Closing a sale rarely happens after just one conversation.
In B2B sales, deals are complex, decision-makers are busy, and timing is everything. That’s why consistent, thoughtful follow-up is one of the most important skills in modern sales.
And yet - it’s also one of the most neglected.
More than 40% of sales reps give up after just one follow-up, even though 80% of B2B deals require at least five touches to close. The result? Missed opportunities, stalled deals, and lost revenue that could’ve been won with one more well-timed message.
And here’s the thing:
We've found that sending just one follow-up email can boost response rates from 9% to 13%. According to Yesware, a second follow-up can lift replies by another 21%. The opportunity is real - and compounding.
At SuperOffice, we’ve seen firsthand how better follow-up habits lead to more consistent sales results.
Whether you’re following up after a meeting, checking in on a proposal, or reviving a cold lead, the right message at the right time can reignite the conversation - and move the deal forward.
In this article, you’ll find 9 follow-up email templates designed to help you:
- Reconnect with prospects who’ve gone quiet
- Provide value without being pushy
- Keep momentum high after meetings, demos, or proposals
- Get more replies - and close more deals
Want to follow up with confidence and less guesswork? See how SuperOffice CRM helps teams automate and personalize every follow-up.
Follow-Up Email #1: The Post-Demo Check-In
When to Use It:
Right after a discovery call, product demo, or initial consultation. The goal is to gauge interest, reinforce value, and keep the deal warm.
Subject Line Ideas:
- “Was the demo what you expected?”
- “Next steps from our call”
- “Thoughts after today’s walkthrough?”
Template:
Hi [First Name],
Thanks again for your time today. I hope the walkthrough gave you a clear view of how [Product/Your Solution] could support [Prospect’s goal or challenge].
I’d love to hear -
- Did the demo match what you were expecting?
- Is there anything you’d like to explore in more detail?
If it’s helpful, I’m happy to send over a quick summary or customize a proposal based on what we discussed.
Looking forward to hearing your thoughts - just hit reply whenever’s convenient.
Best,
[Your Name]
[Your Title]
[Company Name]
Pro Tip (Optional Inline): Use your CRM to auto-insert a bullet list of key features discussed during the call, or tailor this based on the prospect’s industry to personalize at scale.
Follow-Up Email #2: The Value Alignment Check-In
When to Use It:
After your first sales pitch or early in the evaluation phase - before a proposal. It helps uncover what landed, what didn’t, and keeps the buyer engaged in a low-pressure way.
Subject Line Ideas:
- “Does this align with your priorities?”
- “Curious - what stood out from our conversation?”
- “Want to make sure this is still a fit”
Template:
Hi [First Name],
I've been thinking about our recent conversation and wanted to check in - did any particular part of the solution stand out to you?
We covered quite a bit, and I want to make sure we're aligned with what matters most to you and your team. If there’s anything that needs clarification - or something we didn’t touch on - I’d be happy to dive deeper or adjust our approach.
No rush on a decision, just keeping the momentum going while it’s still fresh.
Let me know if a quick recap or additional detail would be helpful.
Best,
[Your Name]
[Your Title]
[Company Name]
Pro Tip: You can pair this email with a short survey-style question like: “What’s most important in your decision: ease of use, support, or ROI?”. This increases reply rates and shows you care about fit, not just the close.
Follow-Up Email #3: The Gentle Nudge
When to Use It:
Use this when a prospect has gone quiet after an initial conversation, demo, or proposal - but hasn’t said no. It’s helpful, light-touch, and non-pushy.
Subject Line Ideas:
- “Just checking in (no pressure)”
- “Still thinking it over?”
- “Can I help clarify anything?”
Template:
Hi [First Name],
Just checking in - no pressure at all, but I wanted to make sure my last message didn’t get buried. I completely understand how hectic things can get.
If you're still exploring options or timelines have shifted, I’d be happy to adjust accordingly or resend anything you might need.
