A free tool from Zentor

Free follow up email generator

You sent the email. They didn't reply. Describe the situation, get a follow-up that's polite, short and easy to answer.

Example email
From
you
To
[recipient]
Subject
Following up on last week's demo

Hi [name], Following up on our demo last Thursday — I know internal discussions take time, so no pressure. To make the decision easier: if it helps, I can put together a short summary of how the reporting setup would work for your team specifically, or answer questions on a quick call. Is this still on your radar for this quarter? Best, [your name]

Zentor drafts replies and follow-ups inside your Gmail, in your voice — you approve before anything sends.
  1. Describe what happened
  2. Pick a tone
  3. Send it in the same thread

See it in action

Following up after a demo

You demoed your reporting tool to Northwind's ops team last Thursday. They said they'd discuss it internally — then silence.

You typed

Demoed our reporting tool to the ops team at Northwind last Thursday. They said they'd discuss internally. No reply in a week.

You asked: Professional tone; it's been a week.

To
[recipient]
Subject
Following up on last week's demo

Hi [name], Following up on our demo last Thursday — I know internal discussions take time, so no pressure. To make the decision easier: if it helps, I can put together a short summary of how the reporting setup would work for your team specifically, or answer questions on a quick call. Is this still on your radar for this quarter? Best, [your name]

Following up on a proposal

The bakery owner seemed interested when you sent the redesign proposal two weeks ago. Now you need an answer without nagging.

You typed

Sent a website redesign proposal to a bakery owner two weeks ago. She seemed interested on the call. Silence since.

You asked: Friendly tone; proposal sent two weeks ago.

To
[recipient]
Subject
Re: Website redesign — still interested?

Hi [name], Just floating this back to the top of your inbox — I know running the bakery keeps you busy! The proposal from two weeks ago still stands, and I'm happy to adjust scope or timing if something didn't fit. Worth another look, or should I check back next month? Thanks, [your name]

Following up after an interview

Ten days since the product manager interview, and the recruiter's own deadline just passed.

You typed

Interviewed for a product manager role 10 days ago. Recruiter said they'd get back within a week. Haven't heard anything.

You asked: Formal tone; recruiter said a week.

To
[recipient]
Subject
Following up — product manager interview

Dear [name], I hope you're well. I'm writing to follow up on my product manager interview on [date]. I enjoyed our conversation and remain very interested in the role. I understand timelines can shift — is there an updated date by which candidates should expect to hear back? Thank you for your time, [your name]

The follow-up you forgot to send is the expensive one.

Zentor watches your Gmail threads and drafts the follow-up when a conversation goes quiet — before the deal or the reply goes cold. This tool writes one; Zentor remembers all of them.

See the AI email assistant

Follow up email templates you can copy

Five follow up email templates for the situations that come up most. Each one is a polite follow up email you can paste, fill in the brackets and send. Start with the first if you are writing a follow up email after no response.

Follow up email after no response

Your first email got no reply and a week has passed.

SubjectRe: [original subject]

Hi [Name], I'm following up on my email from [day] about [topic]. I know things get buried, so I'm bringing it back to the top. The short version: [one-sentence ask]. Is this something you can look at this week? A yes, a no or a "not now" all help. Thanks, [Your name]

Gentle reminder email

A deadline or a promised reply has passed and you want to stay friendly.

SubjectQuick reminder: [what you need]

Hi [Name], A gentle reminder about [what you need], which was due on [date]. If it's on its way, ignore this. If something is holding it up, let me know and I'll help where I can. Thanks, [Your name]

Follow up after a meeting or demo

You met, they said they would think about it, and no next step was set.

SubjectNext steps after [meeting]

Hi [Name], Thanks again for your time on [day]. You mentioned you'd talk it over with [team or person]. To make that easier, here is the summary in two lines: [what you offer], [the result they care about]. Would it help to set a short call for [day] to answer anything that came up? Best, [Your name]

Follow up on a proposal or quote

You sent a proposal and have heard nothing since.

SubjectRe: [proposal name]

Hi [Name], I wanted to check that the proposal I sent on [date] reached you. If the scope, the timing or the price isn't quite right, tell me which and I'll adjust it. If it's simply not the moment, that's useful to know too. Should I keep the dates I pencilled in, or release them? Thanks, [Your name]

Last follow up before closing the loop

You have followed up twice and want an answer either way.

