Pick a situation, add your details, and copy a ready-to-send sequence, with the day to send each email. Free, no sign-up.
4 emails over 15 days. Use it for someone who does not know you yet. Rewrite the parts in dashed boxes before you send, and send each email whose subject starts with “Re:” as a reply in the same thread.
Subject: [company] and [problem]
Hi [first name], [One line about something specific you noticed about their team.] Teams at that stage often run into [problem]. [your company] helps them [result]. Is this something you're working on this quarter? If so, I can send a two-minute overview. [your name]
Wait 2 days
Subject: Re: [company] and [problem]
Hi [first name], Following up on my note below. One example: [a customer like them] used [your company] to [result]. Worth a 15-minute call to see if the same could work at [company]? [your name]
Wait 5 days
Subject: An idea for [company]
Hi [first name], I put together [a short checklist or a two-minute video] on how teams deal with [problem]. No call needed. Want me to send it over? [your name]
Wait 7 days
Subject: Closing the loop
Hi [first name], I haven't heard back, so I'll assume [problem] isn't a priority at [company] right now. I won't keep emailing. If that changes, reply to this email and I'll pick it up from there. [your name]
4 emails over 9 days. Use it when someone fills in a form, starts a trial, or asks for pricing. Send the first email within the hour. Rewrite the parts in dashed boxes before you send, and send each email whose subject starts with “Re:” as a reply in the same thread.
Subject: Thanks for reaching out, [first name]
Hi [first name], Thanks for getting in touch with [your company]. I'm [your name], and I'll be your contact. Most teams that reach out want to [result]. So I can point you to the right thing: what made you look into this now? If it's easier to talk, you can book a time here: [calendar link]. [your name]
Wait 1 day
Subject: Re: Thanks for reaching out, [first name]
Hi [first name], I have time [day and time] or [day and time] for a 20-minute call about [problem] at [company]. Does either work? If not, send me a time that suits you. [your name]
Wait 2 days
Subject: How [a similar customer] fixed [problem]
Hi [first name], While you look at options, this may help. [A similar customer] had the same trouble with [problem] and used [your company] to [result]: [link to the case study]. Happy to show you how they set it up. [your name]
Wait 5 days
Subject: Still looking into this?
Hi [first name], I haven't heard back, so I'm guessing the timing has changed. Is fixing [problem] still on the list at [company], or should I check back next quarter? A one-word reply is fine. [your name]
3 emails over 8 days. Use it after a call or a demo. Send the first email on the same day. Rewrite the parts in dashed boxes before you send, and send each email whose subject starts with “Re:” as a reply in the same thread.
Subject: Notes from our call, [first name]
Hi [first name], Thanks for your time today. Here's what I heard: - [company] wants to fix [problem] - [The goal or deadline they mentioned] - [Who else needs to be involved] Next step: [the step you agreed, with a date]. I've sent a calendar invite for it. Did I miss anything? [your name]
Wait 2 days
Subject: Re: Notes from our call, [first name]
Hi [first name], As promised, here's [the resource you promised]. It shows how teams like [company] [result]. Any questions before [the next step]? I'm happy to answer them by email. [your name]
Wait 5 days
Subject: Next step for [company]
Hi [first name], Checking in before [the next step]. Is there anyone else at [company] who should join, or anything they'll want to see? If the timing has moved, let me know and I'll update the plan. [your name]
4 emails over 16 days. Use it after you send a proposal or a quote. Send the first email the next day. Rewrite the parts in dashed boxes before you send, and send each email whose subject starts with “Re:” as a reply in the same thread.
