How to Write a Follow-Up Email When Someone Hasn’t Replied
How to write a polite follow-up email when you haven’t heard back: when to send it, what to say, and eight templates for work, clients, and urgent requests.
3 min read
Quick answer
Wait two to five working days, then reply in the same thread with a short, friendly message that restates your request in one sentence and makes it easy to answer. Avoid guilt-tripping phrases like “per my last email.” If there’s still no reply, follow up once more about a week later.
People don’t ignore emails on purpose; they get buried. A good follow-up brings your message back to the top and makes it easy to reply.
When to follow up
| Situation | Wait |
|---|---|
| Urgent request with a deadline | 1 working day |
| Normal work request | 2–5 working days |
| Client or external contact | 3–5 working days |
| Second follow-up | About 1 week after the first |
How to write a follow-up email
- Reply in the same thread so the context is right there.
- Open politely, without blame.
- Restate your request in one clear sentence.
- Make it easy: ask a yes/no question or suggest a time.
- Close with thanks.
Phrases to use (and avoid)
| Use | Avoid |
|---|---|
| I wanted to follow up on my email below. | Per my last email… |
| Just bringing this back to the top of your inbox. | As I already mentioned… |
| I know you’re busy, so I’ll keep this short. | I still haven’t heard back from you. |
| Any update on this? | Did you get my email??? |
Follow-up email templates
1. General follow-up
2. Gentle reminder
3. Urgent follow-up
4. Following up with a client
5. Following up on an invoice
6. Following up after a meeting
7. Second follow-up
8. Final follow-up
Frequently asked questions
How long should I wait before sending a follow-up email?
Two to five working days for most work emails. For urgent requests, one working day is fine if you explain the deadline.
How do you politely say you haven’t received a reply?
Try “I wanted to follow up on my email below” or “Just bringing this back to the top of your inbox.” Both are polite and don’t blame the reader.
Should I reply to the original email or start a new one?
Reply to the original email so the reader can see the context without searching.
How many follow-up emails is too many?
Two or three at most. After that, try a different channel such as a call or message, or accept that the answer is no.