Polite Follow-Up Email Sample: Craft a Courteous Reminder
Source www.careercliff.com
Professional communication is a crucial aspect of business interactions, and follow-up emails play a significant role in maintaining a positive and effective dialogue. An email sample offers a practical template to guide individuals in crafting polite and compelling follow-up messages. This sample email provides a structured approach to expressing gratitude, reminding recipients of previous conversations, inquiring about progress, and maintaining professional courtesy.
Structure for Polite Follow-Up Emails
When sending follow-up emails, politeness and professionalism are crucial. Here’s a well-structured format to ensure your emails are effective and respectful:
Salutation
- Begin with a formal salutation, such as "Dear [Recipient’s Name]". If you’re unsure of their name, use a generic greeting like "Dear Hiring Manager".
Introduction
- State the purpose of your email clearly in the first sentence.
- Remind the recipient of the original message you’re following up on.
Body
- Use polite language: Avoid using demanding or accusatory language. Even if you’re frustrated, maintain a professional and courteous tone.
- Be specific: Specify the exact details of the follow-up you’re requesting.
- Provide context: Briefly summarize any relevant information from the original message to refresh the recipient’s memory.
Call to Action
- Clearly state your request: Explain what action you’re hoping the recipient will take.
- Set a reasonable deadline: Give the recipient a specific timeframe to respond, but be mindful of their schedule.
- Offer alternative contact methods: If possible, provide multiple ways for the recipient to reach you, such as email, phone, or LinkedIn.
Table: Dos and Don’ts of Polite Follow-Ups
| Do | Don’t |
|---|---|
| Use "Please" and "Thank You": Be polite and grateful in your communication. | Be overly pushy: Avoid sending multiple emails in a short period. |
| Be Brief and Concise: Keep your emails to the point, focusing on the essential details. | Use All Caps or Exclamation Points: These can come across as unprofessional or aggressive. |
| Proofread Carefully: Ensure your emails are grammatically correct and free of errors. | Be Disrespectful or Accusing: It’s unacceptable to use offensive or threatening language. |
Closing
- Use a professional closing: End with a formal closing, such as "Sincerely" or "Best Regards".
- Include your contact information: Clearly display your name, email address, and phone number.
7 Polite Follow-Up Email Samples
Inquiry Follow-Up
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to follow up on the inquiry I made earlier regarding the [Subject of Inquiry].
I understand you may be busy, but I’d appreciate any information you can provide.
Thank you for your time and attention.
Best regards,
[Your Name]
Interview Follow-Up
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to follow up on my recent interview for the [Position Title] position on [Date of Interview].
I enjoyed meeting with you and learning more about the role. I believe my skills and experience align well with the company’s needs.
I would appreciate an update on the next steps in the hiring process. I’m available for further discussions at your convenience.
Thank you again for your time and consideration.
Best regards,
[Your Name]
Job Application Follow-Up
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to follow up on my job application for the [Position Title] position, which I submitted on [Date of Application].
I’m eager to learn more about the opportunity and how my qualifications can contribute to your esteemed organization.
I have attached my resume for your review. I’m available for an interview at your earliest convenience.
Thank you for your time and consideration.
Best regards,
[Your Name]
Resume Request
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to request a copy of your resume.
I’m currently considering candidates for the [Position Title] position at [Company Name] and believe your background may be a good fit.
If you’re interested in the opportunity, please attach your resume to your response.
Thank you for your time and consideration.
Best regards,
[Your Name]
Reference Check Request
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to request a reference check for [Candidate Name], who is a candidate for the [Position Title] position at [Company Name].
I would appreciate it if you could provide your feedback on the candidate’s performance, work ethic, and overall suitability for the role.
Your input is valuable in our hiring process, and we would be grateful for your assistance.
Thank you for your time and consideration.
Best regards,
[Your Name]
Offer Acceptance
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to express my sincere gratitude for the offer of employment for the [Position Title] position at [Company Name].
I’m honored to accept the offer and look forward to joining your esteemed organization.
I understand the start date is [Start Date]. Please inform me if there are any additional arrangements I need to make.
Thank you again for this opportunity. I’m excited to contribute to the team’s success.
Best regards,
[Your Name]
Candidate Decline
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to respectfully decline the offer of employment for the [Position Title] position at [Company Name].
While I appreciate the opportunity, I have decided to pursue another role that is a better fit for my current career goals.
I want to thank you for your time and consideration. I wish you the best in your future endeavors.
Best regards,
[Your Name]
What makes up a polite follow up email sample?
A polite follow up email sample typically includes the following elements:
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Subject line: The subject line should be clear and concise, and should give the recipient a good idea of what the email is about. For example, "Follow up on job application."
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Opening paragraph: The opening paragraph should be polite and professional, and should thank the recipient for their time and consideration. For example, "Dear [recipient name],
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Body paragraph: The body paragraph should provide more detail about the purpose of the email. For example, "I am writing to follow up on my job application for the [position name] position that I submitted on [date]. I am very interested in this position and I believe that my skills and experience would make me a valuable asset to your team."
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Closing paragraph: The closing paragraph should be polite and professional, and should thank the recipient for their time and consideration. For example, "Thank you for your time and consideration. I look forward to hearing from you soon."
How to write a polite follow up email sample?
To write a polite follow up email sample, follow these steps:
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Keep it brief. Your email should be no longer than a few paragraphs.
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Be polite. Use respectful language and avoid being demanding.
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Be specific. State the purpose of your email and provide as much detail as possible.
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Proofread your email. Make sure your email is free of errors before sending it.
What mistakes to avoid when writing a polite follow up email sample?
There are a few mistakes to avoid when writing a polite follow up email sample:
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Don’t be too pushy. Avoid sending multiple follow-up emails in a short period of time.
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Don’t be demanding. Avoid using language that suggests that you are entitled to a response.
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Don’t be rude. Avoid using offensive language or making personal attacks.
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