English · B1 · Speaking · about 5 min
Send a reminder that gets a reply and keeps the relationship friendly.
Iryna works in accounts at a furniture exporter in Kyiv. A client in Ireland hasn't paid an invoice and hasn't replied to her email from a week ago. She needs a reply, but she also wants to keep the client happy. A good follow-up email is short: a friendly opener, a clear reference to the first email, a little empathy, one direct question, the document again and a polite close.
MomentYou open warmly.
SayI hope you're well.
WhyA standard, friendly email opener; short is fine.
MomentYou reference the first email.
SayI'm just following up on my email from last Tuesday about the invoice for the September order.
Whyjust following up on … is the polite key phrase; add the date and topic.
MomentYou show empathy.
SayI understand you're probably very busy at the moment.
Whyprobably + at the moment avoids blaming the reader.
MomentYou ask one clear question.
SayCould you let me know when we can expect the payment?
WhyCould you let me know …? is a polite indirect request.
MomentYou make it easy to act.
SayI've attached the invoice again for your convenience.
WhyRe-attaching saves the reader time; for your convenience is formal-friendly.
MomentYou close politely.
SayThanks in advance, and I look forward to hearing from you.
WhyThanks in advance + look forward to + -ing: the classic close.
| Moment | Say | Why |
|---|---|---|
| You open warmly. | I hope you're well. | A standard, friendly email opener; short is fine. |
| You reference the first email. | I'm just following up on my email from last Tuesday about the invoice for the September order. | just following up on … is the polite key phrase; add the date and topic. |
| You show empathy. | I understand you're probably very busy at the moment. | probably + at the moment avoids blaming the reader. |
| You ask one clear question. | Could you let me know when we can expect the payment? | Could you let me know …? is a polite indirect request. |
'Look forward to' is followed by -ing: I look forward to hearing from you (not 'to hear'). Indirect questions keep normal word order: Could you let me know when we can expect … (not 'when can we expect'). 'Just' softens: I'm just following up / I just wanted to check.
Wait 3–5 working days before a first follow-up. Reply in the same thread so the history is visible. Change the subject line only to add 'Follow-up:'. Keep it under 80 words.
Related topics: /topics/english/b1/work/requesting-more-time, /topics/english/b2/meetings/disagreeing-politely. To keep going, continue with the English course on MyAnya.
Open with a friendly line, reference the first email with just following up on, show empathy, ask one question with could you let me know, re-attach the file and close with look forward to hearing.
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How do you open the email?
I hope you're well.
A standard, friendly email opener; short is fine.
She uses the client's first name — they've worked together before.
I'm just following up on my email from last Tuesday about the invoice for the September order.
just following up on … is the polite key phrase; add the date and topic.
The subject line: 'Follow-up: Invoice 2047'.
I understand you're probably very busy at the moment.
probably + at the moment avoids blaming the reader.
It's the end of the quarter for them too.
Could you let me know when we can expect the payment?
Could you let me know …? is a polite indirect request.
She asks about the date, not 'why haven't you paid?'.
I've attached the invoice again for your convenience.
Re-attaching saves the reader time; for your convenience is formal-friendly.
The client opens emails on his phone.
Thanks in advance, and I look forward to hearing from you.
Thanks in advance + look forward to + -ing: the classic close.
The client replies the same afternoon.
| You make it easy to act. | I've attached the invoice again for your convenience. | Re-attaching saves the reader time; for your convenience is formal-friendly. |
| You close politely. | Thanks in advance, and I look forward to hearing from you. | Thanks in advance + look forward to + -ing: the classic close. |