How to Follow Up Without Sounding Pushy

Most unanswered emails aren't personal — people get busy. A well-written follow-up resurfaces your message without pressure. Copy these templates:

Original Message

Just following up again on this. Can you please respond? I've been waiting.

Professional Version

Hi [Name],

I wanted to follow up on my earlier message about [topic]. I understand you're likely managing a busy schedule, so please take the time you need.

That said, I'd appreciate any update you can share when it's convenient — even a quick note on timing would be really helpful.

Thank you,
[Your Name]

Polite Version

Hi [Name],

Hope things are going well! I just wanted to gently resurface my message about [topic] from [date].

No pressure at all — I just want to make sure it didn't get buried. Happy to provide any additional information that might help.

Thanks so much,
[Your Name]

Firm Version

Hi [Name],

Following up on [topic] from [date]. Could you let me know where things stand by [specific date]?

Thanks,
[Your Name]

When to Use This Template

  • When you haven't heard back after 3–5 business days
  • When a decision or approval is pending and you need to keep things moving
  • When a client or colleague has gone quiet on a project

Common Mistakes to Avoid

Starting with 'Just following up' or 'Per my last email': These phrases signal passive frustration. Open with a genuine, neutral sentence instead.
Sending multiple follow-ups in quick succession: One follow-up after 3–5 days is professional. More than two in a week signals desperation and damages relationships.
Venting frustration in the follow-up: Even if you're annoyed, keep the message neutral. Emotional follow-ups rarely produce positive outcomes.

Frequently Asked Questions

How many times should I follow up before giving up?

Two follow-ups is the professional standard. After that, the absence of a response is itself an answer. Give it one final message stating you'll move on without hearing back, then do.

Should I follow up by email or call?

Start with email. If the matter is genuinely time-sensitive and the relationship allows, a brief call after two unanswered emails is acceptable.