Follow Up Message Templates for WhatsApp and Email

When to follow up and how many times

Most deals and replies are lost not because people said no, but because nobody followed up. At the same time, chasing someone every day is the fastest way to get blocked. A simple rhythm works for most situations:

• First follow-up: 2 to 3 working days after a quotation, proposal or meeting. For a job application, about 1 week; after an interview, a thank-you the same day and a follow-up after the date they gave you.

• Second follow-up: 4 to 7 days after the first, with something new: an answer to a likely question, a small change in the offer, or a case study.

• Third follow-up: about 1 to 2 weeks later. Make it easy to say no.

• Stop after 3 or 4 messages with no reply. A polite final note keeps the door open.

• Payments are different: remind before the due date, on the day, about a week later and then a final notice.

• Send in working hours, roughly 10 am to 7 pm, Monday to Saturday. Avoid festival days.

• Every follow-up should add something or ask one clear question. "Just checking in" on its own rarely gets a reply.

Follow up message after sending a quotation

The words in double curly brackets are columns from your sheet: {{name}}, {{quote_no}}, {{amount}}, {{date}}, {{product}} and so on. Rename them to match your Excel columns.

1. 1.

   First

   Hi {{name}}, I hope you had a chance to look at our quotation {{quote_no}} for {{product}} sent on {{date}}. Happy to answer any questions or adjust it to your budget.

   CopySend to your list
2. 2.

   Short

   Hello {{name}}, following up on the quote for Rs {{amount}}. Shall I go ahead and block the material for you?

   CopySend to your list
3. 3.

   Formal

   Dear {{name}}, this is a gentle follow-up on our quotation no. {{quote_no}} dated {{date}}. Kindly let us know if you need any clarification or revision.

   CopySend to your list
4. 4.

   Validity

   Hi {{name}}, a quick note that our quotation {{quote_no}} is valid until {{valid_till}}, as material prices are expected to rise next month. Let me know if you would like to confirm.

   CopySend to your list
5. 5.

   Question

   Hi {{name}}, did the quotation match what you had in mind? If price is the concern, we can suggest a lighter option within your budget.

   CopySend to your list
6. 6.

   Second

   Hello {{name}}, I know you are busy. Just wanted to share that we recently completed a similar order for a client in {{city}}. Photos attached. Our quote {{quote_no}} is still open.

   CopySend to your list
7. 7.

   Final

   Hi {{name}}, I have not heard back on our quotation, so I will assume the timing is not right. If anything changes, just reply here and I will be glad to help.

   CopySend to your list

Follow up message after a meeting

Send the first one the same day or next morning. Summarise what was agreed and the next step, so nothing depends on memory.

1. 1.

   Same day

   Hi {{name}}, thank you for your time today. As discussed, I will send the proposal by {{date}}. Please share the floor plan when convenient.

   CopySend to your list
2. 2.

   Summary

   Dear {{name}}, thank you for meeting us on {{date}}. To summarise: 1) scope as discussed, 2) budget around Rs {{amount}}, 3) next call next week. Please correct me if I missed anything.

   CopySend to your list
3. 3.

   Short

   Great meeting you today, {{name}}! I will follow up with the details tomorrow.

   CopySend to your list
4. 4.

   Next step

   Hello {{name}}, following up on our meeting last week. Would Tuesday or Thursday suit you for the next discussion?

   CopySend to your list
5. 5.

   Event

   Hi {{name}}, it was a pleasure meeting you at {{event}}. As promised, our catalogue is attached. Would you like a quick call this week?

   CopySend to your list
6. 6.

   Formal

   Dear {{name}}, further to our meeting on {{date}}, please find the minutes and action points attached. We look forward to your feedback.

   CopySend to your list

Follow up message when there is no reply

Keep these light. Give the person an easy way out, and they are more likely to answer either way.

1. 1.

   Polite

   Hi {{name}}, just bringing my last message to the top of your chat in case it got buried. No rush at all.

   CopySend to your list
2. 2.

   Yes/No

   Hello {{name}}, a quick yes or no would help me plan: are you still interested in {{product}}?

   CopySend to your list
3. 3.

   Easy out

   Hi {{name}}, I have not heard back, which usually means it is not a priority right now. Should I check again next month, or close this for now?

   CopySend to your list
4. 4.

   Helpful

   Hi {{name}}, thought this might be useful while you decide: our price list and delivery timelines are attached. Happy to help whenever you are ready.

   CopySend to your list
5. 5.

   Short

   {{name}}, any update on this? Even a quick reply would help.

   CopySend to your list
6. 6.

   Final

   Hi {{name}}, this will be my last follow-up so I do not crowd your inbox. If you need us in the future, this number is always open.

   CopySend to your list

Lead follow up messages (enquiries and leads)

Reply to a new enquiry as fast as you can, ideally within the hour. Leads go cold quickly, and the first business to reply often wins.

1. 1.

   New enquiry

   Hi {{name}}, thank you for your enquiry about {{product}}. Could you tell me the quantity and delivery location so I can share the best price?

   CopySend to your list
2. 2.

   Website lead

   Hello {{name}}, you filled our form on {{date}} about {{product}}. Is now a good time for a 5-minute call, or would you prefer the details here on WhatsApp?

   CopySend to your list
3. 3.

   Exhibition

   Hi {{name}}, it was nice meeting you at our stall. As requested, here is our brochure. Let me know which models interest you.

   CopySend to your list
4. 4.

