Let’s be honest: nobody wakes up in the morning thinking, “Wow, I can’t wait to write another follow up email.” But if you’re in sales or operations, you know that the real magic happens after you hit send on that first message. I’ve seen it firsthand—those who master the art of the sales follow up email are the ones who consistently fill their pipeline and close deals. Yet, in a world where over , standing out in a crowded inbox is like trying to get noticed at a Taylor Swift concert by waving a glow stick. (Trust me, I’ve tried. It doesn’t work.)
The good news? You don’t have to reinvent the wheel every time you follow up. With the right follow up email template, you can boost your response rates, nurture relationships, and move deals forward—without sounding like a robot or a broken record. In this guide, I’ll share 35 proven sales follow up email templates for every scenario, plus the best practices I’ve learned (sometimes the hard way) about writing and sending them. And, because I’m a big believer in working smarter, not harder, I’ll show you how Thunderbit can help you personalize your outreach at scale. Let’s dive in.
Why Sales Follow Up Emails Matter for Outreach Success
I’ll let you in on a little secret: the fortune really is in the follow-up. Only about , while a whopping before closing. Despite this, nearly . That’s like running a marathon and quitting at mile two because you didn’t see the finish line yet.
Persistence isn’t just about being stubborn—it’s about providing value and building trust over time. A well-crafted follow up email can revive cold leads, nurture relationships, and re-engage prospects who might have been “just too busy” to reply the first time. In fact, sending even a single follow-up can on average. The key is to make each touchpoint count, and that’s where proven templates come in handy.
Level Up Outreach: How Thunderbit Supercharges Sales Follow Up Emails
Now, here’s where things get interesting. One of the biggest challenges in sales outreach isn’t just writing a great follow up email—it’s making it personal. That’s where comes in. As the co-founder, I might be a little biased, but I built Thunderbit because I was tired of spending hours hunting down accurate contact info and relevant details for every lead.
With Thunderbit’s , you can instantly collect names, emails, phone numbers, company details, and even recent news from any website or directory. Imagine scraping a list of prospects from LinkedIn or a trade show attendee page, then using that data to tailor your follow up email templates—referencing their job title, congratulating them on a new funding round, or mentioning a recent product launch. That’s the kind of personalization that gets replies.
Thunderbit’s subpage scraping feature even lets you dig deeper, pulling bios, social links, or company descriptions automatically. Sales teams use Thunderbit to build enriched lead lists, plug those insights into their outreach, and follow up with the right person, with the right message, at the right time. And if you’re in lead generation, Thunderbit can help you keep your lists fresh and accurate—so you’re never following up with “info@company.com” again.
For more on how Thunderbit powers modern sales teams, check out our or see how .
The Anatomy of a High-Converting Sales Follow Up Email
Not all follow up emails are created equal. The difference between “ignored” and “replied” often comes down to structure and content. Here’s what I’ve found works best:
- Compelling Subject Line: This is your first (and sometimes only) shot. Keep it brief (6–10 words), specific, and hint at value. For example, “Quick Question about [Prospect’s Goal]” or “Ideas to Improve [Pain Point].” Personalized subject lines are .
- Personalized Greeting and Intro: Start with their name and reference your last interaction or something about their business. “Hi Sarah, I enjoyed our chat at [event]” beats “Dear Sir/Madam” every time.
- Value Proposition: Don’t just “check in.” Offer something new—a tip, a case study, a resource, or an answer to a question they had. Make it about them, not you.
- Clear Call to Action (CTA): Every email should have one clear next step. “Would you be available for a 15-minute call next week?” is better than “Let me know what you think.”
- Timing and Tone: Be polite, patient, and professional. Acknowledge their busy schedule, and always close with a courteous sign-off.
Combine these elements, and you’ll dramatically improve your follow up conversions. For more on crafting irresistible emails, see .
35 Proven Sales Follow Up Email Templates for Every Scenario
Let’s get to the good stuff. Below are 35 follow up email templates organized by scenario. Use these as a starting point, but always personalize for your recipient and context.
Initial Outreach Follow Up Email Templates
Scenario: You sent a cold email and haven’t heard back.
