Follow Up Email Templates: How To Write & Examples

follow up email

3 Example Follow Up Email Templates

Looking for a little inspiration before you write your own follow-up email? Check out these three examples.

Interview Follow Up Email Template

Hi [name],

It's [your name] from [organization]! I just wanted to thank you for taking the time to meet with me yesterday about the [name of position applying for]. It was great talking with you and learning more about [company name].

I’m very interested in [name of position you’re applying for] and think my [relevant experience] would make me a welcome addition to your team.

If you have any additional questions for me or would like to set up a second interview, I’m available Wednesday and Thursday of next week. You can reach me by email or by calling my cell, and feel free to leave a voicemail.

Best,

[your name]

[include contact info]

More: Use this free template to create your interview follow up email in seconds

Meeting Follow Up Email Template

Hi [name of person you're emailing],

It's [your name] again! I just wanted to check in and see if you'd be interested in meeting up sometime. We met at [where you met], and I thought it would be cool if we could chat more about [what you talked about].

I know you're busy, so I promise this won't take up too much of your time. Let me know if you're free sometime this week, and we can set something up.

Thanks again for meeting up with me last month—I really enjoyed it! I look forward to chatting again soon.

Cheers,

[your name]

More: Use this free template to create your meeting follow up email in seconds

Career Advice Follow Up Email Template

Hi [name of person],

We met back in [month and year], when you were doing [thing you met the person doing]. I'm reaching out because I'm looking for a new job and am hoping to get some advice from you.

I'm looking for a job in [field]. I know you work in that field, so I was hoping you could refer me to a few of your contacts or even give me some pointers on where I should be applying.

Thanks so much for your help!

Best,

[your name]

More: Use this free template to create your career advice follow up email in seconds

How to use Copy.ai’s follow up email template

Start by jumping into our follow up email template generator here. If you’re logged into your Copy.ai account, you’ll see the follow-up email template interface. If you don’t have an account, you can create one for free here. 

The follow-up email page will prompt you to enter key details about your message, such as: 

  • Who the letter is being written to
  • How you met
  • Why you’re reaching out again
Copy.ai Follow Up Email Generator

After filling out the fields in purple, you can select a tone for your letter from the drop-down menu, then click the “Create Content” button. Here’s an example of what the template might look like for someone following up after a job interview:

Copy.ai Follow Up Email Generator

Here’s the copy the template tool generates based on the responses entered above:

Copy.ai Follow Up Email Template Example

This follow-up letter reminds the reader of their last conversation in a friendly way and asks a quick question that also serves as a call-to-action for the reader to respond to, like, “Would you like to set up a time to talk again?”

How do you write a follow up email after an interview?

Maybe you’ve never written a follow-up email and are wondering where to start. You can use Copy.ai’s template, or you can write one from scratch. If you’re looking to write your own follow-up letter, we’ve got you covered with these three steps.

Compile all the info you need

Before you write anything, you need to know who you’re writing to and what you’re writing about. 

The details about how you met the recipient and why you’re reaching out are simple enough, but you also need to know what you’re asking them for at the end of the email. Do you want to set up a second interview? Are you trying to secure a purchase from a customer? With a clear CTA, you’re more likely to get a response.

Create an outline for the letter’s structure

The structure of your follow-up letter is just as important as the content itself. You want to arrange the information in the content to make it easier for the recipient to read and understand. 

Here’s how we suggest structuring the flow:

  • Greet the reader
  • Provide an intro of yourself and remind them who you are and how you met
  • Explain why you're reaching out again
  • Ask for something specific (e.g., a meeting or an introduction to someone else)
  • Sign off with your contact info (some people include their LinkedIn profile)

Write the content or have Copy.ai help

Once you have the information you need and a structure laid out, it’s time to actually create the follow-up letter.

To start, write a subject line that clearly indicates it’s a follow-up message and not a cold email. From there, draft out the message itself based on the outline you wrote in the last section. Or, paste the outline details into Copy.ai’s free follow-up email template to generate a message in seconds. 

Put yourself at the front of the line with Copy.ai’s free follow-up email template

A follow-up email can make all the difference when it comes to building relationships—whether that’s showing interest to a potential employer or nurturing a potential customer.

Use Copy.ai’s free follow-up email template to write your message today.

Frequently Asked Questions

Why should you write a follow-up email?

A follow-up email is a great way to say “thank you.” Whether you’re thanking an employer for interviewing you, a customer for their purchase, or just for a person’s time in general, expressing gratitude can go a long way.

Writing a follow-up email also keeps your name at the forefront of recipients’ minds. If you’re following up after a job interview, your email can remind the employer of the conversation’s strong points.

You can also make your interest in whatever you’re following up about clearly known. It’s one thing to say so in an interview or conversation, but a follow-up email is a direct way to say, “I want this.”

What should you include in a follow-up email?

When writing a follow-up email, you want to personalize it with specific details. The simple flow from Copy.ai’s follow-up email template can help you cover the basics:

  • Recipient's name
  • Your name
  • A recap of how you met the recipient or the nature of your last email
  • The reason you’re reaching out again
  • What you want from the reader (e.g., a meeting or an introduction to someone else)
  • A sign-off with your contact info
How do you write a follow-up email after no response?

So you sent someone a message and haven’t received a response yet. Or maybe you haven’t heard anything after an interview that you thought went well. You may feel the urge to panic, but a well-timed follow-up email can help the process regain traction.

Sometimes, you're following up with someone because they're not responding to your messages. A client isn't getting back to you about payment for your services, or a recruiter is ghosting you after you checked in about your application. Remind the person you’re following up with of the last time you spoke or the issue you’re reaching out about again.

Keep the tone of your follow-up light and positive. You don’t want it to sound like an admonition or a breakup email, but rather as a firm but understanding reminder.

Don’t be afraid to professionally create a sense of urgency if the situation calls for it. For example, if you’re writing a follow-up email because you’re waiting on payment for a product/service or because you need an answer about a second job interview by a certain date, you can express this and provide a deadline for a response.

More: Use this free template to create your no response follow up email in seconds

Who needs to write a follow-up email?

Typical follow-up email recipients include: 

  • The person or decision-maker who interviewed you
  • Customers who have made a purchase from you
  • People who attended a networking event you hosted
  • Customers who’ve left testimonials on your website
  • Participants from a webinar hosted by your organization
  • Someone who has made a donation to an initiative you’re involved in
  • A customer relationship manager (CRM) who helped you navigate an issue 
  • People who have inquired about your product or service
  • People who have subscribed to your newsletter
  • People who have requested more information about your product or service
  • A sales rep who gave you their business card
  • Someone who showed interest in your business after receiving email marketing from you
  • A person who reached out about a pain point they experienced with your product
Where can I learn more about copywriting?
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How it works

Screenshot of Copy.ai feature
1
Enter what you need to write
Choose from emails, social posts, long-form blog posts, and more!
2
Give Copy.ai a bit of context
Enter a few sentences about your project/campaign.
Screenshot of Copy.ai feature
3
Sift through the results
Our AI content generator gives you multiple options for each campaign that you’re working on.
4
Edit, polish, and publish
Use Copy.ai’s editor to rewrite paragraphs and polish up sentences. Then, just copy and paste the work wherever you need it.

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