Follow-up email templates

When: 3–4 days after a proposal, no reply.

Re: [Project] proposal

Hi [Name], just checking the proposal reached you. Happy to adjust the scope or the start date if that helps. Would a 15-minute call this week be useful?

When: a week after a quote, before it expires.

Your quote for [job]

Hi [Name], your quote for [job] is still held at [price] until [date]. If anything has changed on your side, tell me and I’ll update it.

When: you said you’d send something by a date.

[Thing], as promised

Hi [Name], here’s the [thing] I promised on [day]. Let me know if anything needs changing before [next step].

When: you can’t keep a date you gave.

Update on [thing]

Hi [Name], I said I’d have the [thing] to you by [day]. It’ll be [new day] instead, because [one-line reason]. Sorry for the wait.

When: a regular has been quiet longer than usual.

Checking in

Hi [Name], it’s been a while since your last [order/brief]. Anything coming up we should plan for?

When: a regular is past their usual reorder date.

Your usual order

Hi [Name], you usually reorder around now. Shall I get the usual [items] ready for [day]?

When: a customer moved a meeting or deadline.

Re: [meeting], new date

Hi [Name], [new date] works. I’ve updated the plan to match and attached the new version.

When: someone asked something and nobody replied.

Re: [their subject]

Hi [Name], sorry for the slow reply on [question]. The short answer: [answer]. Happy to go into more detail.