Follow-Up Email after No Response: Best Practices That Get Replies
You've written the ideal email, clicked "send," and waited. But there's nothing but silence. In this hyper-connected era, undelivered emails are among the most significant pain points for business and sales communication. They're infuriating, and they can stand your pipeline or kill hot leads dead.
But here's a sobering fact: 80% of sales take five or more follow-ups to close a deal (HubSpot). Most give up too early—when the gold is just below the surface. A timely, value-added follow-up email can reactivate conversations, reawaken interest, and move deals forward.
In this guide, we will deconstruct the tested best practices for follow-up emails that get responses. From ideal timing and cannot-miss subject lines to templates and automation tools such as OneShot.ai, you'll leave with everything you need to make your follow-up game-winning.
Why People Don’t Respond to Emails
Before jumping into tactics, it's worth considering why prospects may not reply at all. One of the most prevalent offenders is email overload. The typical office worker receives 121 emails per day, reports Campaign Monitor. With inboxes clogged every day, it's not hard for messages—particularly bland ones—to get lost or fall low on priority.
Another reason is a lack of personalization. If your message reads like it might have been sent to a thousand individuals, it won't connect with one. Poor timing also has a role. Even a wonderful message can be ignored if it comes during a hectic hour or on a bad day. Finally, if your email does not convey clear value or a sense of urgency, it will not get noticed. They must know what's in it for them—and what they need to care about now.
The Best Timing For Follow-Up Emails
When to send a follow-up may be as crucial as what you write. An email sent at the right time can have a dramatic impact on your response rate. As a rule of thumb, send your initial follow-up 48 to 72 hours after your initial contact. If still no response, your second follow-up goes out after 5 to 7 days, followed by a third after 10 to 14 days. Lastly, a "breakup email"—a polite note that ends the process—can be sent 15 or more days after the previous attempt.
In terms of time-of-day strategy, Yesware data indicates that emails sent Tuesdays and Thursdays 8–10 AM or 2–4 PM are most likely to be opened. Synchronizing your outreach with when your prospect is most likely to open their inbox (and not be swamped) can make all the difference.
How Many Follow-Ups Should You Send?
If you're concerned that you may be seen as bothersome, here's some comfort: 80% of sales happen after the fifth follow-up (HubSpot). So, the evidence is overwhelmingly clear - polite persistence is not an annoyance; it's professional.
Your follow-up sequence should flow in a logical progression. The first message is a simple nudge, while still adding some value. For the second email, double down on the benefits and possibly add a case study or social proof. The third follow-up should create urgency (either from a deadline, limited availability, or industry trends). Finally, the breakup email ends elegantly while leaving the door open. Tip: Add a chart showing a reply rate after each stage to see visually how likely recipients are to reply after each stage.
Use OneShot.ai's follow-up tool to track and improve your email sequence.
Crafting the Perfect Follow-Up Email
Subject Lines That Get Opened
Your subject line is the guardian of your message. Unless it piques interest, the rest of the email might never be read. This is where A/B testing comes in handy. Subject lines such as "Quick question regarding [pain point]," "Follow-up on [prior conversation]," or "Do you have time to talk about [topic]?" are always effective.
Various industries and audiences react differently, so subject line testing will assist you in determining what works. You can also utilize AI-based tools to determine which subject line will work best based on previous data.
Visual Tip: A bar chart of open rates for various subject line formats is a useful visual addition.
Personalization & Value-Driven Approach
You don’t want your follow-up to come across as a robotic reminder. It should feel personalized. You should begin by addressing your prospect by name and referring to a specific aspect from your previous interaction, whether that’s from a meeting, a mutual connection, or a detail on their company’s website.
But no amount of personalization alone will make the difference. You need to deliver value. Provide a relevant article, a useful tool, or a thoughtful insight that relates to their goals or pain points.
Example Email:
Hey [First Name],
I know you’re busy, so I wanted to share this article on [specific pain point] that might be helpful.
What do you think about connecting on [Day] for a quick chat?
Best, [Your Name]
Call-to-Action That Works
A good call-to-action (CTA) does not beat around the bush. It should be specific, actionable, and respectful of their time. Some examples are:
- "Would you be available for a quick call on [Day] or [Day]?"
- "Is this in line with your priorities today?"
- "If it's not a good time, when would be better?"
Such CTAs present the prospect with clear options without forcing them.
Follow-Up Email Templates That Work
Need a jumpstart? Here are five proven follow-up templates:
- Template 1: The Value-Added Follow-Up
Subject Line: I thought this might come in handy
Hello [First Name],
Knowing how busy you are, I thought this would be a good resource for your [pain point].
This is a [case study, tool, or article] that can help with [specific issue].