Goal: Gently remind them of your value and prompt a reply.
Template 1: The Polite Nudge
Subject: Quick follow-up on [Your Solution]
Hi [Name],
I wanted to check in and see if you caught my email last week about [brief summary of offering]. Since I know your focus is [prospect’s goal], I thought you might find [a quick benefit or resource] helpful.
Would you be open to a quick call to discuss? If now isn’t a good time, I’m happy to adjust to your timeline.
Best,
[Your Name]
Tip: Assume positive intent—“I know schedules can get hectic.”
Template 2: The Value Add
Subject: Idea to help [Prospect’s Company] with [Pain Point]
Hi [Name],
Following up to share a quick tip we’ve seen help others in [their industry]: [insert tip or resource].
Let me know if you’d like more details or a case study.
Thanks,
[Your Name]
Template 3: The Social Proof
Subject: How we helped [Similar Company] achieve [Result]
Hi [Name],
Just wanted to share how [Similar Company] used [Your Solution] to [achieve result]. Thought it might be relevant for your team at [Prospect’s Company].
Open to a short chat this week?
Best,
[Your Name]
Template 4: The Resource Share
Subject: Free resource for [Prospect’s Goal]
Hi [Name],
I came across this [whitepaper/blog/tool] on [topic] and thought of you.
If you’re interested, I’d be happy to discuss how it applies to your current projects.
Best,
[Your Name]
Template 5: The Friendly Reminder
Subject: Following up on our last conversation
Hi [Name],
Just wanted to bump this up in your inbox in case it got buried.
Let me know if you have any questions or if there’s a better time to connect.
Thanks,
[Your Name]
Post-Meeting or Demo Follow Up Email Templates
Scenario: You’ve had a meeting, call, or demo.
Goal: Recap, reinforce value, and outline next steps.
Template 6: The Recap & Next Steps
Subject: Next steps after our meeting
Hi [Name],
Thanks for meeting with me yesterday. I enjoyed learning about your project to [prospect’s objective]. As discussed, [Your Product] can help by [how it meets their need].
Per our conversation, I’ll follow up with [promised materials]. Let’s tentatively plan to reconnect on [date] to review—does that work for you?
Best,
[Your Name]
Template 7: The FAQ Follow Up
Subject: Answers to your questions about [Your Solution]
Hi [Name],
Great talking with you about [topic]. You’d asked about [specific question]—see attached FAQ for details.
Let me know if you have any other questions or want to schedule a deeper dive.
Best,
[Your Name]
Template 8: The Proposal Delivery
Subject: Proposal for [Prospect’s Company]
Hi [Name],
As promised, attached is the proposal we discussed.
Would you be available to review together on [date/time]?
Thanks,
[Your Name]
Template 9: The Enthusiastic Follow Up
Subject: Excited to help [Prospect’s Company]
Hi [Name],
I’m excited about the potential to work together on [project]. Let me know if you’d like to see a demo of [specific feature] or have any questions.
Looking forward to next steps!
[Your Name]
Template 10: The Scheduling Confirmation
Subject: Confirming our next call
Hi [Name],
Just confirming our call for [date/time]. If you need to reschedule, no problem—just let me know what works best.
Best,
[Your Name]
No Response Follow Up Email Templates
Scenario: You’ve sent one or two emails and gotten no reply.
Goal: Re-engage without being pushy.
Template 11: The “Still Here to Help”
Subject: Still here to help, even if now isn’t the right time
Hi [Name],
I’ve reached out a couple of times because I truly believe we can help [Prospect’s Company] with [specific challenge]. I understand if priorities have shifted. If you’re still interested, I’d be happy to [offer a quick demo, provide more info, etc.].
If I don’t hear back, I’ll assume the timing isn’t right. Otherwise, I’m here to answer any questions.
Best,
[Your Name]
Template 12: The New Angle
Subject: Quick question about [Their KPI or Project]
Hi [Name],
Wanted to check if you’ve made progress on [goal discussed]. If there’s anything holding you back, let me know—I might have a solution.
