How to Reach Out to Someone After a Long Time Professionally (Example for Email & Linkedin)

Reaching out after a long silence can feel awkward—but you’re not alone. A 2023 HubSpot report found that over 62% of professionals avoid follow-ups because they don’t know what to say. The good news? You don’t need magic words—just the right tone, timing, and structure.

In this guide, you’ll get practical tips, proven templates, and real LinkedIn and email examples to help you reconnect professionally—without sounding weird or pushy, enhancing your value proposition. Let’s make that follow-up feel natural.

Why Reaching Out After a Long Time Feels Hard—But Matters

1. Fear of Awkwardness or Rejection: You may wonder, “What if they forgot me?” or “Will I seem annoying?” That fear stops many people from reaching out. But data shows that polite follow up emails actually improve response rates—especially when you're reconnecting after a networking event or shared conversation.
2. Uncertainty About What to Say: It’s easy to feel stuck on your initial email. A good rule? Start with a personalized greeting and a short brief description of why you’re writing. Don’t overthink it. Your message doesn’t have to be perfect—just clear and kind.
3. Concern Over Timing: You might feel like it’s too late. But it’s not. People understand that life gets busy. Whether it's a new job, a company name change, or just a busy schedule, the right time is when you’re ready.
4. Worried About Being Forgotten: If it’s been a while, just briefly explain where you left off. Mention any past interactions or projects. A friendly tone and a reminder of your linkedin profile or job title helps jog memory.
5. Changing Roles or Industries Makes It Harder: Switched to a new industry or role? That’s actually a great reason to reach out. People are often curious about where you landed. It also gives you a natural way to rejoin your professional network.

Your Initial Email Sets the Tone: How to Get It Right

1. Open with a Personalized Greeting

Don’t say “Dear Sir/Madam.” That sounds like a spam email. Use their first name if possible.

• Start with something like: “Hi Alex, hope you’ve been doing well!”
• Mention a shared interest or past interaction to make it warm.
• You can also include your job title or company name in the signature to build credibility.
• Adding your linkedin profile or own email at the end gives them context.

2. Acknowledge the Time Gap

Let’s be honest—it’s been a while. That’s okay. Just say so.

• Example: “It’s been a long time since we last spoke—probably since that networking event in 2022!”
• This shows honesty and makes the message feel more personal.
• If they’re a previous client or old contact, mention that briefly to jog their memory.

3. Briefly Explain Why You’re Reaching Out Now

Don’t write a novel. Just tell them why now is the right time.

• Maybe you started a new job, changed industries, or just thought of them.
• Example: “I’m now working in a new industry and thought of reconnecting with folks in my professional network.”
• You can also mention a quick follow up or suggest a quick call if you want to continue the conversation.

4. Add Value or Spark Relevance

When reconnecting, don’t make the email just about you. Give them a reason to care about their pain point. You can add value by sharing a useful resource, brief description of something you read, or a company name update they might find helpful.

Here are ways to make your message feel relevant:

• Mention a shared interest or mutual contact.
• Point out something they posted on their linkedin profile.
• Tie it back to your last conversation or networking event.

5. Keep It Short and Easy to Read

Busy people don’t read long blocks of text. A good follow up email should be under 150 words. Use short sentences. Stick to:

• A warm personalized greeting
• 1–2 lines on why you’re writing
• A single point or request (like a quick call)

Make sure your email uses professional formatting so it’s easy to read and makes a strong impression.

6. Use a Professional Sign-Off

End with a clear, friendly sign-off. Skip vague closings like “Cheers” (unless you know them well). Use:

• Best regards
• Warm regards
• Best wishes

Include:

• Your job title
• Company name
• Your own email or LinkedIn profile

How to Reach Out to Someone After a Long Time Professionally [Examples Inside]

Template 1: General Reconnection After Long Silence

Template 2: Reaching Out After Changing Jobs

Template 3: Following Up After a Networking Event

Template 4: Reconnecting with a Past Client or Colleague

Template 5: Soft Follow-Up on an Old Email

Follow Up Email Templates to Get a Positive Response

Template 1: After No Response to Your First Email

Template 2: After a Great First Conversation or Meeting

Template 3: Follow-Up with Added Value or Resource

Template 4: Re-Engaging with a Warm Lead or Old Contact

Template 5: Following Up After Sending a Proposal or Document

LinkedIn Profile Follow Ups: Stand Out Without Being Pushy

How to Write a LinkedIn Message After a Long Silence

Template 1: Reaching Out After Viewing Their Profile

Template 2: Casual Reconnection After Time Has Passed

Template 3: New Job or Career Update Tie-In

Template 4: Light Touchpoint Without Pressure

Template 5: Reconnecting Through a Shared Interest or Topic

Template 6: Friendly Nudge with a Hint of Nostalgia

When to Send That Follow Up (Timing Tips)

