We’ve all been there. You send an important email and then wait. And wait. But your inbox stays empty. No replies show up. The clock keeps ticking on your deadline.
This situation happens because most people deal with full inboxes every day. Your message might be sitting unread or forgotten. That’s why knowing how to send a good follow-up email matters so much. The right follow-up can get you the response you need without sounding rude or pushy.
Urgent Follow-Up Email Samples
These email templates will help you get responses when you need them fast. Each one can be changed to fit your needs.
1. First Gentle Reminder
Subject: Quick Follow-Up: [Original Subject]
Hi [Name],
I hope you’re doing well. I sent an email last Tuesday about [topic] and wanted to check if you had a chance to look at it.
We need to make a decision by this Friday, so your input would be really helpful. Please let me know your thoughts when you get a moment.
Thanks, [Your Name]
[Signature block with full name, job title, company name, phone number, and email address]
2. After a Meeting Follow-Up
Subject: Next Steps from Our Meeting
Hello [Name],
Thank you for the meeting yesterday. I enjoyed our talk about [topic].
As we agreed, I need your approval on the project plan by tomorrow so we can start working on it right away. I’ve attached the document again for your review.
Could you please take a look and let me know if you approve? We’re ready to start as soon as we hear from you.
Thank you for your time, [Your Name]
[Signature block with name, job title, and contact details including LinkedIn profile]
3. Sales Proposal Follow-Up
Subject: Time-Sensitive: [Company Name] Proposal
Dear [Name],
I hope this email finds you well. I wanted to follow up on the sales proposal I sent on [date] for [product/service].
Our special pricing offer will end this Friday, and I wanted to make sure you have all the info you need to make a decision. The 20% discount would save your company about $[amount] yearly.
Do you have any questions I can answer? I’m happy to jump on a quick call today or tomorrow if that would help.
Best regards, [Your Name]
[Signature block with name, title, company logo, phone number, and email address]
4. Job Application Follow-Up
Subject: Following Up – [Position] Application
Dear [Hiring Manager’s Name],
I submitted my application for the [Position] role at [Company] two weeks ago and am very excited about the chance to join your team.
The position seems like a perfect match for my skills in [relevant skills], and I’m eager to discuss how I can help [Company] reach its goals.
Could you share any updates on the hiring process? I’m happy to provide any extra info that might help with your decision.
Thank you for your time, [Your Name]
[Signature block with full name, phone number, email, and LinkedIn profile URL]
5. Deadline-Driven Project Follow-Up
Subject: URGENT: [Project Name] Deadline Tomorrow
Hi [Name],
I hope your week is going well. I’m reaching out about the [Project Name] that’s due tomorrow.
We still need your feedback on the final design before we can send it to the client. Without your approval, we risk missing our deadline and disappointing the client.
Could you please review the attached file and send your feedback by 3 PM today? If you’re too busy, a quick call would work too.
Thanks for your help, [Your Name]
[Signature block with name, department, company name, and all contact information]
6. Customer Support Follow-Up
Subject: Still waiting to help with your issue #[Ticket Number]
Hi [Customer Name],
I hope you’re doing well. I sent you some questions about your support ticket on [date] but haven’t heard back.
Your ticket will close automatically in 48 hours if we don’t get a response. We really want to help fix your issue with [product/service].
Please reply with the info I asked about, or let me know if you’ve fixed the problem another way.
Here to help, [Your Name]
[Signature block with support agent name, support team name, company logo, and help center link]
7. Invoice Payment Reminder
Subject: Payment Reminder: Invoice #[Number] (Due Today)
Dear [Client Name],
I hope all is well with you. This is a friendly reminder that payment for Invoice #[Number] in the amount of $[Amount] is due today.
For your ease, I’ve attached the invoice again and included our payment options below:
[Payment methods listed here]
Please let me know when the payment has been made or if you have any questions.
Thank you for your prompt attention to this matter, [Your Name]
[Signature block with accounting department details, company name, and payment contact information]
8. Event RSVP Follow-Up
Subject: Last Chance to RSVP: [Event Name] on [Date]
Hello [Name],
We noticed you haven’t responded to our invitation to [Event Name] happening on [Date] at [Time].
The RSVP deadline is tomorrow, and we need to give final numbers to the caterer. We’d love to have you join us for this special event.
