Best Examples of Follow-Up Email Examples for Client Check-Ins

Real-World Examples of Follow-Up Email Examples for Client Check-Ins

Let’s skip theory and go straight to what you can actually send. These are real examples of follow-up email examples for client check-ins you can adapt for your own voice and industry. After each one, you’ll see a quick breakdown of why it works.

Example of a Simple “Just Checking In” Email (After Initial Call)

Subject: Quick check-in after our call

Hi {{First Name}},

I’ve been thinking about our conversation on {{day}} and wanted to check in to see how you’re feeling about next steps.

If it’s helpful, I can:

• Put together a short summary of what we discussed
• Share a rough timeline and pricing range
• Answer any follow-up questions from your team

No rush at all—if this week is busy, just hit reply with a better time, or let me know if you’ve decided to pause this for now.

Thanks again for your time,

{{Your Name}}

Why this works:
You’re giving the client options instead of pressure, acknowledging their schedule, and making it easy to say “not now” without burning the relationship. This is one of the best examples of a gentle, low-pressure client check-in.

Example of a Follow-Up Email After Sending a Proposal

Subject: Any questions on the proposal?

Hi {{First Name}},

I hope your week’s going well.

I wanted to follow up on the proposal I sent over on {{date}} and see if there’s anything you’d like to talk through—scope, timeline, or budget.

A few clients in a similar spot have found it helpful to:

• Walk through the proposal live on a 20-minute call
• Review a simplified version to share with internal stakeholders
• See 1–2 alternative options at different price points

Would any of those be helpful for you?

If the timing’s not right, just let me know—that’s completely fine. I’d rather have a clear answer so I can plan my schedule and keep a spot open for you if needed.

Best,

{{Your Name}}

Why this works:
This example of a follow-up email shows you’re proactive, not needy. You’re offering concrete ways to move forward, while also giving the client permission to say “not now” or “no.”

Example of a “You’ve Gone Quiet” Client Check-In (Polite Nudge)

Subject: Still interested in moving forward?

Hi {{First Name}},

I wanted to quickly check in since I haven’t heard back about {{project/offer}}.

Totally understand that priorities shift—especially this time of year. I just want to make sure this hasn’t fallen through the cracks on either of our ends.

If you’re still interested, I can hold your spot through {{date}}. If not, no worries at all—just reply with a quick “not right now” so I can update my notes.

Either way, I’ve really appreciated our conversations.

Best,

{{Your Name}}

Why this works:
You’re naming the silence without guilt-tripping. This is one of the best examples of follow-up email examples for client check-ins when you suspect they’re interested but overwhelmed.

Example of a Post-Project Check-In (Relationship Nurture)

Subject: How is {{project/result}} working for you?

Hi {{First Name}},

I was thinking about your team this week and wanted to check in on how {{project or deliverable}} has been working out since we wrapped up.

A couple of questions I’d love your honest take on:

• What’s working better than before we started?
• What’s still a bit frustrating or slower than you’d like?

If you’re open to it, I’d be happy to:

• Make a few quick adjustments at no extra cost
• Share a short guide for your team on getting the most out of {{project}}
• Talk through ideas for a “phase two” if that’s on your radar

Either way, I really appreciate the chance to support your team.

Warmly,

{{Your Name}}

Why this works:
This client check-in email isn’t just fishing for more work. You’re offering value, asking thoughtful questions, and opening the door for future collaboration. It’s a strong example of follow-up email examples for client check-ins that focus on retention.

Example of a Quarterly “Health Check” Email (For Ongoing Clients)

Subject: Quick Q2 check-in for {{Company Name}}

Hi {{First Name}},

As we head into {{quarter/season}}, I like to do a quick “health check” with ongoing clients to make sure we’re still aligned with your goals.

Would you be open to a 20–30 minute call to review:

• What’s working well so far this year
• What’s not worth the time or budget
• Any new priorities or metrics your leadership is focused on

If a call isn’t ideal, I can send over 3–4 quick questions by email instead.

