Before you copy one
Square brackets are the parts you fill in. Change any word that doesn't sound like you, because a client can tell a template from a person.
Every email below has the same three parts:
- A subject line that says what the email is about, so it gets opened.
- One reason for writing today, in the first line.
- A question they can answer in a few words, at the end.
Each one also has a WhatsApp version. In Singapore, plenty of clients read WhatsApp before email, so use whichever channel they last replied on.
When they haven't replied to your first message
1. Two working days after a first call
Send it: two working days after the call.
Subject: Following up on our call, [name]
Hi [name],
Thanks again for the call on [day]. You mentioned [the problem they described], and I said I'd come back with [what you promised].
[One or two lines on it, or attach it.]
Would [day] or [day] suit you for a 15-minute call to go through it?
[Your name]
[Phone]
WhatsApp version:
Hi [name], it's [your name] from [business]. Following up on our call on [day]: here's the [what you promised]. Does [day] or [day] work for a quick call to go through it?
2. When they asked you to "just send some information"
Send it: the same day they ask, then use email 3 if there's no reply.
Subject: The information you asked for, [name]
Hi [name],
As promised, here's [the brochure / the price list / the details on (service)].
So I don't send you pages you won't read: is the main question [price], [timing] or [whether it fits (their situation)]?
[Your name]
WhatsApp version:
Hi [name], here's the information on [service] I promised. Is your main question the price, the timing or whether it fits [their situation]? I'll send just that part.
3. A week later, still nothing
Send it: seven days after email 1 or 2.
Subject: Is [the problem] still on your list?
Hi [name],
I haven't heard back, which usually means it's a busy month rather than a no.
Is [the problem they mentioned] still something you'd like sorted by [month], or should I check back later in the year?
[Your name]
WhatsApp version:
Hi [name], no rush on this. Is [the problem] still something you want sorted by [month], or shall I check back later?
After you've sent a quote or proposal
4. Three days after the quote
Send it: three working days after the quote went out.
Subject: Your quote for [job], any questions?
Hi [name],
I sent the quote for [job] on [day]. Have you had a chance to look through it?
If any line doesn't make sense, or you'd like a version with [fewer items / a later start date], tell me and I'll send a new one today.
[Your name]
WhatsApp version:
Hi [name], did the quote for [job] reach you? I sent it on [day], and I'm happy to explain or change any line.
5. A week after the quote, with one question
Send it: a week after email 4, if there's still no reply.
Subject: One question about the [job] quote
Hi [name],
One question, so I know what to do next: is it the price, the timing or something else that's holding this up?
Any answer helps, even "we've gone with someone else".
[Your name]
WhatsApp version:
Hi [name], one quick question on the [job] quote. Is it the price or the timing that's holding things up, or have you gone another way?
6. When they say the price is too high
Send it: within a day of hearing it.
Subject: Re: the [job] quote
Hi [name],
Thanks for telling me. Two options, so you can choose:
1. Keep the price and I'll [add something that costs you little, like an extra review / a longer warranty / a faster start].
2. Lower it to S$[amount] by taking out [item], which you could add later.
Which one is closer to what you had in mind?
[Your name]
WhatsApp version:
Thanks for being straight, [name]. I can either keep the price and add [extra], or bring it to S$[amount] without [item]. Which suits you better?
7. When the quote is about to run out
Send it: three days before the date the quote stops being valid.
Subject: Your [job] quote is valid until [date]
Hi [name],
A quick note that the price in the [job] quote holds until [date]. After that I'll need to check [material costs / my schedule] again.
If you'd like to go ahead, or need a few more days, just reply and tell me which.
[Your name]
WhatsApp version:
Hi [name], the price on your [job] quote holds until [date]. Want to go ahead, or shall I hold it a few more days?
After you've met them in person
8. The same-day recap
Send it: the same day, while they still remember the meeting.
Subject: Notes from today, and the next step
Hi [name],
Thanks for your time today. What I took away:
- You'd like [outcome] by [date].
- [Who else] needs to see it before you decide.
- Your main worry is [concern].
Next step: I'll send [what you'll send] by [day], and we'll speak on [day] at [time]. Does that still work?
[Your name]
WhatsApp version:
Thanks for today, [name]. As agreed, I'll send [what] by [day], and we'll speak on [day] at [time]. Message me here if anything changes.
9. After they didn't turn up
Send it: about an hour after the time you'd agreed.
Subject: Sorry we missed each other today
Hi [name],
I waited for our [call / meeting] at [time] today. No problem at all, things come up.
Would [day, time] or [day, time] work instead? If now isn't a good month, tell me and I'll check back in [month].
[Your name]
WhatsApp version:
Hi [name], looks like today's [time] didn't work out, no problem. Would [day, time] or [day, time] be better?
When the deal has gone quiet
10. The nudge with a new reason
Send it: when you have something new to say, at least two weeks after the last email.
Subject: [Something new] that might help with [their problem]
Hi [name],
I came across [a new option / a date that's opened up / a change in (something relevant)] and thought of what you said about [their problem].
[One line on why it matters to them.]
Is it worth a 10-minute call this week?
[Your name]
WhatsApp version:
Hi [name], [something new] came up that fits what you said about [their problem]. Worth a 10-minute call this week?
11. When they said "not now, try me next quarter"
Send it: on the first working day of the month they named.
