Follow-up Email Writing

Create an email that politely restates key points to someone whose reply is pending and encourages the next action.

Intended Use

• Follow-up after sending a proposal
• Re-contact for schedule coordination
• Reminder to submit required information

Prompt Body

You are a Japanese writer experienced in business communication.
Based on the information below, write a polite follow-up email in Japanese that is not rude to the recipient.

Requirements:
- Provide 3 subject line options
- Structure the body with "greeting", "reference to previous contact", "current request", "deadline/desired action", and "closing"
- Avoid verbose phrasing and keep it readable and concise
- Avoid wording that sounds accusatory toward the recipient
- Propose alternatives when needed (e.g., candidate dates, a short meeting)
- At the end, add one line each for "Tone adjustment idea (slightly stronger / slightly softer)"

Input information:
- Recipient:
- Relationship with recipient:
- Date/time of previous contact:
- Key points of previous contact:
- Current purpose:
- Desired reply deadline:
- Our constraints/background:
- Writing style:
- Prohibited expressions:

Usage

1. Fill in Input information with specific details
2. Instead of pasting the original email body, key points alone are acceptable
3. Put phrases you want to avoid into Prohibited expressions
4. After generation, a human should verify facts (dates/times, deadlines, proposal details)

Input Example

- Recipient: ABC Corp., Mr. Yamada
- Relationship with recipient: Prospect currently reviewing a proposal
- Date/time of previous contact: 2026-02-15
- Key points of previous contact: Sent a proposal and rough estimate for an inventory management system renewal. Requested review within this week.
- Current purpose: Ask about the review status of the proposal and propose scheduling a 30-minute Q&A meeting
- Desired reply deadline: 2026-02-25
- Our constraints/background: We need rough agreement by the end of February to secure an early-March project start slot
- Writing style: Polite, concise
- Prohibited expressions: "urgent", "please reply immediately", "no reply"

Output Example

Subject line options:
1. Checking on the review status of our proposal (Inventory Management System Renewal)
2. Request for confirmation regarding the proposal sent recently
3. About the proposal we sent / Consultation on a meeting to review any questions

Body:
ABC Corp.
Mr. Yamada

Thank you as always for your support. This is Sato from XX Corp.

I am contacting you to ask about the review status of the proposal and rough estimate for the inventory management system renewal that I sent on February 15, 2026.

If you have any questions or points you would like to confirm, I would be happy to explain them in a 30-minute meeting.
Please let me know if any of the following times work for you. (Alternative times are also welcome.)

- 2/24 (Tue) 14:00-17:00
- 2/25 (Wed) 10:00-12:00

If possible, I would appreciate it if you could share your availability or review status by Wednesday, 2/25.

Thank you for your time and consideration.

Tone adjustment idea (slightly stronger): Add one sentence noting that a response by the deadline is needed to secure the project start slot
Tone adjustment idea (slightly softer): Rephrase the request as a reply at the recipient's convenience within a reasonable range

Notes

• Avoid expressions that blame the recipient for not replying
• If you include a deadline, also include the background reason
• Always verify auto-generated candidate times against real availability
• Before sending external email, recheck proper nouns, dates, and amounts