Follow-Up Email Templates: 15 Samples for Every Situation

A good follow-up email names the context in its first line ("Great to meet you at…", "Thanks for the call on Tuesday"), recaps what matters in two or three points, adds something useful, and ends with one clear next step. Send it the same day after a meeting or call, within 24 hours after a job interview, and within a day or two after an event, while people still remember you.

Below are 15 follow-up email templates organized by situation: meetings, sales calls and demos, job interviews, networking, introductions, and existing clients. They're written for conversations that already happened. If your problem is that someone never answered, use our follow-up emails after no response instead: the tone and timing are different.

The structure of a follow-up email that gets answered

1. Subject line that names the context. "Recap: our call on [day]", "Great meeting you at [event]". The reader should know what it is before opening it.
2. Opener that reminds who you are and where you met. One sentence. No "I hope this email finds you well".
3. The recap or the value. What was decided, the resource you promised, the answer to the question they asked. Use bullet points if there are several items.
4. One next step. A date, a question, a document to review. Several asks in one email usually means none gets done.
5. A signature that makes you easy to reach. Name, role, company, phone, LinkedIn. Our free email signature generator builds one in a minute.

When to send a follow-up email, by situation

For job interviews, the 24-hour window is the standard advice from Indeed's interview etiquette guide. The other delays are what we use in our own sales process.

Meeting and call follow-up email templates

1. Follow-up email after a meeting (recap)

Subject: Recap: [topic] meeting on [day]

Hi [First name],

Thanks for your time today. Here's what we agreed:
- [Decision 1]
- [Decision 2]
- [Open question and who answers it]

Next step: [action] by [date]. I'll [your action] on my side.

Let me know if I missed anything.

[Your name]

2. Follow-up email after a sales or discovery call

Subject: Following up on our call, [Company]

Hi [First name],

Thanks for walking me through [their goal or problem]. If I understood correctly, the priorities are:
1. [Priority 1]
2. [Priority 2]

Based on that, I'd suggest [concrete proposal: a demo with the team, a pilot, a quote]. Would [day] at [time] work for [next step]?

Best,
[Your name]

3. Follow-up email after a demo

Subject: Your [Product] demo: recording and next steps

Hi [First name],

Thanks for joining the demo. As promised:
- Recording: [link]
- The feature you asked about, [feature]: [one-line answer or link]
- Pricing for [their scenario]: [link or attachment]

Who else should see this before you decide? Happy to run a short session for [team or decision-maker].

[Your name]

4. Follow-up email after sending information they asked for

Subject: The [document/resource] you asked for

Hi [First name],

As discussed, here's [document/resource]: [link or attachment].

The part most relevant to you is [section/page], because [reason tied to their situation].

Want me to walk you through it in 15 minutes this week?

[Your name]

5. Follow-up after a missed call or voicemail

Subject: Sorry I missed you, [First name]

Hi [First name],

I just tried to call you about [topic] and left a short voicemail. The short version: [one sentence].

When is a good time to reach you, or would you rather handle it by email?

[Your name]
[Phone]

Job interview follow-up email templates

6. Thank-you email after a job interview

Subject: Thank you, [Job title] interview

Dear [Interviewer's name],

Thank you for taking the time to speak with me today about the [Job title] role. I especially enjoyed discussing [specific topic from the interview], and it confirmed how much I'd like to help [Company] with [team goal].

[Optional: one point you forgot to mention or want to strengthen.]

Please let me know if you need anything else from me. I look forward to hearing about the next steps.

Best regards,
[Your name]
[Phone] | [LinkedIn profile URL]

7. Follow-up after a second interview or final round

Subject: Thank you for today, [Job title]

Hi [First name],

Thank you for the second conversation and for introducing me to [names]. Meeting the team made the role even more concrete, especially [specific project or challenge].

If it helps your decision, I can share [work sample, references, a short plan for the first 90 days].

Kind regards,
[Your name]

If the decision date passes without news, switch to the job-interview template in our no-response follow-up guide. And if you'd rather reach the recruiter on LinkedIn, here's how to message a recruiter on LinkedIn.

Networking and introduction follow-up email templates

8. Follow-up email after a networking event

Subject: Great meeting you at [event]

Hi [First name],

It was good to meet you at [event] on [day]. I enjoyed our chat about [specific topic], and [one-line takeaway or link you mentioned].

