Follow-up email template

Remind someone gently without any passive-aggression.

Hi David,

Wanted to make sure my email from last week didn't get buried in your inbox. If you're interested in seeing how Rudderstack might be able to simplify your data integration, I'm here to help. If not, no hard feelings!

Have a great day,

Why should you write a follow-up email

Sending a follow-up email after a meeting, sales call, or important discussion is a critical yet often overlooked step. A well-crafted follow-up email not only recaps key points, but also demonstrates your professionalism, reinforces your message, and keeps the conversation going.

Writing a follow-up email serves several important purposes:

  • Recaps the discussion. A follow-up email summarizes the main points covered in your previous conversation. It ensures that everyone is on the same page and has a written record of what was discussed.
  • Shows professionalism. Taking the time to send a thoughtful follow-up email demonstrates your attention to detail and commitment to the relationship. It shows that you value the other person's time and are invested in moving things forward.
  • Provides next steps. A good follow-up email outlines the agreed-upon next steps and action items. It clarifies who is responsible for what and sets expectations for future communication.
  • Keeps the conversation going. Sending a timely follow-up email keeps the momentum going and prevents the conversation from fizzling out. It opens the door for further dialogue and collaboration.
  • Strengthens the relationship. A personalized follow-up email helps build rapport and strengthens your professional relationship with the recipient. It shows that you're not just focused on the transaction, but also on the person behind it.

By making follow-up emails a regular part of your communication strategy, you can improve your responsiveness, stay top-of-mind with your contacts, and ultimately drive better results for your business.

Writing a follow-up email is easy with Type, the AI-powered document editor that helps you write smarter.

How to write a follow-up email

When writing a follow-up email, start by thanking the recipient for their time and reiterating the purpose of your previous conversation. This helps set the context and reminds them of your discussion.

Next, summarize the key points and decisions made during the meeting or call. Use bullet points or a numbered list to make the information easy to scan and digest. If there were any action items or next steps discussed, be sure to include those as well.

Finally, end the email with a clear call-to-action or request. This could be asking for feedback, scheduling a follow-up meeting, or providing additional resources. Make it easy for the recipient to understand what you need from them and what the next steps are.

You could also use Type and our library filled with dozens of expert-curated templates to choose from, like this sample follow-up email.

How to use this template

Here's how to go from our general template to a polished follow-up email in just a few clicks.

  1. Open up Type, click "New Document," and select the "Follow-Up Email" template from the gallery.
  2. Under "knowledge sources," you can include a link to the recipient's LinkedIn profile or company website. This will give the writing AI more context to work with.
  3. Hit "Generate," and watch as Type's writing AI creates a custom follow-up email for you in seconds.
  4. Refine the email with our Rewrite brushes. You can adjust the tone, shorten the text, enhance readability, and more.
  5. Add your own personal touches with specific details from your conversation. If you need some ideas, brainstorm with Type Chat, a chatbot that lives right next to your document.
  6. When you're done, ask Type to review your work for any grammar or spelling mistakes. A polished, error-free email will help you look professional and credible.
  7. Copy and paste your completed follow-up email from Type into your email client. It's ready to send!

Best practices and tips for success

Before you start writing, gather all the necessary information from your meeting notes or call recording. Some key details to include are:

  • The date and purpose of the conversation
  • The names and roles of the people involved
  • The main points discussed and any decisions made
  • Any action items or next steps that were agreed upon
  • Relevant attachments or resources mentioned during the conversation

Be timely: Send your follow-up email within 24 hours of the initial conversation, while the details are still fresh in everyone's mind.

Keep it concise: Aim for a short, focused email that's easy to read and digest. Use clear headings, bullet points, and white space to break up the text.

Personalize it: Avoid generic, templated language. Instead, include specific details and references from your conversation to show that you were actively listening and engaged.

Have a purpose: Every follow-up email should have a clear goal or call-to-action. Make it obvious to the recipient what you need from them and what the next steps are.

Proofread carefully: Before hitting send, double-check your email for any typos, grammatical errors, or unclear phrasing. A well-written, error-free email will help you make a positive impression.

How to access this template

Getting started with this follow-up email template is easy. Just log into your Type account and open a new document.

Once you're in the document editor, select the "Generate" button to open the "Generate Draft" menu. Tap "Use template →" to open the template menu, where you can choose "Follow-Up Email" from the options.

Your turn

Sending a timely, well-crafted follow-up email is a simple yet powerful way to build relationships, stay top-of-mind, and drive your business forward. Let Type and our proven template help you create effective follow-up emails in a fraction of the time.

Try Type out and see how easy it is to write personalized, professional follow-up emails that get results.

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