12 sales follow-up templates
Emails to restart the conversation after a demo, a proposal or a silence, without sounding pushy.
Many deals aren't lost to a "no", but because nobody followed up. The prospect was busy, the email sank in the inbox, or it just needed one last nudge.
Here are 12 follow-up templates for the most common moments in the sales process, with guidance on when to send them. The parts in braces, like {{input:Name}}, are the details you change each time.
After a meeting or demo
1. Meeting recap — /recap
Hi {{input:Name}}, thanks for your time today. As discussed, here are the key points: {{paragraph:Summary}}. Shall we talk on {{input:Date}}?
2. Promised material — /material
Hi {{input:Name}}, here's the {{input:Document}} I mentioned in the demo. Let me know if you have any questions.
3. Clear next step — /nextstep
Hi {{input:Name}}, to move forward, the next step would be {{input:Next step}}. Does this week work to go over it?
After sending a proposal
4. Confirm receipt — /proposalsent
Hi {{input:Name}}, I sent the proposal for {{input:Company}}. Did it come through? Happy to walk through it together in 15 minutes.
5. Answer questions — /questions
Hi {{input:Name}}, have you had a chance to review the proposal? If there's anything you'd like to adjust, we can look at it.
6. Involve someone else — /decisionmaker
Hi {{input:Name}}, if it helps, I can prepare a short summary for you to share with {{input:Person or team}}.
When there's no reply
7. First reminder — /reminder
Hi {{input:Name}}, just checking in in case my last email got buried. Is {{input:Topic}} still a priority for you?
8. Add value — /value
Hi {{input:Name}}, I came across this {{input:Resource}} and thought it could help with {{input:Goal}}. Worth a chat?
9. Last attempt — /lastcall
Hi {{input:Name}}, I don't want to clutter your inbox. If now isn't the right time, I completely understand; just let me know and we'll pick it up later.
Reconnecting
10. Months later — /reconnect
Hi {{input:Name}}, we spoke a few months ago about {{input:Topic}}. How's the project going? If it's still of interest, I'd love to pick it back up.
11. Product news — /news
Hi {{input:Name}}, we've launched {{input:New feature}}, which solves exactly what you told me about {{input:Problem}}. Want me to show you?
12. Lost customer — /winback
Hi {{input:Name}}, it's been a while. We've improved a lot since then; if you like, I can show you what's changed in 10 minutes.
When to send each follow-up
| Moment | When | Template |
|---|---|---|
| After a meeting | The same day | Meeting recap |
| After a proposal | 2 or 3 days later | Confirm receipt or answer questions |
| No reply | After 4 or 5 days, and again a week later | First reminder and add value |
| Long silence | 2 or 3 weeks later | Last attempt |
| Old contact | When there's relevant news | Product news or reconnect |
Keys to a follow-up that works
- Recall the context in the first sentence: people get lots of emails and may not remember you.
- Bring something new each time: a resource, an idea or news, not just "did you see my email?".
- Ask for one thing only: a call, a reply or a date, not everything at once.
- Respect a "no": closing politely leaves the door open for the future.
Use them as text shortcuts
With a text expander like NexoPad you save each template with its shortcut and insert it by typing, for example, /reminder in Gmail, Outlook on the web, LinkedIn or your CRM.
NexoPad asks for each variable's details before inserting, like the name, company or date. With {{paragraph:Summary}} you can even write a multi-line recap on the spot. And with NexoPad Teams your whole sales team shares the same templates. If you also sell on LinkedIn, check out our LinkedIn templates.
Frequently asked questions
How many follow-ups should I send?
Generally, two or three well-spaced ones are enough. Beyond that, it's better to close politely and reconnect when there's news.
How long should I wait between follow-ups?
A good rule of thumb is 3 to 7 days between messages, spacing them out more as you go.
Can I use these templates in my CRM?
Yes. You can paste them into your CRM, or save them in NexoPad and use them as shortcuts in any web tool, your CRM included.
Can I test two versions of a template?
Yes. In NexoPad each snippet can have several variants, and the dashboard helps you see which ones you use most.
Published on October 10, 20268 min read
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