1. Wait 2–3 Business Days After Your Initial Email: Don’t rush it. Give them some time. People get busy and may need a few days to reply. After your initial email, wait at least two full business days. This shows you’re professional, not pushy. If you don’t hear back, it’s okay to send a quick follow up to check in.
2. Follow Up Sooner If It’s Time-Sensitive: If you’re dealing with a deadline, you don’t have to wait. Sending a response follow up email within 24–48 hours is fine. Just keep your message short and respectful. You can even mention your busy schedule if it’s relevant.
3. After a Meeting or Networking Event, Follow Up Within 24 Hours: The sooner, the better. If you just met at a networking event, strike while it’s fresh. Mention the event name and a conversation you had. This helps improve your response rates and builds a lasting connection.
4. Space Out Multiple Follow Ups Thoughtfully: No one likes to be spammed. If you’re doing multiple follow ups, space them 5–7 days apart. You can follow up two or three times at most—after that, give it a break. Change the email subject slightly each time to refresh interest.
5. Follow Up After Any Trigger Activity: Look for signs they’re still interested. If they view your LinkedIn profile, open your email templates, or like a post—follow up. This shows they remember you, even if they didn’t reply yet. You can tie your message to that activity: “Saw you checked out my profile—just wanted to reconnect.”
6. Respect Context—Some Replies Just Take Time: Sometimes, no reply doesn’t mean no interest. They may be overwhelmed or juggling a lot. If they don’t reply after a few nudges, wait. You can reach out again after a new job update, company name change, or shared upcoming event.

How to Craft High-Converting Email Subject Ideas

1. Keep It Short and Clear (4–7 Words Max)

Long subject lines get cut off, especially on phones. So, be short and to the point. Aim for 4 to 7 words. That’s the sweet spot for most inboxes.

Try this:

• “Quick Follow-Up from [Event Name]”
• “Touching Base – [Job Title] at [Company Name]”
• “Following Up on Our Last Conversation”

Use keywords like quick follow up or initial email if it fits naturally. Avoid being vague. People skip unclear emails.

Pro Tip: Emails with subject lines under 50 characters see up to 12% higher open rates (Mailchimp, 2024).

2. Mention a Specific Context or Connection

People remember details. Use that to your advantage. Mention past interactions, a networking event, or a shared topic like a new job or linkedin profile.

Examples:

• “Enjoyed Connecting at the Trade Show”
• “Congrats on the New Job—Let’s Reconnect”
• “Following Up from Our Networking Event”

These feel personal, not cold. It shows you remember the person, not just their contact. Including personal context can improve response follow up email rates by 20–30%.

3. Use a Friendly, Professional Tone

Your subject line should sound human—not robotic. That means avoiding ALL CAPS or clickbait. Instead, keep it warm and polite.

Try phrases like those that emphasize sending follow up emails.

• “Quick Call This Week?”
• “Loved Our Chat—Can I Follow Up?”
• “Reaching Out After Our Great Meeting”

Also, feel free to use a personalized greeting or mention your own email if it’s part of a thread.

4. Ask a Simple, Low-Pressure Question

Questions work. They make the reader stop and think. But don’t be too pushy.

• Try this: "Quick question about [topic]?"
• Or: "Would now be a good time to reconnect?"

These feel natural. They show respect for the other person's busy schedule and past relationship with you. That helps boost response rates.

5. Include Their Name or Job Title When Possible

People like to feel seen. Adding their name or job title can help you stand out.

• Subject: "Congrats on your new job as Marketing Manager!"
• Subject: "Hi David – Following up since our last networking event"

If you include a shared moment or mention their current job, your email feels more personal. This is a great way to re-engage an old contact or professional network, as well as establish new connections .

6. Avoid Spam Triggers and Clickbait

Words like "Free," "Act Now," or "Urgent" may look tempting but often send your email to spam.

• Stay away from all caps, too many exclamation marks, or misleading subject lines.
• Keep it real and relevant to your initial email or previous interaction.

7. Test and Refine Based on Response Rates

Don’t guess. Track what works.

• Send a few versions of your subject lines.
• See which one gets the most replies.
• Keep a small list of your top-performing lines.

This helps you write the perfect follow up email over time. Remember, what works for one conversation may not work for another.

Key Takeaways to Write the Perfect Follow Up Email

1. Start with a Friendly Reminder, Not a Guilt Trip

People get busy. So if they didn’t reply, don’t take it personally. Start your email with a warm, polite sentence that briefly explains who you are and where you left off.

