The silent treatment is something we all face in our digital lives. You craft a thoughtful email, hit send with confidence, and then… nothing. Days pass with no reply, leaving you wondering if your message got buried in an overflowing inbox or if the recipient is simply too busy to respond.
This lack of response can be particularly frustrating when important decisions hang in the balance. But before you start to panic or feel ignored, take a deep breath. A skillfully written follow-up email can bridge the communication gap without coming across as pushy or desperate. The right words can gently nudge the recipient while maintaining professionalism and respect for their time.
“Waiting for Response” Email Samples
Here are 15 email templates you can use when waiting for a response. Each one fits different situations and can be adjusted to match your specific needs.
1. Friendly Reminder to a Colleague
Subject: Quick Follow-up on [Project Name] Details
Hi [Name],
Hope you’re having a good week so far. I wanted to check in about the email I sent last Thursday regarding the [Project Name] requirements.
I know things get busy, but I need your input before I can move forward with the next phase. Would you have time to respond by the end of this week?
Thanks for your help!
Best, [Your Name]
[Signature block would include: Full name, job title, department, company name, phone number, and email address]
2. Following Up on a Job Application
Subject: Following Up on [Position Name] Application
Dear [Hiring Manager’s Name],
I hope this email finds you well. I submitted my application for the [Position Name] role at [Company Name] two weeks ago on [Date].
I remain very excited about the opportunity to join your team and contribute my skills in [relevant skill]. I wanted to check if you need any additional information from me to help with the selection process.
Thank you for your time and consideration. I look forward to hearing from you.
Sincerely, [Your Name]
[Signature block would include: Full name, phone number, email address, LinkedIn profile link, and personal website if applicable]
3. Following Up After an Interview
Subject: Thank You and Follow-Up – [Position] Interview
Dear [Interviewer’s Name],
Thank you again for the opportunity to interview for the [Position] role last [day of interview]. Our conversation about [specific topic discussed] was particularly interesting, and I’m excited about the possibility of bringing my experience in [relevant skill] to your team.
You mentioned that the team would make a decision by [timeline they gave]. I wanted to check in on the status and ask if you need any additional information from me.
I appreciate your time and look forward to hearing from you.
Best regards, [Your Name]
[Signature block would include: Full name, phone number, email address, and LinkedIn profile link]
4. Request for Meeting Confirmation
Subject: Confirming Our Meeting on [Date]
Hi [Name],
I hope you’re doing well. I sent an email last week about our proposed meeting on [Date] at [Time] to discuss [Topic].
I wanted to confirm if this time still works for you, as I need to finalize my schedule for next week. If this time no longer works, please let me know what alternatives might be better for you.
Thanks for your help with this.
Kind regards, [Your Name]
[Signature block would include: Full name, job title, company name, and phone number]
5. Sales Follow-Up Email
Subject: Next Steps for [Product/Service] Implementation
Dear [Client’s Name],
Thank you for our conversation last [day of meeting/call] about how [Your Product/Service] can help [specific benefit for their business].
I sent over the proposal with pricing details on [date] and wanted to check if you’ve had a chance to review it. I’m happy to answer any questions or address concerns you might have.
Would you like to schedule a quick call this week to discuss the next steps?
Looking forward to your response.
Best, [Your Name]
[Signature block would include: Full name, job title, company name, phone number, email address, and company website]
6. Checking on Payment Status
Subject: Follow-up on Invoice #[Number]
Hello [Name],
I hope you’re well. I’m writing to follow up on invoice #[Number] for $[Amount] that was sent on [Date], which was due on [Due Date].
Could you please let me know the status of this payment? If it has already been processed, please disregard this message.
If you have any questions or need the invoice resent, please let me know and I’ll be happy to help.
Thank you for your attention to this matter.
Regards, [Your Name]
[Signature block would include: Full name, job title, company name, phone number, and email address]
7. Response to a Customer Query
Subject: Update on Your Query #[Reference Number]
Dear [Customer’s Name],
Thank you for reaching out to us about [brief description of their issue]. I wanted to check if you received my response from [date] with the solution for [brief summary of solution provided].
Have you had a chance to try the steps I suggested? I’d love to know if this resolved your issue or if you need further assistance.
We value your business and want to make sure all your concerns are addressed properly.
Thanks, [Your Name]
[Signature block would include: Full name, job title, customer support team name, company name, support email address, and phone number]
8. Requesting Feedback on a Proposal
Subject: Thoughts on [Project] Proposal?
Hi [Name],
I hope you’re doing well. I sent over the proposal for [Project Name] on [Date] and wanted to check if you’ve had a chance to review it.
