# Client follow-up email templates

Copy an email, replace the bracketed text and send. Each one makes one clear ask, links to what the client needs and gives a date with a reason.

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## 1. Just a gentle follow-up (general)

Subject: Following up: [what you need]

Hi [Name],

Just a gentle follow-up on my note from [day] about [topic]. To keep things moving, we need [specific thing] by [date].

Here it is again for easy reference: [link]

If it's easier to talk it through, I'm happy to jump on a quick call.

Thanks,
[Your name]


## 2. Gentle follow-up on an approval

Subject: Quick approval needed: [deliverable]

Hi [Name],

A gentle follow-up on the [deliverable] we shared on [date]. It's ready for your approval here: [link]

If you're happy with it, a quick "approved" is all we need. If you'd like changes, please send them in one set by [date] so we can keep [milestone] on [date].

Thanks,
[Your name]


## 3. Second follow-up on an approval (explain the impact)

Subject: [Deliverable] approval – timeline update

Hi [Name],

We're still waiting on approval for [deliverable]. Without it by [date], [milestone] will move from [original date] to [new date].

If anything is holding it up (questions, missing information, or someone else who needs to sign off), let me know and I'll help sort it.

[Link to the deliverable]

Thanks,
[Your name]


## 4. Follow-up on missing documents or information

Subject: Still needed: [document]

Hi [Name],

A quick reminder that we still need [document] to start [piece of work]. Here's exactly what we're looking for:

- [Item 1, with format, e.g. "2025 bank statements as PDF"]
- [Item 2]

You can [upload them here / reply with them attached]. If you don't have something yet, just tell us and we'll plan around it.

Thanks,
[Your name]


## 5. Follow-up when you need feedback, not a yes or no

Subject: Your feedback on [deliverable]

Hi [Name],

Following up on the [deliverable] we sent on [date]. To make feedback quick, three questions:

1. [Specific question]
2. [Specific question]
3. Is there anything that's clearly off?

Rough answers are fine. We'd like them by [date] to stay on schedule.

Thanks,
[Your name]


## 6. Follow-up when you suspect you're asking the wrong person

Subject: Who should approve [deliverable]?

Hi [Name],

I've followed up a couple of times about [deliverable] and want to make sure I'm not adding to your inbox unnecessarily. Is there someone else who should review and approve this?

If so, I'm happy to send it to them directly with you copied.

Thanks,
[Your name]


## 7. Follow-up after a meeting

Subject: Next steps from [meeting]

Hi [Name],

Thanks for your time on [day]. A quick recap of what we agreed:

- [Decision 1]
- [Decision 2]
- **Your next step:** [action] by [date]
- **Our next step:** [action] by [date]

Let me know if I've missed anything.

[Your name]


## 8. Follow-up on a proposal

Subject: Any questions on the proposal?

Hi [Name],

I wanted to follow up on the proposal for [project] I sent on [date]. Do you have any questions, or would it help to walk through it together?

If the timing isn't right, that's completely fine. Just let me know and I'll check back in [timeframe].

Best,
[Your name]


## 9. Gentle reminder on an invoice

Subject: Invoice [number] – due [date]

Hi [Name],

A friendly reminder that invoice [number] for [amount] is due on [date]. You can [view and pay it here / find it attached].

If it's already on its way, please ignore this. Thank you!

[Your name]


## 10. Follow-up on a stalled project

Subject: Picking [project] back up

Hi [Name],

We haven't heard from you on [project] since [date], and I want to check how you'd like to proceed. We can:

1. Restart with [next step] once we have [input], or
2. Pause until [date] and pick it up then.

Either is fine. Just let me know which works for you.

Thanks,
[Your name]


## 11. Final follow-up (closing the loop)

Subject: Closing the loop on [topic]

Hi [Name],

I've reached out a few times about [topic] and haven't heard back, so I'll assume now isn't the right time. I'll [pause this / mark it as on hold] for now.

If anything changes, just reply to this email and we'll pick it up from where we left off.

All the best,
[Your name]


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# Suggested cadence

| Situation | First follow-up | Second follow-up |
|---|---|---|
| Approval or feedback request | 2 working days after the agreed review date | 2–3 working days later, with the impact on the timeline |
| Missing documents or information | 3 working days after the request | 1 week later, offering a call or an alternative |
| No reply to a proposal | 3–5 working days | 1–2 weeks later |
| Overdue invoice | On the due date (a reminder, not a chase) | 7 days after the due date |

# Before you hit send

- [ ] One clear ask, in the first two lines.
- [ ] A direct link to the file, page or question.
- [ ] A date, and the reason it matters.
- [ ] An easy way out: "If someone else should handle this, let me know who."
- [ ] On a second follow-up, the impact of the delay on the timeline.
- [ ] If you switched to a call or chat, the ask recapped in writing afterwards.

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