Polite Follow-Up Email – Introduction
Writing a follow-up email can feel awkward – especially when you’re not sure what to say or how to say it without sounding too demanding. In a busy workplace, it’s not enough to be polite; your message also needs to be clear and easy to respond to.
This article will help you structure polite, professional and effective follow-up emails that actually get replies. If you haven’t read How to Politely Follow Up Without Sounding Pushy, it covers when and how often to follow up. Now, let’s look at how to write the actual email.
Why Clarity Matters in a Follow-Up Email
Vague or confusing emails often get ignored – not because the recipient is rude, but because they’re not sure what you want. Being polite isn’t enough; you must be clear.
Vague:
Just wondering if you had a chance to take a look?
Clear:
I’m following up on the budget proposal I sent on Tuesday. Do you have any feedback?
A clear email saves time and shows respect for the reader’s schedule.
Keep It Short But Complete
A good follow-up email is usually no longer than 4–6 lines.
It should include:
- A polite greeting
- Context (what you’re following up on)
- A request or question
- A closing line
Example:
Hello Lisa,
I hope you’re well. I just wanted to follow up on the invoice I sent last Friday.
Could you let me know if everything looks okay, or if anything needs adjusting?
Best regards,
Daniel
This message is short, friendly and easy to respond to.
Be Specific About What You’re Following Up On
Don’t assume your reader remembers your last message. Remind them what you’re referring to by including the topic, date or attachment name.
Helpful phrases:
- “I’m following up on my email from last Thursday regarding the event schedule.”
- “Just checking in on the design draft I shared earlier this week.”
Use Simple, Professional Language
Keep your sentences clear and natural. Avoid overly formal phrases that sound robotic or outdated.
Too formal:
I am writing to respectfully inquire as to whether you have had time to peruse the aforementioned document.
Better:
Just checking whether you’ve had a chance to review the document I sent last week.
Clarity improves confidence and helps avoid miscommunication.
Include a Clear Call to Action
Always let the reader know what you’re hoping for. Be specific, but still polite.
Examples:
- “Could you confirm if the timeline works for your team?”
- “Please let me know if this is moving forward or if I should prepare a new version.”
This makes it easier for the recipient to respond quickly and helpfully.
Make It Easy to Reply
The easier your email is to respond to, the faster you’ll get a reply. If possible, offer choices or ask yes/no questions.
Good example:
Would Wednesday or Thursday work for our call? I’m available from 10am to 2pm both days.
Even better:
If it’s easier, feel free to suggest a different time that suits you.
Use a Clear, Readable Format
Your email should be easy to read at a glance. That means:
- Keep paragraphs short (1–3 lines)
- Use line breaks between sections
- Use bold only if absolutely necessary (e.g. deadlines)
Avoid long blocks of text that feel like too much effort to read.
Final Thoughts
The more clearly you write, the more professional and respectful your follow-up emails will appear. Politeness matters – but clarity is what gets you results.
If you’re unsure how to time or phrase your follow-ups, check out this guide on following up without sounding pushy.
And if you’re looking for more support, join our community for professionals who use English at work. You’ll find tips, tools, and other learners just like you.
