The meeting went great. You pitched perfectly. The prospect nodded. They asked for the pricing deck.
You send the email. And then... silence.
One day passes. Three days. A week. You have been "ghosted."
Your instinct is to send the dreaded email: "Hi, just checking in on this!"
Stop.
"Just checking in" adds zero value. It screams "I want your money" without offering anything in return. In 2025, inboxes are overflowing. To get a reply, you need to earn it.
Here are 7 sales follow-up email templates that actually work — from the immediate recap to the final "breakup."
Key takeaways
- Speed wins. Sending a recap email within 1 hour of the call increases qualification rates by 7x. HBR: The Short Life of Online Sales Leads
- Value > Nagging. Every follow-up must deliver value (insight, resource) before asking for a reply.
- The "Breakup" is powerful. Telling a prospect you are closing their file triggers "Loss Aversion" and consistently gets the highest response rate. Chris Voss: Never Split the Difference
Table of contents
- The Rule: Never "Just Check In"
- Template 1: The "Perfect Recap" (J+0)
- Template 2: The "Value Add" (J+3)
- Template 3: The "Buried" Email (J+7)
- Template 4: The "Problem-First" Reminder (J+10)
- Template 5: The "Omni-Channel" Nudge (LinkedIn)
- Template 6: The "Video" Follow-Up
- Template 7: The "Breakup" Email (The Hail Mary)
- How Nomi writes these for you
The Rule: Never "Just Check In"
Every single touch must advance the sale. If your email doesn’t give the prospect something useful (insight, proof, reminder of pain, social proof, etc.), delete it.
Template 1: The "Perfect Recap" (J+0)
Send within 60 minutes of the call
Subject: Recap: [Their Company] + [Your Company] – Next Steps
Hi [First Name],
Great call today — thanks for the time.
Quick recap so we’re perfectly aligned: • You’re currently losing ~$[X] per month because of [Pain Point] • Your goal is to hit [Business Goal] by [Date] • We agreed [Your Solution] would reduce that pain by X% • Next step: you’ll review with [Decision Maker] this week
I’ve attached the one-pager + ROI model we mentioned to make that conversation easier.
Talk soon, [Your Name]
Pro Tip: Don't rely on your memory for the recap. Use a tool like Nomi vs Otter to extract the exact pain points automatically.
Template 2: The "Value Add" (J+3)
Subject: Quick idea about [Their Specific Pain Point]
Hi [First Name],
I was thinking about what you said regarding [Pain Point] on Tuesday.
One of our customers in [Industry] had the exact same challenge and fixed it by doing [Simple Tactic].
Here’s the 2-page case study if it’s helpful for your planning.
[Link to case study / resource]
No rush — just thought you’d find it useful.
Best, [Your Name]
Template 3: The "Buried" Email (J+7)
Subject: Re: Recap: [Their Company] + [Your Company] – Next Steps
Hi [First Name],
Guessing this got buried — totally normal this time of year.
Just bringing it back to the top of your inbox in case you had any thoughts after speaking with [Decision Maker].
Best, [Your Name]
Template 4: The "Problem-First" Reminder (J+10)
Subject: Still struggling with [Pain Point]?
Hi [First Name],
When we spoke you mentioned [Pain Point] was costing the team roughly $[X] / month.
Just checking — is solving that still a priority for this quarter, or has it moved to the back burner?
Best, [Your Name]
This technique uses the MEDDIC Sales Methodology to focus on the Cost of Inaction.
Template 5: The "Omni-Channel" Nudge (LinkedIn Voice Note)
Script (30-second LinkedIn voice note):
“Hey [First Name], quick voice note so I don’t add another email to your inbox. I sent the proposal last week — let me know if you need anything adjusted before you present internally. Hope you’re having a great week!”
Template 6: The "Video" Follow-Up
Subject: 45-second video for you (re: your question about [Topic])
Hi [First Name],
Easier to show than write — recorded a quick 45-second video answering your question about [Feature / Objection].
[Video link or thumbnail]
Let me know your thoughts!
Best, [Your Name]
Template 7: The "Breakup" Email (The Hail Mary)
Subject: Okay to close your file?
Hi [First Name],
I haven’t heard back in a few weeks and I’m guessing timing or priorities have shifted — completely understandable.
I’m going to go ahead and close your file for now so I stop bothering you.
If things change and you want to pick this back up later, just reply — I’ll reopen it instantly.
Wishing you a great rest of the quarter either way!
Best, [Your Name]
(80% of the time you’ll get a reply within 24h: “No, don’t close it — we’ve just been swamped!”)
How Nomi writes these for you — automatically
Templates are helpful, but hyper-personalized, context-aware emails close more deals.
Nomi listens to your call, instantly understands the pain points, objections, and agreed next steps — then drafts the perfect follow-up email in seconds.
No more copying templates. No more forgetting what was actually said.
→ Automate your follow-ups with Nomi