at their own pace.
Consider:
- "Worth a quick chat?"
- "Should I send over a quick Loom to explain?"
- "Happy to share more context if that’s helpful."
- "Just reply 'yes' if you’d like the [resource]."
Lowering the stakes makes it easier for them to respond.
8. Close with Gratitude
Always end your email on a warm, respectful note. A little appreciation goes a long way.
Try:
- "Thanks for your time and consideration, either way."
- "Appreciate you giving this a look!"
Gratitude leaves a positive impression, even if they’re not ready to respond just yet.
Final Thoughts
The most polite way to follow up is to respect your recipient’s time while confidently sharing your value. Be patient. Be relevant. And most importantly, be human.
Before you go, check out Manyreach — it helps you personalize and schedule follow-ups, so you never miss a chance to win a customer.