Please let us know if you can attend by clicking the RSVP button below or replying to this email.
Looking forward to your response, [Your Name]
[Signature block with event coordinator title, company name, and event contact details]
9. Partnership Proposal Follow-Up
Subject: Time-Sensitive Partnership Opportunity – [Company Name]
Dear [Name],
I hope this message finds you well. I’m following up on my email from [date] about a possible partnership between our companies.
Our team has set aside resources for this project, but we need to finalize plans by [date] to stay on schedule. The opportunity could increase both our revenues by an estimated 15% in the first year.
Would you be open to a 15-minute call this week to discuss the next steps? I’m free on [list 2-3 specific times].
Thank you for considering this partnership, [Your Name]
[Signature block with business development title, company information, and professional social media links]
10. Networking Follow-Up
Subject: Great to meet you at [Event] – Let’s connect
Hi [Name],
It was great meeting you at [Event] last week. I enjoyed our chat about [specific topic you discussed].
You mentioned you were looking for [something they needed], and I found a resource that might help. I’ve attached it to this email.
I’d love to continue our conversation over coffee next week. Are you free on Tuesday or Wednesday afternoon?
Hope to hear from you soon, [Your Name]
[Signature block with professional title, personal website link, and social media handles]
11. Information Request Follow-Up
Subject: Quick Question: [Specific Info] Request
Hello [Name],
I sent an email last week asking for some information about [topic], but I know how busy things get.
We need this data for a report we’re finishing this Thursday. Without it, our analysis will be missing a key part.
Could you please send over the [specific information] today? Even partial information would help us move forward.
Thanks so much, [Your Name]
[Signature block with research team position, department name, and contact details]
12. After No Response to Multiple Emails
Subject: Final Follow-Up: [Original Subject]
Hi [Name],
I’ve reached out a few times about [topic] but understand you must be very busy.
This matter needs attention by [specific date] because [clear reason for urgency]. After that date, we’ll need to [what will happen if no response].
If I don’t hear back by [date], I’ll assume [alternative plan] and proceed accordingly. Of course, I’d much prefer your input.
Thank you for your understanding, [Your Name]
[Signature block with professional photo, title, company information, and phone number]
13. Conference Call Scheduling
Subject: URGENT: Decision needed for [Project/Topic] call time
Hello [Name],
I hope your day is going well. I’m trying to schedule the conference call about [topic] that we need to hold this week.
Most team members are available on [day] at either 10 AM or 2 PM. Could you please let me know which time works better for you by the end of today?
If I don’t hear back, we’ll schedule for 2 PM as that seems to work for most people, but we really want to make sure you can join us.
Best regards, [Your Name]
[Signature block with team coordinator role, department information, and scheduling contact details]
14. Vendor Response Needed
Subject: URGENT: [Product/Service] Decision Required Today
Dear [Vendor Name],
We’re waiting for your response regarding the [product/service] quotes you sent on [date].
Our team needs to place the order today to meet our production schedule. Without these supplies, we face possible delays that would affect our customers.
Please confirm if you can provide the items as quoted by 3 PM today. If we don’t hear back, we may need to go with another supplier this time.
Thank you for your prompt attention, [Your Name]
[Signature block with procurement position, company details, and urgent contact phone number]
15. Final Attempt Before Escalation
Subject: URGENT: Last Call for [Topic] Feedback Before Escalation
Hello [Name],
I hope this email finds you well. This is my final attempt to get your input on [specific topic/decision].
Our policy requires me to escalate this matter to [higher authority/department] by the end of today if we don’t have your response. This could lead to [consequences of escalation].
I’d much rather work directly with you on this. Could you please take 5 minutes to review the attached document and give your approval or suggestions?
Thank you for your understanding, [Your Name]
[Signature block with position showing authority level, formal company details, and both email and direct phone line]
Wrap-up: Effective Email Follow-ups
Following up on emails takes skill. You want to be firm enough to get noticed but not so pushy that you annoy the person. The key is to clearly state why you need a reply soon.
Always make your subject line clear. Say what you need and when you need it. Keep your message short and focused on the main point.
If you still don’t get a reply after a few tries, try a different way to reach out like a phone call. Sometimes a quick chat can solve things faster than more emails.