Here are a few times that work on my end: {{options}}. If none of those fit, feel free to suggest another time or format.

Talk soon,

{{Your Name}}

Why this works:
You’re positioning yourself as a partner, not a vendor. This is an example of follow-up email examples for client check-ins that protect long-term revenue and deepen trust.

Example of a Check-In After a Client Downloads a Resource or Attends a Webinar

Subject: Any questions after the {{webinar/resource}}?

Hi {{First Name}},

Thanks again for {{attending our webinar / downloading our guide}} on {{topic}}.

A lot of people who sign up for this are trying to figure out how to:

• Get quick wins in the next 30 days
• Avoid wasting time on low-impact tasks
• Explain the value of this work to their leadership team

If that sounds like you, I’m happy to:

• Answer a few questions over email, or
• Hop on a short call to talk through your specific situation

If you’d rather just keep the resource on hand for later, that’s perfectly fine too.

Best,

{{Your Name}}

Why this works:
This is one of the more modern examples of follow-up email examples for client check-ins in 2024–2025, where content marketing and sales are tightly linked. You’re moving from “lead” to “human conversation” without pressure.

Example of a “We Haven’t Talked in a While” Relationship Reviver

Subject: Thought of you when I saw this

Hi {{First Name}},

It’s been a while since we last worked together on {{project}}, and I hope things are going well on your end.

I came across this {{article/report/tool}} about {{relevant topic}} and immediately thought of your team:

{{Short 1–2 sentence summary of the resource and why it’s relevant.}}

No agenda here—just wanted to share something I think you might find useful. If you ever want to explore an update or a new project, my door’s always open.

All the best,

{{Your Name}}

Why this works:
You’re not asking for anything. You’re simply staying on their radar with something genuinely helpful. Among the best examples of follow-up email examples for client check-ins, this one is especially good for reviving dormant relationships.

Example of a Direct “Decision Check” When You Need an Answer

Subject: Quick decision check on {{project/offer}}

Hi {{First Name}},

I know you’ve had a lot on your plate, so I wanted to send a quick note to see where things stand with {{project/offer}}.

To make this easy, could you hit reply with one of these?

• Yes, let’s move forward
• Not right now, maybe later this year
• We’ve decided to go a different direction

No explanation needed unless you’d like to share. I just want to make sure I’m planning my time and availability responsibly.

Thanks so much,

{{Your Name}}

Why this works:
You’re giving them a multiple-choice reply, which reduces friction. This is a good example of follow-up email examples for client check-ins when you truly need clarity, but still want to be respectful.

How to Write Your Own Follow-Up Email Examples for Client Check-Ins

Now that you’ve seen several real examples of follow-up email examples for client check-ins, let’s break down the patterns so you can write your own without sounding stiff or scripted.

Start with a Clear, Honest Subject Line

In 2024–2025, people are drowning in vague subject lines. Simple, honest ones tend to perform better. Research from email marketing platforms like Mailchimp and academic work on communication clarity (for example, writing guidance from Harvard’s Writing Center) consistently supports clear, specific language.

Strong subject line formats include:

• “Quick check-in about {{topic}}”
• “Any questions about {{proposal/plan}}?”
• “Next steps for {{project}}”
• “Thought of you when I saw this”

Notice how these mirror the real examples of follow-up email examples for client check-ins you saw earlier.

Lead With Context, Then Your Ask

Your client is not living inside your inbox. Remind them who you are and what this is about in the first 1–2 sentences:

• Reference the last touchpoint: a call, email, meeting, webinar, or proposal.
• Then make a simple ask: a call, a yes/no answer, feedback, or nothing at all (if you’re just nurturing the relationship).

This structure is baked into every example of follow-up email above, and it keeps your message easy to scan.

Offer Options, Not Ultimatums

The best examples of follow-up email examples for client check-ins give the client choices. Instead of “Can we schedule a call?” you might say:

• “If it’s helpful, we can do a quick call, or I can send a brief summary by email.”
• “If the timing isn’t right, just let me know and we can revisit later this year.”