Subject: Proposal for [company]
Hi [first name], Checking that the proposal came through. The short version: [your company] helps [company] [result], starting [start date]. Any questions I can answer before you review it with [the decision maker]? [your name]
Wait 3 days
Subject: Re: Proposal for [company]
Hi [first name], When teams review a proposal like this, the questions are usually about [price, timeline, or security]. I've put the answers here: [link or short notes]. Would a 15-minute call with [the decision maker] help move it forward? [your name]
Wait 5 days
Subject: Where things stand
Hi [first name], Where does the proposal stand on your side? If something has changed, such as budget, timing, or priorities, I'd rather know so I can adjust it. [your name]
Wait 7 days
Subject: Should I close this out?
Hi [first name], I haven't heard back about the proposal, so I'll close it on my side for now. The pricing holds until [date]. If fixing [problem] comes back up, reply here and I'll pick it up. [your name]
3 emails over 12 days. Use it when a prospect stops replying in the middle of a conversation. Rewrite the parts in dashed boxes before you send, and send each email whose subject starts with “Re:” as a reply in the same thread.
Subject: Re: [the subject of your last email]
Hi [first name], Bringing this back to the top of your inbox. Any thoughts on [the question in your last email]? [your name]
Wait 4 days
Subject: Quick question, [first name]
Hi [first name], I know things get busy. To make this easy, which of these fits best? 1. Interested, let's talk 2. Interested, but not now 3. Not a priority, please stop emailing A one-number reply is perfect. [your name]
Wait 7 days
Subject: Should I stop here?
Hi [first name], I've tried to reach you a few times about [problem], so I'll stop here. If [company] wants to [result] later this year, reply to this email and I'll pick it up from there. All the best, [your name]
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Reply in the thread, or start a new one on purpose. When an email follows up on the last one, send it as a reply, so the earlier message sits below it and the reader has the context. When you change the angle, such as an offer or a last email, start a new thread with its own subject line.
Add something new each time. Give an example, a resource, or a direct question. “Just checking in” gives the reader no reason to reply.
Keep it short. Most follow-ups need three to five sentences and one question.
Make the reply easy. Ask a question they can answer in one line, or give them options to choose from.
Know when to stop. End with a polite email that closes the loop and leaves the door open.
Leave short gaps at the start and longer gaps later. After a meeting or an inbound request, reply on the same day, while they still remember the conversation. After a cold email or a proposal, wait two or three days, then a week or more.
| Situation | Emails | Gaps between emails |
|---|---|---|
| Cold outreach | 4 over 15 days | 2, 5, 7 days |
| New inbound lead | 4 over 9 days | 1, 2, 5 days |
| After a meeting | 3 over 8 days | 2, 5 days |
| After a proposal | 4 over 16 days | 3, 5, 7 days |
| No reply | 3 over 12 days | 4, 7 days |
Three to five emails is enough for most situations. Each email in these sequences has its own job: name the problem, give an example, offer something useful, then close the loop.
After the last email, stop. If the timing was wrong, set a reminder to check back next quarter, or when something changes at their company.
Short subject lines that say what the email is about work best. A reply keeps the subject of the thread, with “Re:” in front. A new thread needs its own subject. These subject lines start each thread in the templates above:
Reply in the same thread, keep it to two or three sentences, and ask one clear question. If they still do not reply, make the answer easier with options to choose from, then send a short email that closes the loop. The no-reply sequence above does this in 3 emails over 12 days.
After a meeting or an inbound request, follow up on the same day. After a cold email or a proposal, wait two or three days for the first follow-up, then leave longer gaps, such as a week or more.
Three to five in total is enough for most situations. Stop after an email that closes the loop, and check back later if something changes.
A planned set of follow-up emails, each with a day to send it and its own goal. A sequence makes sure you follow up on time, and that each email gives the reader something new.
Yes. Copy them, change them, and use them as often as you like. The generator runs in your browser and does not store or send what you type.
Give each follow-up a due date when you send the email before it. In Anvil, you log each email as an activity with an owner, a due date, and a reminder, and the dashboard lists overdue activities. Anvil does not send the emails for you.
Log each email in Anvil as an activity. Give the next follow-up an owner, a due date, and a reminder, and see every overdue follow-up on the dashboard.