   Real estate

   Hi {{name}}, thank you for your interest in our 2 BHK project. Site visits are open this weekend. Would Saturday at 11 am work for you?

   CopySend to your list
5. 5.

   Reactivate

   Hi {{name}}, you had asked about {{product}} a few months ago. We now have a new range with better prices. Shall I send the details?

   CopySend to your list
6. 6.

   Coaching

   Hello {{name}}, thank you for asking about our {{course}} batch. A free demo class is on {{date}}. Should I reserve a seat for you?

   CopySend to your list

Follow up message after a demo or trial

1. 1.

   After demo

   Hi {{name}}, thank you for joining the demo today. I have attached the recording and pricing. What did your team think?

   CopySend to your list
2. 2.

   Trial

   Hello {{name}}, your free trial ends on {{date}}. How has it been so far? I am happy to help you set up anything you have not tried yet.

   CopySend to your list
3. 3.

   Objection

   Hi {{name}}, during the demo you asked about data security. Here is a one-page note that answers it. Let me know if you have more questions.

   CopySend to your list
4. 4.

   Decision

   Hi {{name}}, following up on last week's demo. Is there anyone else who should see it before you decide? I can do a short session for them.

   CopySend to your list
5. 5.

   Short

   {{name}}, thanks for trying the product! Ready to go ahead, or do you need anything else from us?

   CopySend to your list

Payment follow up messages (with payment link)

For payments, be specific: amount, invoice number, due date and a link or UPI ID. A payment link pasted in full lets people pay in one tap. For a full set of stages, see our payment reminder messages guide.

1. 1.

   Link

   Hi {{name}}, a gentle follow-up on invoice {{invoice}} for Rs {{amount}}, due on {{due_date}}. You can pay in one tap here: {{payment_link}}

   CopySend to your list
2. 2.

   Link

   Hello {{name}}, your payment of Rs {{amount}} is still pending. Here is the payment link again for convenience: {{payment_link}}. Please ignore if already paid.

   CopySend to your list
3. 3.

   Formal

   Dear {{name}}, this is a follow-up regarding the outstanding amount of Rs {{amount}} against invoice {{invoice}}. Kindly arrange payment at the earliest via the link: {{payment_link}}

   CopySend to your list
4. 4.

   Short

   {{name}}, quick reminder: Rs {{amount}} pending. Pay here: {{payment_link}}. Thank you!

   CopySend to your list
5. 5.

   Hinglish

   Namaste {{name}} ji, invoice {{invoice}} ka Rs {{amount}} abhi baaki hai. Is link se payment kar dijiye: {{payment_link}}. Dhanyavaad!

   CopySend to your list
6. 6.

   Hindi

   {{name}} जी, बिल {{invoice}} के ₹{{amount}} अभी बाकी हैं। कृपया इस लिंक से भुगतान करें: {{payment_link}}

   CopySend to your list

Job application and interview follow up messages

Recruiters receive many messages, so make yours easy to place: your name, the role and the date you applied or met. Use WhatsApp only if the recruiter shared their number or contacted you there; otherwise email.

1. 1.

   After applying

   Dear {{name}}, I applied for the {{role}} position on {{date}} and wanted to confirm my application was received. I would be glad to share any further details. Thank you.

   CopySend to your list
2. 2.

   After applying

   Hello {{name}}, I am following up on my application for {{role}}. I am very interested in the opportunity and available for an interview at your convenience.

   CopySend to your list
3. 3.

   Interview thank you

   Dear {{name}}, thank you for taking the time to interview me today for the {{role}} role. I enjoyed learning about the team and am excited about the opportunity.

   CopySend to your list
4. 4.

   Interview thank you

   Hi {{name}}, thank you for the conversation yesterday. Our discussion about {{topic}} made me even more keen to join {{company}}. Please let me know if you need anything else from me.

   CopySend to your list
5. 5.

   Status

   Dear {{name}}, I hope you are well. I interviewed for the {{role}} position on {{date}} and wanted to ask if there is any update on the next steps.

   CopySend to your list
6. 6.

   After rejection

   Dear {{name}}, thank you for letting me know. I appreciate the opportunity and would be glad to be considered for future roles at {{company}}.

   CopySend to your list

How to send follow ups to many leads or customers with their details

If you have 60 open quotations or pending invoices, typing each follow-up is slow. Rapid Sender is a free tool for WhatsApp that runs in your browser and sends from your own WhatsApp, one chat per contact, filling in each person's name, amount or quote number from your sheet. Numbers do not need to be saved in your phone.

It has no scheduling or automatic follow-up sequences. Keep a follow-up date column in your sheet, filter the rows due today and send them.

1. 1

   Keep a follow-up sheet

   Make an Excel or CSV file with columns such as name, phone, quote_no, amount, payment_link and next_follow_up. Up to 5,000 rows per upload.

2. 2

   Link your WhatsApp

   On your phone open WhatsApp, Linked devices, Link a device and scan the QR code in Rapid Sender, or use the pairing code. No install or sign-up.

3. 3

   Upload today's rows

   Upload the sheet; columns become placeholders such as {{quote_no}} and {{payment_link}}. Choose only the contacts due today.

4. 4

   Paste, preview and test

   Paste a follow-up from this page, check the live preview, and send a test to yourself.

5. 5

   Send and update

   Send. Messages go out with a random 7 to 10 second pause by default. Download the report as Excel and update your next follow-up dates.

Frequently asked questions