Documentation & Written Communication

The Art of the Follow-Up Email

Introduction

Following up is essential—decisions need confirmation, conversations need closure, next steps need clarity. Yet follow-up emails can feel awkward, pushy, or unclear. The art is in being persistent without being annoying, clear without being demanding.

Why This Skill Matters

Poor follow-up leads to dropped balls, unclear next steps, delayed decisions, and projects that stall. Effective follow-up ensures closure, maintains momentum, demonstrates professionalism, and prevents misunderstandings.

Core Principles

  1. Assume positive intent - They're busy, not ignoring you
  2. Make it easy to respond - Clear ask, simple yes/no when possible
  3. Provide context - What are you following up on?
  4. Be specific about what you need
  5. Suggest next steps - Don't just ask, propose
  6. Timeline matters - When do you need this?
  7. Adjust tone to relationship and urgency

Good Examples

First follow-up (3-5 days later):

"Hi Sarah,

Following up on my email from Tuesday about the logo file we need for launch.

What I need: Company logo in SVG format

Deadline: Friday, Oct 10

Happy to work with whatever format you have if SVG isn't available—just let me know.

Thanks!"

Second follow-up (if time-sensitive):

"Hi Sarah,

Wanted to check in one more time about the logo file. We're finalizing the website header today and would love to use the official logo.

If you're having trouble locating it or need help with file conversion, I'm happy to assist or can work with a PNG as a temporary solution.

Could you let me know status by 2pm today so we can plan accordingly?

Thanks!"

Why It Works

Polite, specific, makes it easy, offers to help, clear about urgency without being demanding.

Bad Examples

Bad

"Just following up... Did you see my email?"

Why It's Bad

Vague, no context, doesn't restate what you need, makes them search for previous email.

Bad

"I REALLY need this ASAP. This is now URGENT."

Why It's Bad

Aggressive, creates panic, doesn't help them help you, unclear what you need if they haven't seen previous email.

Tips

  1. First follow-up: 3-5 days after initial email
  2. Include context - they may not remember original request
  3. Restate what you need clearly
  4. Offer to help: "If you're having trouble with this..."
  5. Suggest alternatives when appropriate
  6. Use subject line: "Following up: [original subject]"
  7. Escalate appropriately if urgent and no response
  8. Know when to switch medium - call instead of third email
  9. After you get response, confirm and thank them

Connection to Other Skills

Requires following through, proactive communication, respectful persistence, clear writing, managing expectations about when you need things, and relationship building through considerate follow-up.

Action Items

  • Review open items - what needs follow-up?
  • Template your follow-up emails for different scenarios
  • Practice tone: persistent but respectful, not pushy
  • Make follow-ups easy to respond to - specific, clear ask
  • Track follow-ups needed - don't let things fall through cracks
  • After 2-3 email follow-ups with no response, try different medium (call, Slack)
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