The follow-up email is one of the most written emails in freelancing — and one of the most overthought. Most clients respond well to a short, direct message that makes it easy to reply. These samples are designed to be used today, not studied.
Follow-up after sending a proposal
First follow-up (5–7 days after sending):
Subject: Re: [Project Name] Proposal
Hi [Name], just following up on the proposal I sent on [date]. Happy to answer any questions or walk through any section on a quick call. What’s the best next step for you?
Second follow-up (12–14 days after sending):
Subject: Re: [Project Name] Proposal
Hi [Name], following up one more time on the [Project Name] proposal. I have some availability starting [date range] if the timing works — let me know if you’d like to discuss. No pressure if the timing has changed.
Final follow-up (close-out, 3+ weeks after sending):
Hi [Name], I’ll assume the timing isn’t right on this one — no worries at all. I’ll move this to the back burner, but feel free to reach out whenever it makes sense to revisit.
Follow-up on an unpaid invoice
First reminder (3–5 days after due date):
Subject: Invoice #[Number] — Quick Follow-Up
Hi [Name], just a quick note that Invoice #[number] for $[amount] was due on [date]. If you’ve already sent payment, please disregard. If not, here’s the link to pay: [link]. Thanks!
Second reminder (10–14 days after due date):
Subject: Invoice #[Number] — Second Reminder
Hi [Name], following up on Invoice #[number] for $[amount], now [X] days past the due date. Please let me know if there’s an issue I should be aware of, or send payment at [link] when you’re ready.
Follow-up after a project check-in or meeting
After a discovery call with no response:
Hi [Name], great speaking with you on [day]. I’ll put together a proposal based on what we discussed and send it over by [specific date]. Let me know if anything changes in the meantime.
Checking in during a project:
Hi [Name], just a mid-project check-in — we’re on track for [milestone] by [date]. Do you have any feedback on [specific deliverable] from last week, or should I proceed as planned?
The samples that get responses are the ones that ask one specific, easy-to-answer question. “What’s the best next step for you?” is better than “Let me know if you have any questions” because it prompts a decision rather than leaving the client to initiate.
Follow-up to an unanswered question
Hi [Name], I want to make sure I have this right before I proceed — could you confirm [specific question]? I can keep moving on everything else and address this piece when I hear back.
Follow-up after sending work for review
Hi [Name], sending a quick reminder that [deliverable] is ready for your review — I sent it on [date]. If you have feedback, I can turn revisions around within [timeframe]. If you’d prefer to review it on a call, I have time on [day] or [day].
How to personalize these samples
The templates above work because they’re direct and don’t waste the reader’s time. They work even better with one specific detail added: the project name, an amount, a specific date, or a reference to something the client said in a previous exchange.
That detail signals that you’re paying attention to their specific situation — not sending a mass follow-up. It takes 10 seconds to add and makes a real difference in response rate.
If you use a proposal tool with tracking (like Waco3), you’ll know when the client opened your proposal before you send the follow-up — which lets you reference that context: “I can see you’ve had a chance to look at it — happy to answer any questions that came up.”
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