Follow up email templates
A follow-up works when the reader can answer it without scrolling back through the thread. So instead of "just following up", restate the question in one sentence, say why it matters now, and offer the easiest possible answer. This template does that, with a date the reader can plan around. Use it after a conversation, a request or a meeting where something was left open.
;em-followup;em-followup in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
For colleagues and Slack, where a full email would feel like a lot.
For clients, suppliers or senior stakeholders.
When to use it
- A request from a call or meeting that hasn't come through yet.
- A thread where you're waiting on someone else's input to finish your part.
- Any open item you want to close before a deadline.
What to avoid
- Don't open with "just checking in" or "bumping this". They make the reader do the work of remembering.
- Don't send it the day after the original. Give people three to five working days unless there's a real deadline.
- Don't stack several requests into one follow-up; ask for the one thing that's blocking you.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Name
{fill:Name} - The person you're following up with. It appears twice in some versions; Retext asks for it once each time the snippet expands.
- Topic
{fill:Topic} - The subject in a few words, e.g. "the Q3 budget numbers".
- What you need
{fill:What you need} - The specific thing, e.g. "your sign-off on the draft".
- Deadline
{fill:Deadline} - A day the reader can plan around, e.g. "Thursday".
- Cursor
{cursor} - Where your cursor lands after the snippet expands, so you can start typing the personal part straight away.
Tips
- •{cursor} lands your cursor after the template, so you can add one personal line, such as a reference to their last message.
- •Name a date, not "soon". If you don't have a hard deadline, use one that's reasonable and say it's flexible.
- •If this is a second follow-up, switch to the no-response template, which is built for that.
Works in Gmail, Outlook, Slack and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Questions
How do you write a follow up email?
Restate what you need in one sentence, give a date, and make answering easy. Leave out apologies for following up; it's a normal part of work.
How long should I wait before following up?
Three to five working days for most requests. If there's a deadline, follow up early enough that the person still has time to act.
What should the subject line be?
Reply in the original thread so the context is there. If you're starting fresh, put the request in the subject, e.g. "Sign-off needed by Thursday: Q3 budget".
Related templates
Follow up after no response
;em-nudgeEmail & out of office
Hi [Name], I know things get busy, so I'll keep this short. Are you still able to [The ask]? A quick yes or no is all I…
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;em-remindEmail & out of office
Hi everyone, A quick reminder that [Task] is due [Due date]. You can do it here: [clipboard] If you've already done it,…
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;sl-nudgeSales
Hi [First name], Checking in on [Next step]. Is it still on the cards for this month, or has something else jumped the q…
Meeting recap
;em-recapEmail & out of office
Hi all, Thanks for your time on [weekday]. Here's what we agreed on [Meeting topic]: Decisions - Actions - [Owner one]:…
Type ;em-followup, get the whole reply
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