Follow-Up Email Templates: Download for Free [2025]

Have you ever sent an email and heard nothing but silence in return? It can be truly frustrating. Besides, uncertainty creeps in: was my email too long? Too short or too boring?

The truth is that most people don’t respond right away. Not because they aren’t interested, but because their inboxes are already full, and your message simply could be lost or not prioritized. In the end, the number of emails sent and received daily is predicted to be over 376 billion in 2025. Let’s face it: it is a substantial number!

That’s when follow-up emails can do the trick and remind recipients about your (actually) useful offer. Follow-up emails provide a second chance to capture attention, restart conversations, and boost response rates. 

But how to write a follow-up email? How many should you send? How often? In this article, we’ll break down everything you need to know to write follow-ups that redirect users’ attention towards your initial offer.

Different Types of Follow-Up Emails

1. Cold outreach follow-up

A cold outreach follow-up is sent after an initial cold email to re-engage a prospect who hasn’t responded. Since cold emails often get ignored, follow-ups provide another chance to capture attention and reinforce the value of your offer. 

2. Sales follow-up email

A sales follow-up email is used to keep potential buyers engaged after they’ve shown interest but haven’t yet taken action. Whether it’s after a demo, an inquiry, or an initial conversation, a good follow-up email for sales should reinforce why your product or service is the right fit. 

3. Post-meeting follow-up

After a sales call, demo, or consultation, this follow-up email helps maintain momentum and set clear next steps. It is meant to make sure that both parties are on the same page. A well-crafted post-meeting follow-up recaps key discussion points, provides any promised resources, and confirms upcoming action items. 

4. Customer onboarding follow-up

A strong customer onboarding email follow-up ensures that a new user successfully gets started with a product or service. Instead of leaving them to figure things out alone, this email provides guidance on essential features, useful resources, and next steps. 

5. Event or webinar follow-up

An event or webinar follow-up ensures that attendees stay engaged even after the event is over. Instead of just thanking them for attending, this email should provide value by including event highlights, key takeaways, or a link to watch the recording. If the event was product-focused, it’s also a great time to introduce a relevant offer or a next step, like booking a demo or signing up for exclusive content.

6. Re-engagement follow-up

A re-engagement follow-up email is designed to bring back inactive users. Instead of just reminding them that they haven’t been active, this email should provide a valid reason to return, such as a special offer, a new feature update, or personalized recommendations based on their past activity.

Follow-Up Email Template for SaaS

Why this template works

The first thing that catches your eye with this follow-up email template is its color scheme. The combination of black and teal green looks incredibly effective and captivating. There’s something about the contrast that makes the design feel modern and confident.

Smart and easy-to-follow layout is the next thing to admire here. Instead of overwhelming the reader with walls of text, it divides content into distinct sections, using color and typography to create a positive reading experience. Looking for a quick refresher on how the service works? It’s right there in the opening. Want to see real-world success stories? Scroll down for testimonials. Need an incentive to act now? The limited-time 20% discount pops in just at the right moment.

What makes this business email follow-up so effective is how efficiently it organizes information. Each part is designed to meet a specific need—be it explaining the product, offering social proof, or creating urgency with a special offer. 

If you are looking for a follow-up email template that is informative and looks captivating, don’t look further. 

Customization ideas

Adaptive content based on engagement level

Instead of sending the same message to every recipient, the email could dynamically adjust based on how engaged the user has been. For example, if a user browsed features but hasn’t taken action, the email could highlight advanced capabilities they haven’t explored. By customizing content to match behavior, the email feels less like a mass reminder and more like a tailored experience.

Subtle FOMO element with live metrics

Adding a small but effective “Users Like You Are Loving This” section with real-time statistics can create social proof without being pushy. For example, it could say, “3,142 new users have activated this feature this week—don’t miss out!” People are wired to follow trends and trust collective behavior, so they are more likely to engage when they see that others are actively benefiting from a feature. 

Follow-Up Email Template for EdTech

Why this template works

This follow-up email template checks all the right boxes, which creates a great user experience. Right from the subject line, it feels less like a routine check-in and more like an open conversation. The design plays a big role in that. The deep red accent isn’t just for aesthetics—it adds a sense of urgency and warmth at the same time, which is a great combination for user engagement.

But the real strength of this template is in its effortless flow. The way the content is structured—visually and textually—makes it easy for the reader to find exactly what they need. Every section is placed in a way that every user can find what he is looking for easily—it starts with a friendly and engaging opening, leading straight into useful resources. Rather than overwhelming the recipient with a sales pitch, it offers a genuine reason to stay engaged. So, users can freely browse key features, dive into tutorials, or connect with the community.

