Free templates
Follow-up templates that say why you are getting in touch
Twenty templates for four situations, each with a phone version and a short e-mail or message. Fill in the square brackets, copy the text and adjust it to your own words. None of them invents urgency or pretends to just be checking in.
What every template here does
- It names the real earlier contact and what you agreed, so the person remembers why you write.
- It asks one clear question or proposes one next step, with no invented deadline or pressure.
- It makes it easy to say no or not now. If the answer is no, you thank the person and close the topic.
Filter by situation
Shown: 20 of 20
After a call
Summary of what was agreed
Phone
Hello [Name], [Your name] from [Company]. Thank you for the call earlier. I wrote down that I will [what you promised] by [date] and that you will [what they promised]. Did I get that right?
Short e-mail or message
Hello [Name], thank you for the call today. As agreed, I will [what you promised] by [date], and you will [what they promised]. Please tell me if I have missed anything.
Why it works: Puts the agreement in writing so both sides can correct it.
After a call
Sending the promised material
Phone
Hello [Name], [Your name] from [Company]. I sent you the [material] we talked about. Did it arrive, and is there anything in it you would like me to explain?
Short e-mail or message
Hello [Name], as promised, here is the [material] from our call. If a part is unclear, tell me and I will explain it.
Why it works: Keeps a promise made on the call and invites questions.
After a call
Customer needed time to think
Phone
Hello [Name], [Your name] from [Company]. You said on [date] that you needed some time. I do not want to rush you. Would it help if I called back on [date], or would you prefer to get in touch yourself?
Short e-mail or message
Hello [Name], thank you for the call on [date]. Take the time you need. If you want, I can get back to you on [date], and if not, just tell me.
Why it works: Respects the request for time and lets the person choose.
After a call
Customer raised a concern
Phone
Hello [Name], [Your name] from [Company]. On [date] you mentioned that [concern]. I have thought about it and would like to tell you [honest answer]. Is that a good moment?
Short e-mail or message
Hello [Name], you raised [concern] on our call. Here is my honest answer: [answer]. If it does not settle the question, tell me and I will say so.
Why it works: Answers the real concern, including when the answer is not a perfect fit.
After a call
Call ended without a decision
Phone
Hello [Name], [Your name] from [Company]. We did not reach a decision on [date], which is fine. Is this still something you want to look at, or should I close it on my side?
Short e-mail or message
Hello [Name], we did not settle [topic] on our call. Is it still relevant for you? A short yes or no is enough, and I will respect either.
Why it works: Gives permission to say no and close the topic.
After a quote
Quote just sent
Phone
Hello [Name], [Your name] from [Company]. I sent the quote today. Did it reach you, and would you like to go through it together?
Short e-mail or message
Hello [Name], I have sent the quote for [subject]. It is valid until [date, only if true]. If anything needs explaining, tell me and I will gladly go through it.
Why it works: Checks that it arrived, with no push to decide.
After a quote
Questions about the quote
Phone
Hello [Name], [Your name] from [Company]. You have had the quote since [date]. Are there parts you would like me to explain, such as [price, scope or timing]?
Short e-mail or message
Hello [Name], do you have any questions about the quote of [date]? I can explain the price, scope or timing on a short call.
Why it works: Names the usual doubts so the person can pick one.
After a quote
No reply to the quote
Phone
Hello [Name], [Your name] from [Company]. I sent the quote on [date] and have not heard back, which is completely fine. Is it still something you are considering, or should I stop following up?
Short e-mail or message
Hello [Name], I have not heard about the quote of [date]. If you decided otherwise, a short no is welcome and I will close it.
Why it works: Offers a clean way to end the follow-ups.
After a quote
Quote is too expensive
Phone
Hello [Name], [Your name] from [Company]. You said the price was higher than you expected. I would like to understand what you compared it with. May I ask two short questions?
Short e-mail or message
Hello [Name], thank you for your honest feedback on the price. If you tell me your budget and priorities, I can say what is possible and what is not.
Why it works: Asks instead of discounting, and accepts that it may not fit.
