Every freelancer has a handful of outstanding requests floating in their inbox: an unsigned contract, an unapproved invoice, a deliverable waiting on client feedback. These samples help you chase those down without damaging the relationship.
Sample 1: Following up on a request for feedback
Subject: Re: [Project name] draft—feedback needed
Hi [Name],
I sent over the [deliverable—design, copy, report] on [date] and wanted to check in. Your feedback will help me finalize this and hit your [deadline or milestone].
Is there a specific part you’d like to review together, or can you share notes when you get a chance?
[Your name]
Sample 2: Following up on a contract signature request
Subject: Contract for [project name]—ready to sign?
Hi [Name],
I sent the contract for [project] on [date]. Once that’s signed, I can lock in your start date and get things moving.
Let me know if anything needs adjustment or if you’d prefer to sign via a different platform.
[Your name]
The faster a contract gets signed, the faster work starts—and the faster you get paid. A single well-timed follow-up on a pending signature can cut your average contract-to-kickoff time in half.
Sample 3: Following up on missing information
Subject: [Project name]—still waiting on [specific item]
Hi [Name],
I’m at the point where I need [specific information or asset] to keep the project on schedule. Once I have it, I can deliver [next milestone] by [date].
No rush if there’s a delay—just let me know so I can adjust the timeline accordingly.
[Your name]
Sample 4: Second follow-up (shorter, more direct)
Subject: Re: Re: [Project name]
Hi [Name],
Just resurfacing this—I sent a request on [date] and haven’t heard back. Can you let me know the status when you get a moment?
[Your name]
Sample 5: Third follow-up (different channel prompt)
Subject: [Project name]—trying to reach you
Hi [Name],
I’ve sent a couple emails about [topic] and haven’t heard back. Would it be easier to connect by phone? I can be reached at [number] or you can reply here.
[Your name]
Timing guidance
- First follow-up: 2–4 business days after initial request
- Second follow-up: 3–5 business days after first follow-up
- Third follow-up: Another 3–5 business days, with a different channel
If you use Waco to send proposals and invoices, you’ll know whether the client has opened the document at all—which tells you whether to send a gentle reminder or a more direct one.
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