Write 3 versions of a follow-up email (gentle, neutral, firm but polite) about: [what you are following up on].

Context: I first contacted [name] on [date] about [topic]. Their response so far: [no reply / partial answer].

What I need: [reply / payment / approval / file] by [date].

Relationship: [client / colleague / manager / vendor].

Each version: subject line, 3-5 sentences, one clear call to action, no guilt-tripping. Add a one-line WhatsApp/Slack version too.

How to use this prompt

  • Pick the version that matches your relationship.
  • Add one specific date so the reader knows when to respond.
  • Wait at least 2-3 working days before the first follow-up.

Example

For a pending invoice, the gentle version asks if the invoice reached the right person, while the firm one mentions the due date and offers help if there is a problem.

Tips for better results

  • Always attach or link the original document again.
  • If you need a clean invoice amount in words, use Number to Words.

This prompt works with ChatGPT, Google Gemini, Claude, Microsoft Copilot and most other AI chat tools. Replace everything in [brackets] with your own details. AI can make mistakes, so check important facts before you rely on them, and never paste private or confidential information.