Your feedback is valuable to me as it will help shape the final direction of the project. If you have any questions or suggestions, I’m all ears.
Would you be able to share your thoughts by [specific date] so we can stay on schedule?
Thank you, [Your Name]
[Signature block would include: Full name, job title, company name, phone number, and email address]
9. Checking on Decision Status
Subject: Status Update on [Decision/Approval]
Hello [Name],
I hope this email finds you well. I’m following up on the [request/proposal/application] for [brief description] that I submitted on [date].
I understand you’re busy, but this decision affects our timeline for [related project or deadline]. Could you please let me know where we stand with this?
If you need any additional information to help with the decision, please don’t hesitate to ask.
Thank you for your time.
Best regards, [Your Name]
[Signature block would include: Full name, job title, department, company name, and contact information]
10. Second Follow-Up After No Response
Subject: Re: [Original Email Subject]
Dear [Name],
I hope all is well with you. I’ve sent a couple of emails about [brief topic description] on [dates of previous emails] but haven’t heard back, which is unusual for our communications.
I understand you may be very busy, but this matter is time-sensitive because [brief explanation of urgency]. Could you please let me know if you’ve received my previous messages and when I might expect a response?
If there’s someone else I should contact about this instead, please let me know.
Thanks for your help, [Your Name]
[Signature block would include: Full name, job title, company name, phone number, and email address]
11. Following Up on Event Invitation
Subject: RSVP Reminder: [Event Name] on [Date]
Hi [Name],
I hope you’re doing well. I wanted to follow up on the invitation to [Event Name] on [Date] at [Time] that I sent on [date of invitation].
We’re finalizing our attendee list and catering arrangements, so we’d appreciate knowing if you’ll be able to join us. Please let me know at your earliest convenience.
We hope you can make it!
Warm regards, [Your Name]
[Signature block would include: Full name, job title, committee or department name, company name, phone number, and email address]
12. Request for Information Follow-Up
Subject: Follow-Up: Information Request for [Project/Research]
Dear [Name],
I hope this finds you well. I’m touching base regarding my request for information about [specific details] that I sent on [date].
This information is key to completing our [project/research/analysis] by [deadline]. Would you be able to provide an update on when I might receive this data?
Thank you for your assistance with this matter.
Kind regards, [Your Name]
[Signature block would include: Full name, job title, department, organization name, phone number, and email address]
13. Networking Follow-Up
Subject: Great Meeting You at [Event Name] – Next Steps
Hello [Name],
I hope you’ve been well since [Event Name] last [timeframe]. It was great connecting with you and discussing [topic you discussed].
I sent an email on [date] suggesting we meet for coffee to explore potential collaboration opportunities. I wanted to check if you received it and if you might be interested in meeting in the coming weeks?
Looking forward to continuing our conversation.
Best, [Your Name]
[Signature block would include: Full name, job title, company name, phone number, email address, and LinkedIn profile]
14. Urgent Response Needed
Subject: URGENT: Decision Needed on [Topic] by [Specific Deadline]
Hi [Name],
I hope you’re doing well. I’m following up on my email from [date] regarding [brief topic description] that requires your input/approval.
This is now urgent as we need to [explain consequence of delay] by [specific deadline]. Could you please review and respond today if possible?
I’m available at [phone number] if a quick call would be easier for you.
Thank you for your prompt attention to this matter.
Regards, [Your Name]
[Signature block would include: Full name, job title, department, company name, phone number, and email address]
15. Final Follow-Up Before Moving On
Subject: Final Follow-Up: [Original Topic]
Dear [Name],
I hope this email finds you well. Over the past [timeframe], I’ve reached out several times about [topic] without receiving a response.
While I understand you may be busy or this might not be a priority right now, I need to [explain what you need to do if you don’t hear back] by [date].
If I don’t hear back from you by [specific date], I’ll assume [what you’ll assume] and [what action you’ll take].
Of course, I’m still happy to discuss this if you’re interested. You can reach me at [contact details].
Thank you for your consideration.
Best regards, [Your Name]
[Signature block would include: Full name, job title, company name, phone number, and email address]
Wrapping Up: Email Follow-Ups That Get Results
Following up on emails requires a careful balance between being persistent and respectful. The key is to be clear about what you need while showing you value the recipient’s time. These 15 templates give you a starting point for different situations.
Keep these tips in mind when sending follow-up emails:
- Wait an appropriate amount of time before following up
- Keep your message brief and to the point
- Include the original email thread for reference
- Make it easy for the person to respond
- End with a clear call to action
With these strategies and templates, you’ll be better equipped to get the responses you need without damaging your professional relationships.