Politely Follow Up – Introduction
Have you ever sent a message, waited… and waited… and still received no response? It can be frustrating – but following up can feel awkward. You don’t want to sound rude, impatient or pushy. So how do you write a follow-up email that’s polite and professional and gets a reply?
In this article, I’ll show you how to write clear and respectful follow-up messages that maintain good working relationships. This builds on the advice in my previous guide, Mastering Concise and Professional Business Emails, so be sure to check that out too if you haven’t already.
Let’s get started.
When Should You Follow Up?
Following up is normal – everyone needs to do it. But when you follow up is important.
Here are some general guidelines:
- After a first email: Wait about 2–3 business days for non-urgent matters, or 5–7 days for less time-sensitive issues.
- If a deadline is coming up: Follow up 1–2 days before the due date.
- After a meeting: You might follow up the same day or the next day to confirm next steps.
👉 Tip: Always consider the other person’s schedule. If they’re in a different time zone or you know they’re busy, give them a bit more time.
Be Polite—Not Passive-Aggressive
The tone of your message makes all the difference. You want to be polite and professional – not impatient or demanding.
❌ Don’t say:
“I’m still waiting for your response.”
“I’ve emailed you twice now.”
“You were supposed to get back to me by now.”
These phrases can sound accusing – even if you don’t mean them that way.
✅ Instead, try:
“Just following up to see if you’ve had a chance to look at my previous email.”
“I wanted to check in and see if you need anything else from me to move forward.”
“I know you’re busy, so I thought I’d send a quick reminder.”
These options sound much more understanding and collaborative.
How to Structure a Polite Follow-Up Email
A good follow-up email is short, clear and easy to reply to.
Here’s a simple structure you can use:
🔹 Subject Line Ideas:
- Follow-up: [Project Name]
- Quick Check-In: [Previous Topic]
- Just Touching Base on [Request]
🔹 Greeting:
Stick to your usual professional style.
Dear Sophie,
Hello Ahmed,
Hi Jacob,
🔹 Brief Reminder:
Summarise the purpose of your original message.
I just wanted to follow up on the proposal I sent last week regarding the sales strategy review.
🔹 Gentle Nudge:
Ask for a response or suggest the next step.
Please let me know if you need anything else from me.
I’d really appreciate it if you could let me know your thoughts when you have a moment.
If it helps, I’d be happy to resend the file or provide any additional info.
🔹 Close Politely:
End with a warm and respectful sign-off.
Thanks again for your time.
Looking forward to hearing from you.
Best regards,
Kind regards,
Many thanks,
Useful Follow-Up Phrases
Here are some ready-to-use expressions you can build into your follow-up emails:
- “Just checking in on my last email regarding…”
- “I wanted to follow up and see if you had a chance to…”
- “I know you’re busy, so I’m happy to wait if needed – just let me know.”
- “When you have a moment, I’d appreciate your feedback on…”
- “Please feel free to let me know if you prefer a different deadline or approach.”
Good vs. Bad Follow-Up Examples
Let’s look at two examples:
❌ Too Pushy:
Subject: Why Haven’t You Replied Yet?
Hello,
I’ve sent you this file twice now and still no reply. Please respond as soon as possible. This delay is unacceptable.
Regards,
Jamie
This email sounds frustrated, accusatory and demanding. It’s unlikely to get a warm response.
✅ Polite and Professional:
Subject: Follow-up on Sales Proposal
Hi Taylor,
I hope you’re doing well. I just wanted to follow up on the sales proposal I sent last week. Please let me know if you have any questions or would like to schedule a meeting to discuss.
I’d really appreciate your thoughts when you have a moment.
Best regards,
Jamie
This version is respectful, clear, and keeps the conversation open.
What If You Still Don’t Get a Reply?
Sometimes, even a polite follow-up doesn’t work. If that happens:
- Wait a few more days, then follow up one last time.
- Try a different channel: phone call, messaging app or a colleague if appropriate.
- Acknowledge the delay calmly and ask if there’s a better time or method to continue.
Here’s a final follow-up example:
Just checking in one last time regarding the proposal. If now isn’t the right time, I completely understand – please feel free to let me know if you’d prefer to revisit this later.
Final Thoughts
Following up doesn’t have to feel uncomfortable. With the right tone and structure, you can remind someone without sounding pushy – and even build better communication in the process.
If you want more help writing professional emails, check out this guide on concise and professional business emails.
And if you’re working in English and want to feel more confident in your writing, speaking and workplace communication, why not join our community for professionals who need English for work? You’ll find support, resources and expert tips to help you communicate clearly and effectively every day.
