Follow-Up Prompt Templates
You get a short follow-up that reminds the person of the context, adds something useful, and makes replying take one sentence. The prompt below works in any AI assistant. It comes with a worked example, the mistakes that make AI output for this task weak, and variations for common situations.
Write a follow-up message. ## Context Who: [their role and how you know them] Original message or meeting: [what you sent or discussed, and when] What I asked for: [the original request] Responses so far: [none, a short reply, they said they would get back to you] ## This follow-up Number: [first, second, final] Something new I can add: [a useful link, update, deadline, or idea] Channel: [email, LinkedIn, text] ## Instructions - Keep it under 80 words. - Reference the earlier message in one line so they do not have to search. - Add value with the new information, not just "checking in." - End with a question they can answer in a few words. - No guilt or pressure phrases like "just bumping this" or "per my last email." - If this is the final follow-up, close the loop politely. ## Output format Subject line (if email) and message body. Then one alternative closing question.
How to use this prompt
- 1
Copy the prompt
Use the copy button, or type its Retext trigger in any app to paste it.
- 2
Open your AI assistant
Start a new chat in ChatGPT, Claude, Gemini or whichever assistant you use, so earlier messages don't steer the answer.
- 3
Fill in the brackets
Replace every [bracketed] part with your real details. Specific inputs are what make the answer specific.
- 4
Check and refine
Read the result against the goal above, then reply with one change at a time.
Worked example
What you give it
Who: head of operations at a regional grocery chain, met at a trade show. Original: I emailed 8 days ago offering a 20-minute call about reducing produce waste with our ordering software. Responses: none. Number: second. New: we just published a case study where a 12-store chain cut produce waste 18%. Channel: email.
What a good answer looks like (shortened)
Subject: 12-store grocer cut produce waste 18% Hi Marisol, Following up on my note from last week about produce waste. We just published a short case study on a 12-store chain that cut produce waste 18% in a quarter: [link] It is a two-minute read and closer to your size than most examples. Would a 20-minute call in the next couple of weeks be useful, or is waste not a priority right now? Best, Alex Alternative closing: Should I send this to someone else on your team instead?
Tips for better results
- •Spend your effort on "Something new I can add." A relevant update gives the follow-up a reason to exist.
- •Use the Number field. A final follow-up should give them an easy way to say no, which often gets a reply.
- •Offer an easy out in the closing question, like asking if the topic is a priority. It lowers the cost of answering.
- •Avoid this: Sending a follow-up that only says "checking in," which gives the person no new reason to reply.
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Our best AI prompts in one Markdown file, delivered by email. The templates here stay free either way — the pack just saves you the copying.
Variations
After a meeting
Replace Context with: We met on [date] about [topic]. Recap the two agreed next steps and confirm who owns each.
Unpaid invoice
Change the request to: Invoice [number] for [amount] was due [date]. Keep it friendly, and attach the payment link [link].
After an interview
Change Who to the hiring manager and add: Thank them for one specific thing we discussed, and restate one reason I fit the role.
Save it as a Retext snippet
Retext is a free text expander for Mac. Save this prompt once, then type ;followup in any app (ChatGPT, Claude, your editor, a browser tab) and the full prompt is pasted in.
- Click Add to Retext. The prompt installs as a snippet with the trigger ;followup.
- Change the trigger in Retext if you prefer a different one.
- Type the trigger wherever you want the prompt, then fill in the brackets.
Frequently asked questions
How long should I wait before following up?
For business email, about three to seven business days is common for a first follow-up. Space later follow-ups further apart and stop after two or three.
How many times should I follow up?
Two or three follow-ups is usually enough. Make the last one a polite close, which often prompts a reply even when the answer is no.
How do I reuse this prompt without copying it every time?
Click Add to Retext to save it as a snippet. Then type ;followup in any Mac app, including your AI tool, and the full prompt is pasted in.
Related Templates
Get the free prompt pack
Our best AI prompts in one Markdown file, delivered by email. The templates here stay free either way — the pack just saves you the copying.