If you are looking for a template that is both laid back and intense at the same time, this one blends both in the most efficient way.

Customization ideas

User-generated content (UGC) as social proof

Instead of a generic follow-up, the email could include real user success stories relevant to the recipient’s industry or use case. For example, if they signed up for project management software, they could see, “How [Company X] streamlined workflow in just 2 weeks using [feature].”

UGC makes the email feel less like an insider tip. People trust peer recommendations far more than brand messaging, which makes it a great way to nudge hesitant users toward activation.

Live “office hours” invite for personalized help

Instead of a standard help section, the email could invite users to a weekly live Q&A session where they can get tips and troubleshooting help from an expert. A real-time, interactive support option adds a human touch to an otherwise automated email.

Follow-Up Email Template for a SaaS Platform

Why this template works

This follow-up email template grabs attention with its rich, high-end design and sophisticated colors. The high-contrast header immediately establishes the purpose of the email, making it clear what the recipient should focus on. 

This email follow-up does not bury the incentive in a wall of text but presents it in a visually distinct block. Beyond just the core message, this business follow-up email smartly includes a feature highlight section that gives users a reason to engage beyond the offer itself. By showcasing key product benefits in a visually structured layout, it ensures that even those who aren’t immediately sold on the incentive still walk away with useful information. The integration of user testimonials in the lower part of the email further strengthens credibility.

In this template, every element serves a purpose and actually drives meaningful action. So, if you’re looking for a follow-up email template that blends high-impact visuals with smart messaging, this one is a standout choice.

Customization ideas

Live demo invitation with countdown

Create urgency by embedding a live demo invitation with a real-time countdown. This could be an exclusive session showcasing best practices for using the platform, making it feel more like a special opportunity rather than just another follow-up email.

Evolving content based on engagement

Design the email so that it updates dynamically based on whether the recipient has opened previous emails or interacted with certain links. If they haven’t engaged yet, the follow-up could emphasize social proof (customer success stories). If they have clicked but not converted, the email could offer an exclusive incentive or a direct line to customer support for quick questions.

How to Write a Follow-Up Email?

1. Make the subject line work

A strong follow-up email format begins with an engaging subject line. Avoid generic phrases like “Just Checking In.” Instead, try “Quick Update on [Topic]” or “Still Interested in [Product]?” to spark curiosity.

2. Be concise, but valuable

No one wants to read a long-winded email. Keep your message short, but make it worth the recipient’s time by offering something useful—a key insight, an exclusive perk, or a simple next step.

3. Personalize where possible

The best follow-up email feels tailored, not automated. Mention something specific from your previous interaction, highlight relevant features, or address a past concern.

4. Use a clear call to action (CTA)

What do you want the recipient to do next? Whether it’s booking a demo, reviewing an offer, or replying with a quick answer, guide them with a direct and easy-to-spot CTA.

5. Space out your follow-ups

Timing matters. If this is a sales follow-up email, wait a few days before following up again. For post-purchase or onboarding emails, send them when users are most likely to engage (e.g., within 24 hours of sign-up).

10 Subject Lines for Your Follow-Up Email

• Still Thinking It Over? Here’s Something to Help You Decide.
• Quick Update—This Won’t Be Available for Long!
• Let’s Pick Up Where We Left Off… 
• We Hate to Assume, but Did You Forget About This?
• One Last Thing Before You Go…
• Not to Be Pushy, but You Might Love This.
• Missed Us? We’ve Got Something New for You.
• No Rush, but We Saved This Just for You!
• Checking In—Anything Else We Can Do?
• We Noticed You’re Interested—let’s Make It Even Better.

How Many Follow-Ups to Send?

When talking about the number of follow-up emails, the answer is—it depends. For example, cold outreach and sales follow-ups might require between 3 and 5 emails, while post-meeting follow-ups won’t need more than 2 emails.

An average number falls around 3–4 emails, depending on the type of occasion, industry, and particular circumstances.

Most conversions happen between the 2nd and 4th emails, so persistence matters—but so does knowing when to stop.

How Often to Send Follow-Ups?

2–3 days after the initial message might be the right timeframe for most follow-up emails. Nonetheless, you might want to wait at least one week before sending another re-engagement email. At the same time, it is ok to send a follow-up after a meeting after just one day. 

To Sum Up

In this article, we showed how to follow up on an email in the most efficient way. Follow-up emails should not be considered simple reminders but rather a strategic part of your campaign. In this strategy, timing, relevance, and persistence without pressure play a huge role. 

The right follow-up email template can also make all the difference. By choosing professional follow-up email templates that have an appropriate design and functional structure, you provide your email with much higher chances for engagement.