Free to use and edit. This is a starting point, not legal advice.
First follow-up
Template
Subject: Re: [original subject] Hi [First name], Following up on my note from [date] about [one-line topic]. [One new, useful detail since then, if you have one.] If now isn't the right time, or this isn't a fit, a one-word reply is fine and I'll close the loop on my side. [Your name]
Closing note
Use this as the last message if there is still no reply.
Template
Subject: Re: [original subject] Hi [First name], I haven't heard back, so I'll assume the timing isn't right and won't follow up again. If [topic] becomes relevant later, my details are below. [Your name] [Title, firm] | [Phone]
Timing
- Wait at least a week after the first message before following up.
- Leave at least another week before the closing note.
- Send no more than two messages after the first.
When to stop
Stop contacting someone when any of these happens:
- They ask you to stop, in any wording
- They say not now. Note the date they suggest, if any, and do not write before it.
- You have sent the closing note
- Your email bounces or the person has left the office
- You find the office does not accept unsolicited approaches
Record each stop in your notes so nobody else on your team contacts them by mistake.