When a client goes silent, it’s easy to second‑guess yourself or assume the worst. But more often than not, the reason has nothing to do with you – their inbox is overflowing, priorities have shifted, or they’re waiting on someone else internally.
A respectful follow‑up helps bring the conversation back to life and gives you clarity on where things stand. Done right, it’s not pushy – it’s professional.
In this guide, we’ll cover:
- Why clients go dark (and how to re‑engage them)
- Why following up boosts your chances of a reply
- Key things to consider before you send your message
- When and how often to follow up
- What to include in your email for the best response rate
- Follow‑up templates you can adapt instantly
Why Clients Don’t Respond
Silence doesn’t always mean “no.” Sometimes your email is just buried under dozens of unread messages. Other times they’re navigating internal delays – a manager’s sign‑off, budget reviews, or competing priorities.
That’s why your follow‑up should be polite, concise, and easy for them to act on.
Why You Should Follow Up
Research shows that sending even one follow‑up can increase response rates by more than 20%. In many industries, it’s expected. And in compliance‑heavy fields, it’s required.
Following up shows you’re engaged, dependable, and proactive – qualities clients value.
Before You Hit Send
- Try a call – A quick phone conversation is harder to ignore than an email.
- Automate where possible – Tools can send reminders and save you time.
- Be clear with your CTA – Make it obvious what you need from them.
- Double‑check for replies – Make sure you haven’t already heard back.
- Switch channels if needed – LinkedIn or other platforms may get better visibility.
- Personalize – AI can help draft, but tailor it so it feels written just for them.
Timing Matters
Follow‑up too soon and you risk annoying them. Wait too long and momentum fades. As a rule:
- For urgent matters → follow up in 1–2 days.
- For non‑urgent items → wait 3–7 days.
- Never let a proposal sit more than a week without checking in.
Most situations call for 2–3 follow‑ups total. More than that and you risk diminishing returns.
What to Include
Keep it short, warm, and actionable:
- A clear subject line (e.g., “Following up on [topic]”)
- A greeting that matches your rapport
- Context for why you’re following up
- Any links or attachments they need
- A clear next step or question
10 Follow Up Email Templates
1. The Straightforward Nudge
Subject: Following up on my last message
Hi [Name],
I just wanted to follow up on the email I sent on [date] regarding [project/proposal].
Is this something you’re still considering, or should I close the file on my end?
Either way, I’d appreciate a quick reply so I know where things stand.
Thanks,
[Your Name]
2. The Polite “Closing the Loop”
Subject: Should I close this out?
Hi [Name],
I know you’re busy, so I wanted to quickly check in before I close this out on my end.
If you’re still interested in [specific project or offer], I’d be happy to pick up where we left off.
If not, no worries – just let me know so I don’t keep bugging you.
Thanks,
[Your Name]
3. The Value-Add Follow-Up
Subject: Thought you might find this helpful
Hi [Name],
I came across [resource, article, or stat] and thought of our conversation about [topic].
Here’s the link: [link].
It might help address some of the questions we discussed last time.
Would you like to jump on a quick call to explore this further?
Best,
[Your Name]
4. The Humor/Pattern Interrupt
Subject: Did my last email fall into a black hole?
Hi [Name],
Just making sure my last message didn’t get lost in the Bermuda Triangle of your inbox.
If you’re still interested in [project/offer], I’d love to get your thoughts.
If not, I promise I’ll stop haunting your inbox.
Cheers,
[Your Name]
5. The Deadline Reminder
Subject: Decision needed by [date]
Hi [Name],
I wanted to touch base because [specific opportunity] will only be available until [deadline].
If you’d like to take advantage of this, we’ll need to confirm by [date].
Do you have a few minutes this week to finalize?
Thanks,
[Your Name]
6. The “Checking the Timing” Approach
Subject: Is now the right time?
Hi [Name],
When we last connected, you were exploring [specific goal].
If the timing isn’t right, no problem – I can follow up later when it makes more sense.
Would you like me to circle back in [timeframe]?
Best,
[Your Name]
7. The “Mini-Survey” Approach
Subject: Quick 5-second question
Hi [Name],
Could you let me know which of these applies?
1️⃣ Yes, let’s talk.
2️⃣ Not now — follow up later.
3️⃣ No, not interested.
That way I’ll know how best to proceed and avoid filling your inbox unnecessarily.
Thanks,
[Your Name]
8. The Friendly Check-In
Subject: Just checking in
Hi [Name],
Hope all is going well with [their company/project].
I wanted to check in and see if you’re still interested in moving forward with [offer].
If it’s easier, I’m happy to handle everything on a quick 10‑minute call.
Let me know what works best,
[Your Name]
9. The “This Might Help Decide” Approach
Subject: A quick comparison
Hi [Name],
I put together a short breakdown comparing [your solution] with [common alternative or competitor].
It’s attached here – should make the decision process easier.
Want me to walk you through it?
Best,
[Your Name]
10. The Honest “Last Attempt”
Subject: One last try
Hi [Name],
I’ve reached out a couple of times but haven’t heard back.
If I don’t hear from you, I’ll assume priorities have shifted and will close this on my end.
If you’re still interested, let’s set a time to talk this week.
Thanks either way,
[Your Name]
Closing Thought
Following up isn’t nagging – it’s part of doing business. Your clients are busy, and your message may have simply slipped through the cracks. A well‑timed, respectful nudge keeps things moving and shows you care about the outcome.
And if you want to skip the guesswork entirely? We can help you set up done‑for‑you follow‑up sequences that get replies without you lifting a finger.