In the meantime, here’s [a short case study | a relevant blog post | a quick checklist] that might help as you evaluate your next steps.
Let me know if you'd like to reconnect or if there’s anything I can do to support the process.
Best,
[Your Name]
[Your Title]
[Company Name]
Pro Tip: Including a helpful, low-effort resource increases reply rates. Focus on value without expectation - that’s the tone that gets results.
Follow-Up Email #4: The “Still on Your Radar?” Email
When to Use It:
Send this 3–7 days after sharing a proposal, pricing, or contract. It’s casual, polite, and makes it easy for the prospect to restart the conversation - without pressure.
Subject Line Ideas:
- “Still on your radar?”
- “Any questions on the proposal?”
- “Happy to revisit if timing’s changed”
Template:
Hi [First Name],
Just following up on the proposal I sent over last week - wanted to see if it’s still on your radar?
If you’re still reviewing or timelines have shifted, no problem at all. I’m here if you need to talk through anything or adjust the scope.
I’ve also included a quick summary below in case it’s helpful for internal sharing or discussion.
Let me know what works best for you from here - happy to support however I can.
Best,
[Your Name]
[Your Title]
[Company Name]
Pro Tip: Include a 1–2 sentence summary of the value or ROI from your proposal. This makes it easy for your champion to re-ignite the conversation internally.
Tired of chasing leads manually? Use SuperOffice CRM to track deal progress and get notified when it’s time to follow up.
Follow-Up Email #5: The “Time to Start?” Conversion Email
When to Use It:
Send this 2–6 weeks after a trial signup, product evaluation, or if a lead has gone inactive after initial interest. Designed to spark action while offering help.
Subject Line Ideas:
- “Ready to get started?”
- “Still exploring [Your Product]?”
- “Can I help with next steps?”
Template:
Hi [First Name],
I noticed you’ve had some time to explore [Your Product/Service], and I wanted to check in - how’s it going so far?
If you're still considering next steps, I’d be happy to walk through anything that’s unclear or tailor a plan that fits your goals. Many of our customers found value in [insert key benefit], and I’d love to help you experience that too.
If the timing’s not right, no worries at all. Just let me know how I can support you - whether it’s scheduling a quick call, extending the trial, or sharing use cases from similar teams.
Looking forward to hearing from you.
Best,
[Your Name]
[Your Title]
[Company Name]
Pro Tip: Segment this email by usage behavior. For engaged users, reinforce what they’ve done well. For inactive users, offer a small reactivation incentive or invite them back in with support.
Follow-Up Email #6: The “Thank You” Email
When to Use It:
Right after a call, discovery session, or meeting. It builds goodwill, reinforces professionalism, and keeps your brand top of mind.
Subject Line Ideas:
- “Thanks for your time today”
- “Great speaking with you”
- “Appreciate the conversation”
Template:
Hi [First Name], Thanks again for taking the time to connect today - I really enjoyed our conversation.
I’ll follow up shortly with [proposal | next steps | recap], but I just wanted to say I appreciate the opportunity to learn more about your goals.
Looking forward to staying in touch.
Best,
[Your Name]
[Your Title]
[Company Name]
Follow-Up Email #7: The “Thanks for the Reply” Email
When to Use It:
After a prospect replies - even with a “no thanks” or delay. It’s about being gracious, keeping the door open, and reinforcing a positive experience.
Subject Line Ideas:
- “Thanks for the update”
- “Appreciate the quick reply”
- “Let’s keep in touch”
Template:
Hi [First Name],
Thanks for getting back to me - I appreciate the quick reply.
If anything changes or you’d like to revisit this down the road, I’d be happy to reconnect. I’ll check in again in a few months, just to stay in touch.
Wishing you continued success in the meantime!
Best,
[Your Name]
[Your Title]
[Company Name]
Pro Tip: Use CRM reminders to schedule a friendly re-engagement 60–90 days later. Most “no’s” today are just “not yet.”