Subject: Checking back, as you asked
Hi [name],
In [month] you asked me to get back to you about [job] in [this month]. So here I am.
Is now a better time to pick it up, or has the plan changed?
[Your name]
WhatsApp version:
Hi [name], you asked me to check back in [month] about [job]. Is now a better time, or has the plan changed?
12. The last email
Send it: two weeks after the previous one, when you've had no reply to three.
Subject: Shall I close your file?
Hi [name],
I've written a few times about [job] and haven't heard back, so I'll take it that the timing isn't right.
I'll stop following up after this one. If anything changes, reply to this email and we'll pick up where we left off.
All the best,
[Your name]
WhatsApp version:
Hi [name], I'll stop following up on [job] after this one. If things change, just message me here and we'll pick it up again.
After the sale
13. A week after they bought
Send it: seven days after the job is done or the order arrives.
Subject: How is [product / job] working out?
Hi [name],
It's been a week since [job]. Is everything working the way you expected?
If anything isn't right, reply here and I'll sort it this week.
[Your name]
WhatsApp version:
Hi [name], it's been a week since [job]. Is everything working as it should? If not, tell me and I'll fix it this week.
14. A friendly reminder that a payment is due
Send it: two days before the due date, then on the day if it hasn't come in.
Subject: Payment for [job], due [date]
Hi [name],
A reminder that the balance of S$[amount] for [job] is due on [date].
You can pay by [PayNow to (UEN or number) / bank transfer to (account) / the payment link below]. Please use [reference] so I can match it.
Thanks,
[Your name]
WhatsApp version:
Hi [name], a reminder that S$[amount] for [job] is due on [date]. PayNow to [UEN or number] with reference [reference]. Thank you.
15. Asking for an introduction
Send it: after they've told you they're happy, not before.
Subject: A small favour, [name]
Hi [name],
I'm glad [job] turned out well. Most of my clients come from people like you, so I wanted to ask:
Do you know one person who's dealing with [the problem you solved]? If you're happy to, reply with their name, or forward them this email.
Thanks either way,
[Your name]
WhatsApp version:
Hi [name], glad [job] went well. Do you know anyone else dealing with [problem]? Happy for you to pass on my number.
16. Checking in with a past client
Send it: when they're due again, which might be six months after a service, a year after they bought or a few weeks before a renewal date.
Subject: It's been [six months] since [job]
Hi [name],
It's been [six months] since we [did the job]. That's usually when [the next thing is due / people start thinking about (next step)].
Shall I [book you in / send an updated quote]? If you reply with a week that suits you, I'll arrange the rest.
[Your name]
WhatsApp version:
Hi [name], it's been [six months] since [job]. Shall I [book the next one / send a quote]? Just reply with a week that suits you.
When to send each follow-up, and when to stop
These are starting points. Shorten them when the client said it's urgent, and stretch them when they said next quarter.
| Situation | First follow-up | Second | Stop after |
|---|---|---|---|
| After a first call | 2 working days | 7 days later | Email 12, about a month in |
| Quote sent | 3 working days | 7 days later | The date the quote runs out |
| After a meeting or viewing | The same day | On the day you agreed | When they say no |
| No-show | About an hour later | 3 days later | Two missed meetings |
| "Not now" | The month they named | 2 weeks later | Email 12 |
| Past client | When they're due again | 2 weeks later | One try a year |
Three follow-ups with no reply is a fair place to stop, so send the last email, close the file and put a date six months out to check back once.
Subject lines that get opened
Say what the email is about. Clever subject lines get skipped, and plain ones get answered.
- Following up on our call, [name]
- Your quote for [job], any questions?
- One question about the [job] quote
- Notes from today, and the next step
- Checking back, as you asked
- Your [job] quote is valid until [date]
- Shall I close your file?
- It's been [six months] since [job]
Write your own in four lines
When none of these fits, build one the same way:
- Line one: why you're writing today, in their words if you can.
- Line two: the one thing they need from you, or a link to it.
- Line three: a question with two easy answers, like two dates.
- Your name and number, with nothing else under it.
Read it on your phone before you send it. If it scrolls, cut it.
Keep the follow-up dates out of your head
A template only helps if you send it on the right day. Most quiet clients are lost because nobody wrote down when to follow up next.
In a spreadsheet, that's a "Follow up on" column you sort every day, like the CRM spreadsheet template (free). In Palby CRM, every contact has a follow-up date, and the Next activity due view lists everyone due today or overdue. Tick off a task and it lands on the client's timeline, next to their notes and WhatsApp chats, so you can see what you sent before you write the next one.
30 minutes. You choose the day and the time.
Book a walkthroughKeep reading
Questions about follow-up emails
Thank them, say in one line why you're writing today, and end with a question they can answer quickly, such as two dates to choose from. Email 1 above does exactly that.
Name the thing you're following up on, because "Following up on the quote I sent on Tuesday" reads better than "just checking in", and give them one easy next step.
Two working days after a first call, three after a quote, and the same day after a meeting, with the rest in the table above.
Three with no reply is a fair limit. Send a short last email that says you'll stop, then check back once in six months.
Use the channel they last replied on. Each template has a WhatsApp version for clients who answer there faster than they read email.
Yes, the templates are free to copy and change. Use them as they are or rewrite them in your own words.