Psychology and behavioral research (for example, decision-making studies discussed by the American Psychological Association) show that people are more likely to respond when the path is clear and low-pressure.

Match Your Tone to the Relationship

A first-time prospect, a long-term retainer client, and a former client who left three years ago should not get the same tone.

• New prospects: Professional, warm, and slightly more formal.
• Active clients: More familiar, with references to shared work and wins.
• Former clients: Respectful and light, with no guilt or pressure.

When you adapt the examples of follow-up email examples for client check-ins above, adjust formality, length, and how much backstory you include.

Keep It Short Enough to Read on a Phone

Most clients are scanning emails on their phones between meetings. Aim for:

• Short paragraphs (1–3 sentences)
• Clear bullets for options or questions
• One main action you’d like them to take

You’ll notice every example of follow-up email in this guide is structured for easy mobile reading.

Be Honest About Your Intent

People can smell a manipulative follow-up from a mile away. If you need a decision, say so. If you’re simply checking in because you care about the relationship, say that.

Honesty builds long-term trust, which is backed by decades of research in relationship science and business communication (see, for instance, general trust and communication discussions from organizations like the National Institutes of Health in their work on provider–patient communication).

Timing Tips for Follow-Up Email Examples in 2024–2025

The content of your message matters, but so does the timing. Here’s a simple, modern rhythm you can adapt:

• After a call or meeting: Follow up within 24 hours with a recap and next steps.
• After sending a proposal: Check in after 3–5 business days.
• When a client goes quiet: Nudge after 7–10 days, then again 2–3 weeks later.
• For ongoing clients: Do a structured check-in every quarter, plus lighter touchpoints when relevant.

These patterns line up with current email engagement data shared by major email service providers and reflect how busy professionals actually work in 2024–2025.

When in doubt, ask during your initial conversations: “How do you prefer I follow up if I don’t hear back?” Then use these examples of follow-up email examples for client check-ins as a base, tailored to their preferences.

FAQ: Examples of Follow-Up Email Examples for Client Check-Ins

Q: Can you give an example of a very short follow-up email for a busy client?

Yes. Here’s a lean version you can send when you know the client is slammed:

Subject: Quick check-in on {{project}}

Hi {{First Name}},

Just checking in to see if you’d like to move forward with {{project}} or pause for now. A quick “yes,” “no,” or “later” reply is perfect.

Thanks,

{{Your Name}}

This is one of the best examples of follow-up email examples for client check-ins when you need clarity but want to fully respect their time.

Q: How many follow-up emails should I send to a client who isn’t replying?

A common pattern is:

• One follow-up 3–5 days after your last email
• A second follow-up 7–10 days later
• A final “closing the loop” email 2–3 weeks after that

Your final email can sound like this:

“Since I haven’t heard back, I’ll assume the timing isn’t right and will close this out on my end. If things change, I’d be glad to reconnect.”

This approach keeps your reputation intact and matches the respectful tone you see in the earlier examples of follow-up email examples for client check-ins.

Q: What are some best examples of subject lines for client check-in emails?

Some strong subject lines include:

• “Any questions about the proposal?”
• “Quick check-in before {{date/event}}”
• “How is {{project/result}} working for you?”
• “Still interested in {{project/offer}}?”

All of these mirror the real examples of follow-up email examples for client check-ins in this guide: clear, specific, and honest.

Q: Should I use templates or write every follow-up email from scratch?

Use templates as a starting point, then personalize. The examples include structure, phrasing, and tone that already work. Your job is to:

• Add specific details about the client and project
• Adjust formality to match your relationship
• Remove anything that sounds like it came from a generic AI or corporate script

When you treat these as flexible examples of follow-up email examples for client check-ins rather than rigid scripts, your messages will feel natural and human.

Use these examples as your base, tweak them to sound like you, and remember: a thoughtful follow-up isn’t annoying. It’s a service. You’re helping your client make a decision, stay organized, and get the results they said they wanted in the first place.