Thanks,
[Your Name]
Template 13: The Helpful Article
Subject: Thought you’d find this interesting
Hi [Name],
Saw this article on [industry trend] and thought of you.
If you’d like to discuss how it might impact your team, I’m here.
Best,
[Your Name]
Template 14: The Easy Out
Subject: Should I close your file?
Hi [Name],
If now isn’t the right time, just let me know and I won’t follow up further. If you’re still interested, I’m happy to keep the conversation going.
Thanks for your time,
[Your Name]
Template 15: The “No Rush”
Subject: Whenever you’re ready
Hi [Name],
I understand things get busy. No rush—just wanted to check in and see if you had any questions.
Let me know if there’s a better time to reconnect.
Best,
[Your Name]
Re-Engagement and Revival Follow Up Email Templates
Scenario: A once-interested prospect went dark weeks or months ago.
Goal: Re-spark interest with something new.
Template 16: The “It’s Been a While”
Subject: It’s been a while
Hi [Name],
It’s been [X weeks/months] since we last connected about [problem/solution]. I’m reaching out because [mention something new: new feature, industry shift, etc.].
If that’s still a priority, I’d love to share more.
Best,
[Your Name]
Template 17: The Product Update
Subject: New update that could help [Prospect’s Company]
Hi [Name],
Since we last spoke, we’ve launched [new feature] that might be a fit for your team.
Open to a quick call to discuss?
Best,
[Your Name]
Template 18: The Social Proof Revival
Subject: [Peer Company] saw results—thought of you
Hi [Name],
Wanted to share how [Peer Company] implemented our solution and saw [result]. Thought it might be useful for you too.
Let me know if you’d like details.
Best,
[Your Name]
Template 19: The “No Worries”
Subject: Just checking in—no worries if plans changed
Hi [Name],
No worries if things have shifted on your end. Just wanted to reach out one more time with something that could make a difference for you: [brief value].
If you’d like to reconnect, I’m here.
Best,
[Your Name]
Template 20: The Breakup Email
Subject: Should I close your file?
Hi [Name],
We haven’t been able to connect, so I’ll assume now isn’t the right time. If I don’t hear back, I won’t bug you further—but my door is always open if you need [solution] down the road.
Thanks for considering,
[Your Name]
Closing and Final Follow Up Email Templates
Scenario: You’re nearing the end of the sales process or sending a final follow up.
Goal: Encourage a decision or feedback, create urgency (without being pushy).
Template 21: The Final Phase
Subject: Finalizing next steps for [Prospect’s Company]
Hi [Name],
We’re in the final phases with several clients this week and I wanted to make sure [Prospect’s Company] has the opportunity to [achieve benefit] with [Your Solution] as well.
If you’re still interested, let’s finalize our next steps.
Best,
[Your Name]
Template 22: The Proposal Check-In
Subject: Any questions on the proposal?
Hi [Name],
Just checking if you had any remaining questions on the proposal. We’re ready to get started whenever you give the green light.
Thanks,
[Your Name]
Template 23: The Expiring Offer
Subject: Q4 pricing incentive ends soon
Hi [Name],
Our Q4 pricing incentive wraps up next week, so I wanted to let you know in case you’d like to take advantage.
Let me know if you’d like to discuss.
Best,
[Your Name]
Template 24: The Last Email
Subject: Last note from me
Hi [Name],
I haven’t heard back, so this will likely be my last email. If now isn’t the right time, no problem—you’re welcome to reach out when it makes sense.
Thank you for your time,
[Your Name]
Template 25: The Soft Ultimatum
Subject: Should I close your file by Friday?
Hi [Name],
If we don’t hear back by Friday, we’ll close out your file for now. If you’re not interested, please just let me know—I won’t take it personally and I can stop emailing.
Thanks,
[Your Name]
Referral and Networking Follow Up Email Templates
Scenario: Asking for a referral, introduction, or networking opportunity.
Goal: Make the ask easy and mutually beneficial.
Template 26: The Happy Client Referral
Subject: Quick favor—know anyone who could benefit?