SubjectShould I close this out?

Hi [Name], I've reached out a couple of times about [topic] and haven't heard back, so I'll assume the timing isn't right and stop here. If I've got that wrong, reply to this email and we'll pick it up where we left off. All the best, [Your name]

Why follow-ups work (and why we hate sending them)

Most ignored emails aren't rejected — they're buried. The person meant to reply, the thread sank, and life moved on. A follow-up isn't nagging; it's a retrieval service for your own email. Response data across sales and recruiting consistently shows the second or third touch does the work the first one couldn't.

The reason people don't send them is social, not strategic: it feels like pestering. A good follow-up email generator solves the feeling, not just the writing — it gives you a draft that's polite by construction, so sending it doesn't feel like an imposition.

How to write a follow up email that gets answered

Three things, in order of importance:

It restates the ask in one sentence. The reader shouldn't have to scroll back to remember what you wanted. "Still hoping for your take on the proposal" is enough — the original email is right below in the thread.

It's easy to reply to. A question that takes one line to answer gets answered; one that needs a paragraph gets postponed. Ask something small: still interested? Should I check back next month? Either answer moves you forward.

It adds one small thing. A link, an offer to adjust scope, a reason this is still relevant. Not required, but it gives the reader a new reason to engage instead of just guilt.

What kills follow-ups: apologizing for existing ("sorry to bother you"), forwarding the whole original email with "bumping this", and following up a second time within 48 hours.

How long to wait before following up

There's no magic number, but workable defaults:

  • After a proposal or quote: 5–7 business days.
  • After a meeting or demo: 3–4 days if they set no next step, sooner if they did and missed it.
  • After applying or interviewing: 2–3 days past the date they promised, or a week with no promised date.
  • Cold outreach: 4–5 days for the first follow-up, a week or more for later ones.

Two or three follow-ups is the normal ceiling before you close the loop explicitly — a "closing the file" email, which itself often gets a reply because it's the first one that costs them something to ignore.

Follow-up emails Zentor writes for you

This follow up email generator covers the one you're thinking about now. The ones that actually cost money are the ones you forgot — the quote from three weeks ago, the candidate you meant to nudge, the client who went quiet.

Zentor's AI email assistant works inside Gmail: it notices a thread that went unanswered, drafts the follow-up in your voice, and holds it for your approval. For the follow-up habit, automation beats memory.

Used as an AI follow up email writer, the generator needs two facts from you: what you asked for, and when you asked.

Questions

Is the follow up email generator free?

Yes, the generator is free. Generate opens Zentor, where you sign in or start a free trial and the follow-up is drafted for you.

Do I need to sign up?

Yes — Generate hands off to Zentor, where you sign in or start a free trial and the follow-up is drafted for you.

How is this different from asking ChatGPT for a follow-up?

The input is shaped for the job — who, what you asked, when — so you don't write a prompt, and the output is shaped like an email: a subject line plus a short body built to be easy to reply to.

Will it sound pushy?

No — the follow-ups are deliberately low-pressure: they restate the ask once, make replying easy, and give the reader an out. Pushy follow-ups come from demanding a decision; these ask a small question.

Should I reply in the same thread or start a new one?

Same thread, almost always. The context travels with your follow-up and the reader doesn't have to reconstruct who you are. Start fresh only when the original subject was wrong for the conversation.

How many times should I follow up?

Two or three touches is the usual ceiling. After that, send a 'closing the loop' note — saying you'll stop reaching out often gets the reply persistence didn't.

Is it private? What happens to what I type?

Keep the context generic — company names and rough timings are fine; skip confidential deal terms or personal data. The privacy policy covers how Zentor handles data.

Can I change the tone or make it shorter?

Yes — pick concise for the shortest version, or describe what you want in the context ('keep it two sentences').

Does it work for following up on job applications?

Yes — the interview/application follow-up is one of the most common uses. Formal tone fits best; the generator asks for status rather than demanding it.

Let Zentor write the next one for you.

Continue in Zentor

See how it works in Gmail