A good follow-up email after no response is two to four sentences long, replies in the original thread, restates the single thing you need, and gives a specific date or an easy yes/no. Wait two to three business days before the first follow-up and about a week before the second.
First follow-up
Send this two to three business days after your original email, as a reply in the same thread so the context is right there.
Hi [Name], Bumping this up in case it got buried. Could you let me know about [the one thing you need] by [day]? Thanks, [Your name]
Second follow-up
About a week later. Be more specific and offer a way to answer quickly.
Hi [Name], Following up on [topic]. To keep [project/deadline] on track I need [decision/document] by [date]. If it's easier, a one-word reply works: yes to [option A], or no and I'll [alternative]. Thanks, [Your name]
Closing the loop
When you've tried twice and it's not urgent, close it politely. People often reply to this one.
Hi [Name], I haven't heard back, so I'll assume [topic] isn't a priority right now and take it off my list. If that changes, just reply here and I'll pick it back up. Best, [Your name]
What to avoid
- Starting with "Just checking in." Say what you need in the first sentence instead.
- Starting a new thread. Replying in the original keeps the history attached.
- Pasting the whole original email back in. One line of context is enough.
- Guilt lines like "I know you're busy, but." They make the reply feel like a chore.
Letting Synced write it
Ask Synced to chase a thread and it drafts the follow-up with the specific ask pulled from the thread. The draft shows up in Decide, you edit or approve it, and it goes out from your own account. More in the guide on automating email follow-ups.