[Business English Writing] 4 Common Problems with Follow-Up Emails in English—and How to Fix Them

After reading our previous article, “The Basic Structure and Language for English Follow-Up Emails,” do you now have a basic understanding of how to write a follow-up email?

➡️ Read this article: [Business English Writing] How to Politely Follow Up When a Client Doesn’t Reply

Now that we’ve learned how to write a follow-up email using the structure and language introduced in our previous article, we can take a closer look at some more professional and effective follow-up email writing techniques. By exploring these 4 common questions and their answers, you can gain a more complete understanding of follow-up email writing and feel more confident when writing your own English follow-up emails.
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1.  When Should I Send a Follow-Up Email?

We usually send an English follow-up email about a week later to ask for an update or inquire about the next steps. If you need a response more urgently, it is generally appropriate to send a follow-up after two or three days. You can also take the opportunity to mention that you are waiting for a response when you happen to communicate with the recipient through another email or by phone.

_{While I have you, could I ask for an update on… ?
Could I take this opportunity to ask for an update on...?}

_{By the way, have you had a chance to read the email I sent to you last week?
By the way, I wanted to ask if you’ve had a chance to read the email I sent you last week.}

2.  How Should I Ask for an Update in a Follow-Up Email?

Although we may worry about putting pressure on the recipient, whether you are writing a formal business email or having a more casual exchange, it is important to clearly state your request and purpose at the beginning of the email. This helps ensure that the recipient does not overlook your request.

_{I just wanted to check in with you on…
I just wanted to check in with you about...}

_{I’m writing to follow up on… 
I’m writing to follow up on...}

_{Have you had a chance to… ?
Have you had a chance to...?}

Tip. Make It Easy for Them. 

Providing enough information in your follow-up email can help the recipient remember your request without having to spend time searching for your previous email. The more time and effort you can save for the recipient, the more likely they are to respond to your request promptly.

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3.  What Should I Avoid in a Follow-Up Email?

If the recipient feels uncomfortable because of the way you follow up, they may be less likely to respond. Therefore, avoid complaints, nagging, or any language that could create a negative impression. While it is important to remain polite, you should still communicate the purpose of your follow-up clearly and directly. Avoid language that is overly indirect or vague.

(X) Vague wording may cause the recipient to overlook or forget about the follow-up email

_{I just wanted to make sure you got my request.
I just wanted to make sure you received my request.}

_{This is just a gentle/friendly reminder.
This is just a gentle/friendly reminder.}

(X) If the recipient feels that you are being impolite, they may intentionally delay their response

_{It's already been three weeks, and you still haven't...
It’s already been three weeks, and you still haven’t...}

_{To be honest, I've asked you so many times...
To be honest, I’ve asked you so many times...}

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4.  How Can I Get a Faster Response to My Follow-Up Email?

In a follow-up email, you can clearly explain what will happen once the recipient fulfills your request. This helps them understand the bigger picture and gives them a reason to respond. For example, you can explain that receiving the presentation materials will allow you to complete the proposal presentation on schedule, or that receiving a detailed quotation will increase the likelihood of moving forward with the partnership. You can also let the recipient know that you are willing to provide assistance, which demonstrates your goodwill and willingness to cooperate.

_{Once I receive your confirmation I will make the necessary arrangements with the venue and event sponsors. 
Once I receive your confirmation, I will make the necessary arrangements with the venue and event sponsors.} 

_{If you have any questions or need any additional information before you can respond, please let me know.
If you have any questions or need any additional information before responding, please let me know.}

Boost your Business English.

These are 4 of the most common questions people have about writing English follow-up emails. In summary, the most important things to remember when writing a follow-up email are to “remain polite and provide clear, useful information and requests.” Whether you are following up with a colleague, supervisor, or client, remember that everyone has a busy schedule and a lot on their plate. By saving them time and making it easy to respond, you may be able to get a faster response.