Source www.findymail.com

Following up via email is a necessary skill for any business professional. 4 essential elements of a polite follow-up request are its timeliness, tone, and structure. Timeliness refers to how long you should wait before sending a follow-up email. The tone of your email should be polite and respectful, and its structure should be clear and concise.

Following Up on Email Requests Politely

Be Prompt and Courteous

• Respond to requests within 24-48 hours, or as soon as possible.
• Use a professional and respectful tone throughout your response.

Reference the Original Request

• Clearly state the subject of the request in your follow-up.
• Avoid using generic phrases like "your email" or "previous communication."

Provide an Update

• Inform the recipient of the status of their request, even if it’s not yet complete.
• If it’s taking longer than expected, explain any delays and set a new timeline.

Offer Alternatives

• If you cannot fulfill the request, suggest alternative solutions or resources.
• This shows that you are willing to help and that you value their time.

Use Polite Language

• Use phrases like "thank you for your patience," "I appreciate your understanding," and "let me know if you have any further questions."
• Avoid using passive-aggressive or accusatory language.

Structure Your Response

Element	Purpose
Subject Line	Clearly summarizes the request and the purpose of the email
Opening Paragraph	Introduces the email and references the original request
Body Paragraphs	Provides an update on the request, offers alternatives, and uses polite language
Closing Paragraph	Thanks the recipient for their patience and offers assistance

Example Follow-Up Response

Subject: Follow-up on Document Request

Dear [Recipient Name],

I am writing to follow up on your request for the marketing documents. I have located the files and have attached them to this email.

• Marketing Plan 2023
• Product Brochure
• Case Study

Please let me know if you have any questions or if there are any other materials you need.

Thank you for your patience and understanding.

Sincerely,

[Your Name]

Sample Follow-Up Emails

Request for Interview Availability

Dear [Recipient Name],

Hope you had a wonderful week. I am writing to follow up on our conversation regarding the [Position Name] position. As discussed, we are looking to schedule an interview with you to further explore your qualifications and how you can contribute to our team.

Would you be available for an interview on [Date] at [Time]? If that time does not work for you, please let me know of your availability.

We look forward to hearing from you soon.

Best Regards,

[Your Name]

Clarification on Application

Dear [Recipient Name],

I hope this email finds you well.

I am writing to follow up on your application for the [Position Name] position. I reviewed your resume and cover letter, and I am impressed with your experience and qualifications.

However, I would like to clarify a few points on your application. Could you please provide me with the following information:

• [Clarification Question 1]
• [Clarification Question 2]

Your prompt response would be greatly appreciated.

Thank you for your time and consideration.

Sincerely,

[Your Name]

Request for References

Dear [Recipient Name],

I hope you are doing well.

I am writing to request references for your application for the [Position Name] position. As part of our hiring process, we require two professional references who can attest to your skills and experience.

Could you kindly provide us with the contact information for two individuals who have supervised you in your previous roles? Please include their names, titles, companies, and email addresses.

Your cooperation in this matter is highly appreciated.

Thank you for your time and consideration.

Best Regards,

[Your Name]

Rescheduling an Interview

Dear [Recipient Name],

I hope this email finds you well.

I am writing to reschedule our interview for the [Position Name] position. Unfortunately, [Reason for Rescheduling].

I apologize for any inconvenience this may cause. Would you be available to reschedule our interview for [New Date] at [New Time]? If that time does not work for you, please let me know of your availability.

Thank you for your understanding.

Sincerely,

[Your Name]

Follow-Up After Interview

Dear [Recipient Name],

I hope this email finds you well.

I am writing to follow up on our interview for the [Position Name] position on [Interview Date]. I would like to thank you again for taking the time to meet with me.

I was very impressed with your qualifications and experience. I believe that you have the skills and knowledge that we are looking for in this position.

I will be following up with the hiring team to discuss the next steps in the process. I will keep you informed of our decision.

In the meantime, please do not hesitate to contact me if you have any questions.

Thank you again for your time and consideration.

Best Regards,

[Your Name]

Request for Feedback

Dear [Recipient Name],

I hope you are doing well.

I am writing to follow up on my application for the [Position Name] position. I recently completed the interview process and I am eager to know the outcome.

Could you please provide me with some feedback on my performance during the interview? I am always looking for ways to improve and I would appreciate any insights you could offer.

Thank you for your time and consideration.

Best Regards,

[Your Name]

Offer Acceptance

Dear [Recipient Name],

I am writing to formally accept the offer for the [Position Name] position. I am very excited to join your team and contribute to the success of your organization.

I understand that my start date is [Start Date]. I will make sure to be present on time and prepared to begin my new role.

Thank you again for this opportunity. I look forward to working with you and the rest of the team.

Sincerely,

[Your Name]

How to Politely Follow Up on Email Requests

Question: What are some strategies for courteously following up on email requests without appearing demanding?

Answer:

• Subject: Re: [Original Request Subject Line]

• Intro: Begin with a polite greeting, acknowledging the recipient’s previous response (if any). For example: "Dear [Recipient Name], I hope this email finds you well."

• Reminder: State your initial request clearly and concisely. Avoid using accusatory or urgent language. Consider phrasing it as: "I am following up on my request for [brief description of request]."

• Reason for Follow-Up: Briefly explain why you are reaching out again. For example: "I am reaching out to check on the status of my request, as I am approaching a deadline."

• Courtesy: Express your appreciation for the recipient’s time and consideration. Use phrases such as: "I understand that you are busy, and I appreciate your attention to this matter."

• Next Steps: Politely remind the recipient of any necessary next steps or actions. For example: "Could you please provide me with an update by [date or time]?"

• Conclusion: End the email with a polite closing, such as: "Thank you for your time." Consider including a closing phrase that suggests a positive resolution, such as: "I look forward to hearing from you soon."

Question: How can I balance being assertive with being respectful when following up on email requests?

Answer:

• Timeliness: Follow up within a reasonable time frame, but avoid sending multiple emails in quick succession. Consider using a scheduling tool to remind yourself to follow up at a later date.

• Tone: Use professional and respectful language throughout the follow-up email. Avoid using forceful or demanding language.

• Personalization: Address the recipient by their name and tailor the follow-up to the specific request.

• Specificity: When asking for an update, be specific about what information you need or what action you would like the recipient to take.

• Alternatives: If appropriate, suggest alternative solutions or offer to assist in any way possible.

Question: What should I do if I have not received a response to my initial follow-up email?

Answer:

• Wait: Allow additional time for the recipient to respond. Consider waiting a week or two before following up again.

• Resend: In some cases, the original email may have been overlooked or lost. Politely resend the email, but with a different subject line to avoid appearing spammy.

• Call: If the matter is urgent, consider calling or sending a text message to the recipient. Be sure to leave a polite voicemail or message if they do not answer.

• Escalate: If multiple follow-ups have not yielded a response, consider escalating the issue to the recipient’s manager or a higher-level contact.

Thanks for reading! I hope this article has given you some helpful tips on how to politely follow up on email requests. If you have any other questions, feel free to drop me a line. In the meantime, be sure to check back for more great content on all things email etiquette.