Follow-Ups That Work

The Follow-Up Dilemma

In the previous lesson, we explored difficult emails. Now let’s build on that foundation. You sent an email. No response. Now what?

Some people wait forever, hoping. Others send aggressive follow-ups that damage relationships.

Both are wrong.

The truth: Most people don’t respond because they’re busy, not because they’re ignoring you. Following up is expected. It’s professional. It’s often necessary.

The key is following up in a way that helps rather than annoys.

Why Emails Don’t Get Responses

Understanding this helps you follow up effectively:

1. Inbox overwhelm – They saw it, intended to reply, lost it in the flood
2. Unclear ask – They weren’t sure what you needed
3. High effort required – Your question needed research or thought they don’t have time for
4. Bad timing – They were traveling, in meetings, or underwater
5. Not a priority – Your email is important to you, less so to them

Notice: none of these are “they’re ignoring you out of spite.”

Follow-Up Timing

After first follow-up: Wait another 5-7 days before second follow-up.

After second follow-up: Either stop or space out significantly (2+ weeks).

Follow-Up Templates

Template 1: The Quick Bump

Use when: Original email was clear, just needs resurfacing.

Subject: Re: [Original subject]

Hi [Name],

Wanted to bump this to the top of your inbox. Is this something you can get to this week?

[Optional: One-line restatement of request]

Thanks, [You]

Template 2: The Value Add

Use when: You can provide new information or make the request easier.

Subject: Re: [Original subject]

Hi [Name],

Following up on my note from last week. Wanted to share an update that might help:

[New information / simplified request / alternative approach]

Does this change anything on your end?

Thanks, [You]

Template 3: The Availability Check

Use when: You’re trying to schedule something.

Subject: Re: [Original subject]

Hi [Name],

Want to make sure this didn’t get buried. Would any of these work?

• Tuesday 2pm
• Wednesday morning
• Friday afternoon

If these don’t work, I’m happy to adjust—just let me know what’s better.

Thanks, [You]

Template 4: The Gentle Deadline

Use when: You need a response by a certain date.

Subject: Re: [Original subject]

Hi [Name],

Following up as I need to finalize [project/decision] by [date].

If I don’t hear back by [specific date], I’ll [plan to proceed with / assume].

Let me know if you need more time or if there’s a concern I should know about.

Thanks, [You]

Template 5: The Final Follow-Up

Use when: You’ve followed up once or twice with no response.

Subject: Re: [Original subject]

Hi [Name],

I haven’t heard back on this—I’ll assume the timing isn’t right and won’t keep following up.

If this becomes relevant later, feel free to reach out.

Best, [You]

Quick check: Before moving on, can you recall the key concept we just covered? Try to explain it in your own words before continuing.

This gives them an exit while leaving the door open.

What Makes Follow-Ups Pushy

Frequency

Following up 3 times in one week on a non-urgent matter = pushy. Following up once after a week = normal.

Tone

Pushy: “I’m surprised I haven’t heard from you.” Better: “Wanted to bump this up in your inbox.”

Pushy: “As I mentioned in my previous email…” Better: “Following up on my note from last Tuesday.”

Pushy: “I really need you to respond.” Better: “Would love your input on this when you have a chance.”

Guilt-tripping

Pushy: “I’ve sent three emails now and haven’t heard back.” Better: “I know things are busy—just bumping this in case it got buried.”

Making Follow-Ups Easier to Answer

Often the issue is your original email, not their responsiveness.

Problem: Unclear ask Fix: Restate clearly in follow-up.

“To make this easy: I just need a yes/no on whether you can attend Thursday.”

Problem: Too much effort required Fix: Reduce the effort.

“I’ve narrowed it down to two options—could you just pick A or B?”

Problem: Too many questions Fix: Focus on one.

“Let me simplify: the main thing I need is your approval on the budget. The other items can wait.”

Follow-Up Escalation

If you’ve followed up twice with no response:

1. Try a different channel – Slack, phone, in person
2. Reach out to a colleague – “I’ve been trying to reach Sarah about X—is she swamped this week?”
3. Accept the silence – Some people just won’t respond. Move on.

Never: CC their boss to pressure them (unless it’s genuinely necessary for work reasons).

The “Closing the Loop” Technique

When you move forward without their input:

Hi [Name],

I haven’t heard back, so I’m going to proceed with [Option A].

If you have concerns or prefer a different direction, let me know by [date] and I can adjust.

Thanks, [You]

This keeps things moving while giving them a chance to engage.

Exercise

You sent a proposal to a potential client 5 days ago. No response. Write a follow-up that:

1. Doesn’t come across as pushy
2. Makes it easy to respond
3. Adds some value

Key Takeaways

• Following up is normal and expected—not rude
• Wait 3-5 business days for standard requests before first follow-up
• Add value in follow-ups: new info, simplified ask, or alternatives
• Avoid pushy signals: excessive frequency, guilt-tripping, passive-aggressive tone
• After 2-3 follow-ups, accept silence and move on
• Make it easy to respond with each follow-up

Next: building your personal template library for common situations.

Up next: In the next lesson, we’ll dive into Email Templates.