Let me know if it resonates.
Best, [Your Name].
- Template 2: The Social Proof Follow-Up
Subject: How [Company X] solved [Problem]
Hello [First Name],
Wanted to follow up and let you know how [Company X] utilized our solution to get [result].
Let me know if you want to know more about how we can do the same for you.
Take care, [Your Name].
- Template 3- The Break-Up Email
Subject: Should I file away your file?
Hello [First Name],
I have tried to contact you multiple times and failed to hear from you. If now is not the right time, do just tell me.
If you are not interested, then I will close your file otherwise it would be much better to hear from you.
Best. [Your Name]
- Template 4: Follow up on Event
Subject Line: Good seeing you at [Event]!
Hello [First Name],
Nice to meet you at [event]! I just thought I'd follow up and see if you had some time to discuss [topic].
Let me know if you are available this week.
Best, [Your Name].
- Template 5: The Reminder Follow-up
Subject: Just checking in on [Topic]
Hello [First Name],
I thought I would follow up on that [topic] and see if you managed to read my last email.
Hoping to hear from you.
Best, [Your Name].
The Role of AI & Automation in Follow-Ups
AI's not a buzzword—it's revolutionizing how follow-ups get done. With tools like OneShot.ai, you can automate intelligent, behavior-based follow-up emails at scale. These apps can auto-personalize based on messages, optimize subject lines based on past performance, and send follow-ups at the ideal time based on CRM activity.
Try it out: See what OneShot.ai's AI-based email automation solution can do.
Automate personalized follow-ups and increase the number of replies. Try OneShot.ai now.
Common Mistakes to Avoid in Follow-Ups
Although follow-ups are necessary, how you send them is crucial. One of the biggest mistakes is being too aggressive. Instead, try to add value every time. Another trap is overstuffing the email with too much information—long emails tend to get ignored. Lastly, do not use generic sentences such as "just checking in." without new context or purpose. Always provide the recipient with a reason to care.
Conclusion
Successful follow-up emails are all about timing, personalization, value, and persistence. Use subject lines designed to pique curiosity, create messages that are solutions-oriented, and never hesitate to follow up more than once.
AI tools such as OneShot.ai can assist you in automating and turbocharging this process—so you spend less time composing emails and more time closing deals.
Ready to level up your email follow-ups? Begin using OneShot.ai today to automate outreach and boost replies.
FAQs
How do you politely follow up on an email with no response?
Answer:
To politely follow up on an email with no response, wait at least 2–3 days before sending a gentle reminder. Keep your tone respectful and professional. A simple message like, “Just checking in to see if you had a chance to review my previous email,” shows courtesy while prompting a response.
How to write a follow-up email after not getting a response?
Answer:
When writing a follow-up email after no response, start with a polite greeting, reference your previous message, restate your request clearly, and end with a call to action. Keep it concise and friendly. Use subject lines like "Just Following Up" or "Quick Reminder on [Topic]".
What to do if HR is not responding to a follow-up email?
Answer:
If HR isn’t responding, send a second follow-up email after 5–7 business days. Be respectful and express continued interest in the opportunity. If there's still no reply, try reaching out via LinkedIn or contact the company’s general HR email for updates.
How do you politely ask for a reply in an email?
Answer:
To politely ask for a reply, use phrases like:
- “I’d appreciate your response at your earliest convenience.”
- “Looking forward to your feedback.”
- “Please let me know your thoughts when you have a moment.”
These phrases express urgency without being pushy.
How to write a gentle reminder polite follow-up email after no response?
Answer:
Start with a friendly greeting, acknowledge that people get busy, and briefly restate your original message. For example:
“Hi [Name], just a gentle reminder about my previous email regarding [topic]. I understand things can get hectic—looking forward to hearing your thoughts!”
What is a good sample of a second follow-up email after no response?
Answer:
Subject: Just Checking In – [Your Topic]
Body:
Hi [Name],
I hope you're doing well. I wanted to follow up on my previous emails regarding [topic]. I’d love to hear your thoughts whenever you get a chance. Let me know if you need any additional information from my end.
Best,
[Your Name]
When is the best time to send a follow-up email after no response?
Answer:
The ideal time to send a follow-up email is 2–5 business days after the initial email. Tuesdays and Thursdays between 9–11 AM typically see higher open and response rates. Avoid weekends and late evenings.
What to say in a follow-up email after no response to a job application?
Answer:
In your follow-up, express gratitude for the opportunity and reiterate your interest. For example:
“Hi [HR Name], I wanted to follow up on my application for the [position] role. I remain very interested in the opportunity and would love to learn more about the next steps. Thank you for your time and consideration.”