Follow-Up Email #8: The “No Response” Follow-Up
When to Use It:
Use this 7–14 days after your last unanswered message. It’s designed to offer value, reignite interest, and gently nudge for a reply - without being pushy.
Subject Line Ideas:
- “Thought this might be helpful…”
- “Still considering options?”
- “Did my last message land?”
Template:
Hi [First Name],
I didn’t hear back from my last message, so I wanted to follow up one more time - just in case it got buried (it happens!).
To help you evaluate your options, I’ve included [a short case study | a customer success story | a checklist] that speaks to some of the challenges we discussed.
If now’s not the right time, that’s totally fine. Just let me know either way, and I’ll make sure to follow up later or close the loop.
Hope this is helpful - and wishing you a productive week either way.
Best,
[Your Name]
[Your Title]
[Company Name]
Pro Tip: Keep tone warm, not passive-aggressive. Ending with an option to opt-out or close the loop increases trust and boosts reply rates.
Follow-Up Email #9: The Referral Ask
When to Use It:
You’ve connected with someone who isn’t the decision-maker. This follow-up helps you politely pivot and get introduced to the right person - without losing the thread.
Subject Line Ideas:
- “Who’s the best person to speak with?”
- “Could you point me in the right direction?”
- “Not your role - but maybe you can help?”
Template:
Hi [First Name],
Thanks again for connecting. I realize this might not fall directly within your role, but I was wondering if you could point me to the right person to speak with regarding [briefly state your offer or solution - e.g., your team’s sales process or CRM tools].
I’d really appreciate an introduction - or just a name and email if that’s easier. Happy to keep it brief and make the conversation as relevant as possible.
Thanks again for your time - and for pointing me in the right direction if you can.
Best,
[Your Name]
[Your Title]
[Company Name]
Pro Tip: Keep it humble and helpful. If your original contact likes you, they’ll often refer you - and that warm intro can dramatically increase your conversion rate.
Before we wrap up with a summary, one final reminder on why this matters:
Email isn’t just convenient - it’s effective. Close to 60% of B2B buyers say email is their most influential channel when making purchase decisions.
It’s not about sending more messages. It’s about sending the right one, at the right time, through the channel buyers trust most.
Quick Reference: All 9 Sales Follow-Up Email Templates
Whether you're following up after a demo, re-engaging a quiet lead, or gently nudging a trial user, the timing and tone of your message matter. Below is a quick-reference guide to help you choose the right email for every situation.
Use this table to identify the right follow-up strategy based on where your prospect is in the sales journey:
Pro Tip: Add these templates to your CRM so your team can send personalized, professional follow-ups with just a few clicks - no copying, pasting, or second-guessing required.
Following up consistently isn't about being persistent - it's about being present, helpful, and easy to buy from. And here’s why it matters: reps who use a CRM to manage follow-up and engagement are 26% more likely to hit their quota.
Turn these follow-ups into a repeatable system. Book a demo to see how SuperOffice helps your team stay consistent, aligned, and on point.
Follow-Up Isn’t Just Good Manners - It’s Smart Sales Strategy
In B2B, silence doesn’t always mean “no”.
Sometimes, it means “not yet,” “not now,” or simply “I missed your email.”
That’s why following up isn’t just a courtesy - it’s a competitive edge. The best sales teams use it to stay top of mind, build trust, and move deals forward without being pushy.
These 9 templates give you the structure to follow up with confidence, stay helpful, and drive momentum at every stage of the buyer journey.
Ready to streamline your follow-up process?
With SuperOffice, you can streamline follow-ups, automate next steps, and respond faster - all while giving your sales team more time to sell.
With SuperOffice, you can:
- Track every touchpoint and automate follow-up reminders
- Personalize email templates based on lifecycle stage or engagement
- Keep your entire team aligned on deal progress and contact history
Book a free demo to see how SuperOffice helps B2B sales teams follow up smarter - and close faster. Or, talk to a CRM expert to get practical advice tailored to your workflow.
