How to Write a Follow-Up Email That Actually Gets a Response

We’ve ALL been there before - waiting on a response, sending a million follow up emails, and rolling our eyes at the number of unread emails in our inbox. 

As someone who trains on the importance, impact, and best practices of email communication, this ONE lesson is not to be overstated: email is the backbone of business communication with nearly 73% of all business communication happening via email. 

Not phone calls, not Zoom meetings, and definitely not old school handshakes across the table.

If you want to move business forward, mastering email (and the follow-up) is essential. 

In almost every workshop I conduct I always ask for a raise of hands for who is an “inbox zero” kind of person and who is an inbox “thousands of unread emails” kind of person. 

Without fail, the room is always split 50/50. Want to know my take on why this is almost always a split? 

Because you, as a busy successful business professional, were never taught how to manage your inbox, write, and respond to emails effectively. 

On your first day of work you were handed a new laptop/computer, given the IT instructions, logged in, and were off to the races!

But a big challenge of inadequate email communication is the fact that we all have different communication styles and that is extremely apparent in email communication. 

• Gen X and Boomers often write formally, complete with perfect grammar (while younger generations see that as “is my boss mad at me) simply because they added a period at the end of their sentence

• Millennials lean on lots of exclamation points to sound friendly approachable (while older generations don’t know how professional an exclamation point is)

• Gen Z tends to keep things ultra-short and text-like (leaving everyone wondering if they are even good at their job)

Now imagine all of those styles colliding in one inbox. A brief message can feel curt. A super-formal note can feel stiff. And too many exclamation points can blur urgency. Add to that the reality that some people are juggling 100,000+ unread emails, and it’s no wonder your carefully written message slips through the cracks.

And at the heart of good email communication? The art of following up. 

A lack of response doesn’t mean they are disinterested, unhelpful or that you should drop it. Following up is part of doing business. The difference between an ignored email and a productive reply is how you follow up.

The Art of Following Up

Here’s a framework I share with clients who want to cut through the noise and finally get their emails answered:

1. Ditch the “just following up” and tie it back to a goal

Avoid “just following up.” Instead, connect the ask to a bigger outcome:

“I know you’ve been busy with [project]. I’m working toward [goal] and need your input to keep things moving. Could you [specific ask] by Friday?”

2. Drop the generic “let me know” and include a clear Call to Action

Don’t make the recipient guess what you need. Say it plainly:

“Can we schedule 15 minutes this week to finalize?”
“Would you be able to send [xx] by Thursday?”

3. Set a timeline

People are more likely to respond when you anchor your ask with a deadline:

“Could you share your feedback by Tuesday, Nov 4th so we can stay on track?”

4. Communicate with empathy

Recognize that people are busy. This simple act can go a long way. 

“I know you are busy so I appreciate your time in advance” 

Or

“I know you’ve had a packed calendar, my goal is to wrap this before your PTO next week so it’s not hanging over your head.”

Emails are important. Not only can you help improve your reputation as an effective email communicator but emails drive business forward and they help you build strong relationships. 

Instead of thinking of follow up emails as another pesky task on your to-do list, think of them as a way to clarify priorities and demonstrate professionalism.

With the right approach, you’ll not only get more responses but you’ll also build a reputation as someone who communicates clearly and gets things done.

Keep a few of these templates ready to go so you’re not rewriting from scratch every time. That way, you’ll respond faster, feel more confident, and get the answers you need.

And if you are looking for even more templates, check out my free Email Tip Kit.