The Follow-Up Email Problem
Okay, so you sent an email. No response. Now what? You want to follow up, but you don’t want to be THAT person who won’t leave people alone. I get it – it’s awkward.
But here’s the thing: people are busy. They’re not ignoring you on purpose (probably). Sometimes emails just get buried. A good follow-up email can actually save both of you time.
Wait… But How Long Should I Wait?
This depends on what you’re asking for:
- Work stuff that’s urgent: 24-48 hours
- Regular work emails: 3-5 days
- Job applications: 1-2 weeks
- Sales or cold emails: About a week
If you sent your email on Friday afternoon, give them until at least Tuesday. Nobody likes Monday morning follow-ups.
The Formula That Works
Here’s what to include (and what to skip):
1. Reference Your First Email
Don’t make them search through their inbox trying to remember what you’re talking about.
Good: “I sent you some questions about the Johnson project last Thursday…”
Bad: “Just following up on my previous email” (which email? You’ve sent 47 emails this week!)
2. Give Them An Easy Out
Sometimes people don’t respond because they don’t have an answer yet. Or they’re swamped. Let them off the hook.
Try this: “I know you’re probably busy. If this isn’t a good time, totally understand – just let me know when works better for you.”
3. Make Your Ask Crystal Clear
What exactly do you need? Don’t make them figure it out.
Clear: “Could you send me the updated budget spreadsheet?”
Unclear: “Just wondering about that thing we discussed”
4. Keep It SHORT
If they didn’t read your first long email, they definitely won’t read your second long email.
Real Examples That Actually Work
Example 1: Work Project
Subject: Quick follow-up on the design mockups
“Hi Sarah,
I sent over three design options last Wednesday. Just wanted to check if you had a chance to look at them yet?
We need to move forward by Friday, so if you could let me know your thoughts by Thursday, that would be perfect. If you need more time or want to hop on a quick call to discuss, just let me know.
Thanks!
Mike”
Why this works: Specific, has a deadline, gives them options
Example 2: Job Application
Subject: Following up on Marketing Manager application
“Hi Ms. Johnson,
I applied for the Marketing Manager position two weeks ago and wanted to check on the status of my application.
I’m really excited about the possibility of joining your team. Is there any additional information I can provide?
Thanks for your time!
Best,
Alex Chen”
Why this works: Polite, shows interest, offers to help
Example 3: Getting Feedback
Subject: Checking in about the report draft
“Hey Tom,
Did you get a chance to look at that report I sent last Friday? No rush if you’re swamped – I just want to make sure it didn’t get lost in your inbox.
If you need until next week, that’s totally fine. Just wanted to touch base.
Cheers,
Lisa”
Why this works: Casual but professional, no pressure, understanding
What NOT to Do
Please don’t do these things:
- Don’t send multiple follow-ups in one day – That’s harassment, not persistence
- Don’t use “Just checking in” – Ugh, everyone uses this. Be more specific
- Don’t be passive-aggressive – “As I mentioned in my PREVIOUS email…” Stop it.
- Don’t forward your original email with “???” – So annoying
- Don’t apologize too much – One “sorry to bother you” is enough
The Two-Follow-Up Rule
Here’s my rule: send TWO follow-ups max. After that, either:
- Pick up the phone
- Try a different communication method (Slack, text, whatever)
- Accept that they’re not interested or available
Nobody likes email stalkers.
A Secret Trick That Works
Add new information in your follow-up. Don’t just say “Did you see my email?” Give them a reason to respond NOW.
Example: “Hey, I know you’re busy with the quarter-end stuff. Just wanted to add – I found a solution to that budget issue we were worried about. Can you take a quick look when you get a chance?”
See? Now you’ve given them something NEW to respond to.
When to Give Up
Sometimes, no response IS a response. If you’ve followed up twice and crickets? They either:
- Don’t have time right now
- Aren’t interested
- Forgot and feel too awkward to respond now
That’s okay. Move on. Try again in a month if it makes sense.
The Bottom Line
Follow-ups aren’t annoying when they’re helpful, specific, and respectful of people’s time. Think about it from their perspective – would YOU respond to your follow-up email?
And honestly? If your original email was clear and important, most people will respond the first time. If you’re constantly having to follow up, maybe look at how you’re writing that first email.
Just keep it real, keep it short, and give people an easy way to respond. That’s really all there is to it.