Hi [Name],
I’m so glad to hear [Prospect’s Company] is seeing success with our solution. Do you know of anyone in your network who might also benefit from [key benefit]?
If someone comes to mind, I’d greatly appreciate an introduction.
Thanks so much,
[Your Name]
Template 27: The Referral Program
Subject: Referral program for [Your Solution]
Hi [Name],
We have a referral program—if you know someone who could use [Your Solution], we’d love to thank you with [incentive].
Let me know if anyone comes to mind!
Best,
[Your Name]
Template 28: The Networking Follow Up
Subject: Great meeting you at [Event]
Hi [Name],
It was great meeting you at [Event]. I recall you mentioned interest in [topic]. I’d love to keep in touch and perhaps introduce you to a colleague who’s an expert in that area.
Let’s connect soon,
[Your Name]
Template 29: The Easy Forward
Subject: Quick intro request
Hi [Name],
If you know someone who might benefit from [Your Solution], feel free to share my info or this short blurb below you can forward.
Thanks for considering,
[Your Name]
Template 30: The Two-Way Street
Subject: Happy to connect you as well
Hi [Name],
If I can ever introduce you to anyone in my network that would be useful, just let me know.
Appreciate your help!
[Your Name]
Post-Sale and Relationship Nurturing Follow Up Email Templates
Scenario: Following up after a sale, onboarding, or to nurture the relationship.
Goal: Ensure satisfaction, open upsell opportunities, gather feedback, build loyalty.
Template 31: The Onboarding Check-In
Subject: How’s [Product] working for you?
Hi [Name],
Just wanted to follow up now that you’ve been using [Product] for a month. How is everything going? Do you have any questions or need any help?
We’re here to ensure you get the most value.
Best,
[Your Name]
Template 32: The Resource Share
Subject: Tips to get more from [Product]
Hi [Name],
Based on what you’re using, I’d recommend these tutorials to hit the ground running (links below).
Let me know if you have any questions!
[Your Name]
Template 33: The Milestone Congrats
Subject: Congrats on [Milestone]!
Hi [Name],
Congrats on [milestone achieved, e.g. 6 months with us]! We’re thrilled to have you as a partner.
I also wanted to let you know about [new feature or upgrade] that could help you [improve X].
Best,
[Your Name]
Template 34: The Feedback Request
Subject: Your feedback means a lot
Hi [Name],
Your opinion matters—would you be open to sharing a quick quote about your experience so far? Many of our improvements come from customer feedback like yours.
Thanks in advance,
[Your Name]
Template 35: The Value Check-In
Subject: Thought you’d like this
Hi [Name],
Saw an article on [industry trend] and thought you might find it interesting (link). How are things going on your end?
No action needed—just wanted to share and say hello.
Best,
[Your Name]
How to Write a Follow Up Email That Gets Results
Here’s my step-by-step process for turning these templates into high-performing follow up emails:
- Define Your Purpose: Know exactly why you’re following up. Is it to schedule a call? Provide info? Regain attention? Your email should align to that single goal.
- Choose the Right Template: Pick the template that fits your scenario—then tweak it.
- Personalize Key Details: Never send a template “as is.” Add the recipient’s name, company, and any specific context you have. Reference something unique—did they mention a challenge? Use it.
- Write a Clear Subject Line: Make it relevant and concise. Avoid spammy words.
- Provide Value Early: Give them a reason to keep reading in the first paragraph.
- Include a Single, Specific CTA: Make it obvious what you want them to do next.
- Keep It Conversational and Professional: Write like you speak. Be brief—100–150 words is often plenty.
- Proofread: Check for typos, clarity, and that all placeholders are filled.
- Optimize Timing: Send mid-morning or early afternoon on weekdays for best results.
- Use Tools: Schedule, automate, and track with your CRM or email platform.
Before you hit send, run through this quick checklist:
- Is it personalized?
- Does it state the value for the reader?
- Is the tone friendly?
- Is there a clear CTA?
- Is it typo-free and easy to read?
- Is the timing right?