Would you be open to a 20-minute call in the next couple of weeks to continue the conversation?

Best,
[Your name]

9. Follow-up after a trade show or conference booth visit

Subject: [Company] x [Your company], after [event]

Hi [First name],

Thanks for stopping by our booth at [event]. You mentioned [their problem or project], so here's [the most relevant resource or case] for it.

Would it make sense to show you how it works on your own [data/use case] next week?

[Your name]

10. Follow-up after a webinar

Subject: [Webinar title]: the replay and slides

Hi [First name],

Thanks for registering for [webinar title]. Here's the replay and the slides: [link].

The most asked question was [question]; the short answer is [answer]. If it applies to your team, reply to this email and I'll show you how in a short call.

[Your name]

11. Thank-you email to the person who introduced you

Subject: Thank you for the introduction

Hi [Introducer's first name],

Thank you for connecting me with [Name]. We've set up a call for [day] to talk about [topic]. I'll let you know how it goes.

I appreciate it, and if I can return the favor, just ask.

[Your name]

12. First email to someone you were introduced to

Subject: [Introducer's name] suggested we talk

Hi [First name],

[Introducer] mentioned you're working on [project] and suggested we connect, since [reason you're relevant].

Would a 20-minute call on [day] or [day] work for you?

(Moving [Introducer] to Bcc to spare their inbox.)

[Your name]

13. Follow-up email after connecting on LinkedIn

Subject: Following up from LinkedIn

Hi [First name],

Thanks for connecting on LinkedIn. I wanted to share [resource/insight] about [topic], since I saw [specific signal: their post, their new role, their company news].

Is [problem] something your team is working on this quarter?

[Your name]

For the LinkedIn side, see our LinkedIn connection message templates.

Client follow-up email templates

14. Check-in email with an existing client

Subject: Quick check-in on [project/account]

Hi [First name],

It's been [time] since [kickoff/delivery], so I wanted to check in:
- Is [deliverable or product] doing what you needed?
- Anything we should adjust before [next milestone or renewal date]?

If you have 15 minutes next week, I'd also like to share [one improvement or idea for their account].

[Your name]

15. Follow-up asking for a review or a referral after a project

Subject: Thank you, and a small favor

Hi [First name],

Thanks again for trusting us with [project]. Now that [result] is live, would you be willing to share a few words about working with us? [Review link]

And if you know someone facing [problem we solved], I'd be grateful for an introduction.

[Your name]

Subject lines for follow-up emails

• Recap: [topic] meeting on [day]
• Following up on our call, [Company]
• Your [Product] demo: recording and next steps
• Thank you, [Job title] interview
• Great meeting you at [event]
• [Introducer's name] suggested we talk
• The [document] you asked for
• Quick check-in on [project]
• Next steps for [project]
• [First name], one more idea on [topic]

Keep them specific and honest. The subject should describe the email, not trick someone into opening it.

Send follow-ups at scale without losing the personal touch

Writing these one by one works for a handful of contacts. For prospecting, useArtemis runs sequences that mix email and LinkedIn steps, writes personalized messages with AI, and sends from your own Gmail, Outlook or SMTP mailbox at a human pace, with replies from both channels in one inbox. For the first email of a sequence, see our cold email tips.

FAQ

How do you write a follow-up email?

Open with the context in one sentence (where you met, what you discussed), recap the key points or deliver what you promised, then end with one clear next step such as a date or a question. Keep it under 150 words and use a subject line that names the meeting, call or event.

How soon should you send a follow-up email after a meeting?

The same day, ideally within a few hours, while the details are fresh for both of you. A recap sent the next week loses most of its value, because decisions and owners are already fuzzy.

When should you send a thank-you email after a job interview?

Within 24 hours of the interview. Thank the interviewer, mention one specific point from the conversation and confirm your interest. If you had several interviewers, send each one a short, personalized email.

What is the difference between a follow-up email and a reminder email?

A follow-up continues a conversation that happened: a meeting, a call, an event. A reminder chases a reply or an action that hasn't come. For reminders, see our follow-up email templates after no response.

What is a good subject line for a follow-up email?

One that names the context and the content, for example "Recap: pricing call on Tuesday" or "Great meeting you at the Lyon sales meetup". If you're answering an existing thread, simply reply so the original subject is kept.