After a quote
Customer chose someone else
Phone
Hello [Name], [Your name] from [Company]. I understand you went with another provider. Thank you for letting me know. May I ask what decided it, so I can learn from it? No obligation.
Short e-mail or message
Hello [Name], thank you for the answer. If you are willing, one line on what decided it would help me. If not, I wish you success with the project.
Why it works: Accepts the decision and asks for feedback politely.
No answer
First missed call
Phone
Hello [Name], [Your name] from [Company]. I tried to reach you about [topic]. When would suit you for a short call? I can also write to you if you prefer.
Short e-mail or message
Hello [Name], I tried to call you about [topic]. When is a good time for a short call, or would you rather continue in writing?
Why it works: Gives two ways to reply and no reproach.
No answer
Voicemail
Phone
Hello [Name], this is [Your name] from [Company], phone [number]. I am calling about [one-line reason]. If it is useful, call me back, and if not, no problem. Again, [Your name], [number].
Short e-mail or message
Hello [Name], I left you a voicemail about [reason]. My number is [number]. Reply when it suits you.
Why it works: Short, repeats the number and makes no false urgency.
No answer
Second attempt, different time
Phone
Hello [Name], [Your name] from [Company]. I called on [date] and am trying a different time of day. Is there a time that is better for you?
Short e-mail or message
Hello [Name], I tried to reach you on [date] and again today at a different time. Tell me what time suits you and I will call then.
Why it works: Changes the time and asks for the person's preference.
No answer
Last attempt
Phone
Hello [Name], [Your name] from [Company]. I have tried a few times about [topic]. If it is not a priority, a short reply is enough and I will stop calling. My number is [number].
Short e-mail or message
Hello [Name], this is my last message about [topic] for now. If it becomes relevant, you can reach me at [number]. Thank you for your time.
Why it works: Offers a way to stop and does not keep chasing.
No answer
Reaching the right person
Phone
Hello, [Your name] from [Company]. I tried to reach [Name] about [topic]. Could you tell me who looks after [area]? I would gladly contact them directly.
Short e-mail or message
Hello, I am looking for the person responsible for [area]. Could you forward this message or tell me who it is? Thank you.
Why it works: Honest about not knowing who to ask.
After a meeting
Thank you after a meeting
Phone
Hello [Name], [Your name] from [Company]. Thank you for yesterday's meeting. Was there anything you would like me to repeat or explain better?
Short e-mail or message
Hello [Name], thank you for the meeting on [date]. I enjoyed learning about [specific thing they said]. I will send the summary by [date].
Why it works: Refers to something they really said, not a generic line.
After a meeting
Meeting summary and next steps
Phone
Hello [Name], [Your name] from [Company]. I sent you a summary of our meeting. Please look at the next steps: [step one] and [step two]. Does that match your understanding?
Short e-mail or message
Hello [Name], summary of our meeting on [date]: [point one], [point two]. Next steps: [step], owner [name], by [date]. Please correct anything that is wrong.
Why it works: A short list with owners and dates that both sides can check.
After a meeting
Open questions from the meeting
Phone
Hello [Name], [Your name] from [Company]. Two questions from our meeting remained open: [question one] and [question two]. I have an answer for the first one and would like to hear your view on the second.
Short e-mail or message
Hello [Name], two points from our meeting are still open: [question one] and [question two]. Here is what I know: [answer]. What is your view?
Why it works: Names the open items instead of a vague check-in.
After a meeting
Introducing a colleague
Phone
Hello [Name], [Your name] from [Company]. After our meeting I think [Colleague] can help with [topic] better than I can. Is it all right if I introduce you?
Short e-mail or message
Hello [Name], for [topic] the best person is my colleague [Colleague]. May I share your contact details with them? I will do it only with your agreement.
Why it works: Asks permission before passing on contact details.
After a meeting
Meeting but no clear next step
Phone
Hello [Name], [Your name] from [Company]. After our meeting I am not sure what you would like to do next. That is fine. Would you prefer to continue, wait or leave it?
Short e-mail or message
Hello [Name], thank you for the meeting on [date]. We did not agree on the next step. Would you like to continue, wait or leave it? Any of the three is fine.
Why it works: Offers three honest options, including to stop.
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