How to Send a Follow Up Email: Timing, Tools, and Tracking
Timing really is everything. According to , the best times to send follow up emails are around 1:00 PM or late morning on Tuesday, Wednesday, or Thursday. Avoid Mondays (everyone’s catching up) and Fridays (everyone’s checked out).
For cadence, is a proven sweet spot. Start with a follow-up 2–3 days after your initial email, then space subsequent emails 3–4 days apart, gradually increasing the interval.
Tools can make your life easier:
- Use email sequencing platforms (like Outreach, HubSpot, or Salesforce) to automate and schedule follow ups.
- Use your CRM to set reminders and track responses.
- Use Thunderbit to keep your lead data fresh and accurate, so you’re always following up with the right info.
And always track your results—open rates, reply rates, and conversions. If you notice one template gets more replies, double down on what works.
Common Mistakes to Avoid in Sales Follow Up Emails
Even the best of us slip up. Here are the most common mistakes I see (and, yes, I’ve made a few myself):
- Too Much Information: Don’t overwhelm—focus on one or two key points.
- Lack of Personalization: “Dear Sir/Madam” is a fast track to the spam folder.
- Giving Up Too Soon: Most sales need 5+ touches. Don’t quit after one.
- No New Value: Don’t just “check in”—offer something useful each time.
- Poor Timing: Don’t follow up too soon or too late. Stick to a proven cadence.
- Over-Automating: Automation is great, but don’t lose the human touch.
- No CTA: Always include a clear next step.
- Negative or Guilt-Tripping Language: Stay positive and respectful.
- Disorganization: Use a CRM or tracking system—don’t let leads fall through the cracks.
- Not Adapting: If a prospect gives feedback, adjust your approach.
Avoid these pitfalls, and your follow up emails will be more effective—and better received.
Conclusion & Key Takeaways: Mastering the Sales Follow Up Email
If there’s one thing I’ve learned, it’s that persistence pays off. Only , while . The right follow up email template, delivered at the right time, with the right personal touch, can be the difference between a lost lead and a closed deal.
Here’s what to remember:
- Be persistent, but always provide value.
- Personalize every email—use Thunderbit to gather the data you need.
- Use proven templates, but make them your own.
- Optimize your timing and track your results.
- Avoid common mistakes—be helpful, not pushy.
Ready to level up your outreach? Audit your current process, implement a best-practice sequence, and start personalizing with Thunderbit. Experiment with these templates, track your results, and keep refining. With a little persistence and a lot of personalization, you’ll turn more cold leads into warm conversations—and more conversations into closed deals.
Happy emailing—and may your follow ups land in the right inbox at just the right time.
Want more tips and tools for sales outreach? Check out the or try Thunderbit’s for free. And if you have your own favorite follow up email template, I’d love to hear it—just reply (see what I did there?).
FAQs
1. Why are lead generation agencies still relevant in 2025?
Lead generation agencies remain crucial because they bring specialized expertise, scalable outreach, and access to premium databases. They help companies generate higher-quality leads faster, which is essential in a competitive environment where customer acquisition costs are rising.
2. What should I look for when choosing a lead generation agency?
Key factors include lead quality and alignment with your Ideal Customer Profile (ICP), compliance with data regulations (like GDPR and CCPA), transparent pricing, and flexible engagement models. Agencies that offer human-verified data and multi-channel strategies are generally more effective.
3. What are the main drawbacks of using a lead generation agency?
Common downsides include high costs, limited niche customization, slower responsiveness to changes, lack of full transparency, and potential data ownership issues. Smaller businesses might find agencies less cost-effective, especially if they don't receive dedicated attention.
4. How does Thunderbit’s AI web scraper differ from traditional lead generation methods?
Thunderbit allows teams to extract, structure, and export lead data directly from websites using a no-code Chrome extension. It offers real-time customization, scheduled scraping, and integrations with popular tools—giving users full control over lead sourcing without agency overhead.
5. Should I use a lead gen agency, an AI scraper like Thunderbit, or both?
It depends on your goals. Agencies are great for quick scale, new market entry, or full-service outreach. AI tools like Thunderbit are ideal for cost savings, speed, customization, and in-house control. Many teams benefit from a hybrid approach that combines both for optimal results.