Best Follow-Up Email Templates in 2021

Here are the 5 Best Follow-Up Email Templates to Use in 2021:

1. After The Initial Meeting

You met with the prospect and went through your sales pitch. You left the meeting feeling confident that you’ve just initiated a deal, yet here you are, three days later and you haven’t heard back from them.

This is the classic ‘gentle reminder’ or ‘touching base’ email. The key here is to move the conversation forward and provide a concrete reason for a response.


Subject line: Are you ready for a follow-up

[Name], I’m writing to thank you for your time and to find out how you’d like to move the conversation forward.

If you’re still interested, please suggest a next step.

I await your response


While it is important to give prospects as much info as possible initially, it is a great boost to follow-up if there was a question that remained unanswered or that needed consultation on your part. It may even be worth creating this situation in your sales pitch.

This follow up email template came from’s “15 Sales Follow-Up Email Templates Proven to Get a Response.”

2. Following Up After a Voicemail or Sales Call

A follow up email after a sales call can be a make-or-break moment. Depending on how the call went, this could potentially redeem an otherwise challenging conversation, or reinforce a great impression. 


Subject line: [Call me back when you can!]

Hi [name],

I tried calling you earlier about (subject). Could you give me a call back when you can? I’ll be available the rest of the afternoon and tomorrow.

Thanks in advance!

[signature] shared “21 Sales Email Follow Up Templates That Work.”

3. Follow-up Email to a Client or Inbound Lead

Even after generating an inbound lead, you have to nurture it. 

When someone entrusts you with their personal information and email address, whether it’s in return for a cheat sheet PDF, a product demo, or another lead magnet, it’s a symbol of trust. 

Do not abuse this trust but, on the contrary, use it to convert your leads into customers.


Subject line: Following up regarding the [Subject of request]

Hi [First Name],

I noticed you signed up for the free trial. That is why I decided to send you some resources that can help you get started with [Company name]:

[Resource 1]
[Resource 2]
[Resource 3]

Please don’t hesitate to contact me in case you have any questions. I’d be happy to give the necessary assistance.


[Your name], [Your position] at [Company name]

This follow up email template came from’s  “Free Follow-Up Email Templates For Any Purpose.”

4. When They Asked You to Circle Back Later

What’s your first reaction when your alarm goes off in the morning?

Snooze. It’s how we procrastinate dealing with sales outreach, too.

Instead of taking a meeting or committing to a contract, we say, “let’s check back next quarter.”

If you’re the salesperson circling, you need to deliver tangible, relevant information. Here’s a good follow up email that I received after going through a demo (names changed):

Hi {!First Name},

I know we’re still in a holding pattern, but I wanted to send over a customer case study that speaks to how {!Customer Name} leveraged {!type of product/service you offer} to {!What they accomplished — HARD METRIC}. 

What sort of timelines do you think we’re looking at to pick this back up?

Thanks! shared “15 Follow-Up Email Template Samples [Updated 2021].”

5. After Several Follow Ups

Still no response? At this point, it might be time for the break up email.

If you continue the conversation, you’ll likely be wasting your time. You’re also probably annoying your prospect.

However, it’s still important to “break up” with your prospect in a professional way that leaves them feeling positive about you and the company you work for, even if they’re certain they won’t be doing business with you at this time. 

Who knows? They may refer you to someone else and/or want to reach out to you in the future.


Subject line: It isn’t you, it’s me

[First Name], I haven’t heard back from you since our last conversation. We’ve spent a good deal of time together, and I hope I’ve given you some good ideas for your ____ initiatives.

Please let me know if _____ is a priority for you now, or perhaps sometime in the future.

Your follow up is greatly appreciated.

16 Templates For The Sales Follow Up Email” from shared this template.

How Will You Use These Follow-Up Email Templates in 2021?

Follow-Up Email Tip: Before you start your follow up email campaign, be sure you have the correct B2B lead generating and sales prospecting tool to find email addresses, direct dial phone numbers, and even cell or mobile phone numbers for the decision makers you are targeting for your outreach.

Swordfish AI provides the most accurate B2B and B2C contact information, including cell phone numbers and email addresses of executives, managers, and key decision-makers. Try Swordfish AI now.

Cover Image Licensed from: / Vadim Guzhva.

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