Try this:

“Hi [Name], just circling back on my initial email from last week regarding [topic]. I know you’ve got a busy schedule, so I wanted to gently follow up.”

This shows empathy without pressure. Add a personalized greeting or reference a past interaction—it reminds them you’re human.

2. Give a Brief Description of Why You’re Following Up

Always make your reason clear. Keep your brief description short and easy to skim. If you’re following up after a networking event, mention the event name. If it’s about a new job, say so directly.

Example: “I really enjoyed our chat during the [Event Name] and wanted to see if there’s a chance to connect further about your previous email regarding [topic].”

This makes your message purposeful—not just another follow up email template.

3. Make It Easy to Respond

People won’t reply if the ask feels like work. End your email with clear communication and a simple next step. You can suggest a quick call, or ask a short yes/no question to express interest .

Example:

“Would a 15-minute chat this week work for you?”
Or
“Let me know if I should contact someone else on your team—happy to connect with the right person.”

4. Match Your Tone to the Relationship

Every follow up email should sound like you. For ideas on how to end your emails more effectively, check out these 10 effective alternatives to "looking forward to hearing from you".

• If you're writing to an old colleague or someone from a networking event, keep it warm and personal.
• If it's a job title you respect or someone in your professional network, go more formal.
• Use a personalized greeting that fits the tone. Start with "Hi [Name]," if you're familiar, or "Hello [Title + Name]" if it's formal.

Example: “Hi Priya, it was great meeting you at the [event name] last year. I wanted to reconnect after our last conversation about your new project.”

5. Include a Clear Sign-Off with Your Details

Don’t end with “Thanks” and disappear.

• Use professional closings like “best regards,” “warm regards,” or “best wishes.”
• Add your email subject again if the thread is long.
• Always include your job title, company name, and social media links (like your LinkedIn profile) at the bottom.

Example:

Best regards,
Jamie Thomas
Marketing Manager, BrightEdge
linkedin.com/in/jamiethomas

6. Know When to Stop (or Try Another Channel)

Sometimes, you won’t hear back—even after multiple follow ups.

• Don’t panic. People are busy.
• Wait a week or two between follow up emails.
• After 2–3 messages with no reply, consider switching the communication channel. Try a LinkedIn message or even a quick call.
• But don’t become spammy. Respect a busy schedule.

Pro Tip: If you’ve had no response after your initial email and quick follow up, pause. Then follow up only if something changes—like a new job or upcoming event that connects you again.

How to Choose the Right Communication Channel for Follow Up Emails

1. Start with Email for Formal or Cold Outreach

Email is the best place to begin if you’re contacting someone for the first time or it’s been a while since your last conversation.

Use this if:

• You met them at a networking event and want to stay in touch.
• You’re following up after a job interview or sent a brief description of your project.
• You don’t want to sound too casual.

A professional email subject and personalized greeting go a long way. You can even attach your linkedin profile in the footer if you’re reconnecting after lost contact.

Example: If you’re not sure where to start, search online for “how to reach out to someone after a long time professionally example” and use a proven follow up email template.

2. Use LinkedIn Message for Warmer or Dormant Connections

If you’ve spoken before or shared past interactions, LinkedIn is a smart move. It feels more personal and casual.

Try this if:

• You’re reconnecting with an old colleague or someone in your professional network.
• You already have their linkedin profile and noticed a new job or company name update.

A linkedin message works well because people check it during their breaks or on mobile. It’s quick and low-pressure.

Tip: Mention something you remember—like a trade show, shared interests, or their job title.

3. Pick the Channel They Respond to Most Often

Sometimes, the best choice is the one that works. Think: where did they reply last?

• If they answered your initial email, continue there.
• If they replied to a linkedin message, go with that.
• If you talked on social or via social media links, follow up there.

Also consider their busy schedule. Sending your note via their favorite channel helps you get a positive response faster.

Tip: Don’t send multiple follow ups across too many platforms. Choose one and wait.

4. Use a Quick Call or Text for Urgent or Time-Sensitive Topics

If your message is time-sensitive, don’t wait on email. A quick call or short text works better when the matter is urgent.

• For example, if a deadline is tomorrow or a networking event is starting soon, call them.
• Use a quick call to confirm last-minute changes or remind someone about a missed reply.
• Keep it short. Say your name, mention the topic, and ask for a good time to talk.

Tip: Don’t forget to follow up with your own email after the call to keep things documented.

5. Consider Company Culture and Role

Different companies and people prefer different tools. Understanding this helps you avoid the wrong communication channel.

• Start by looking at the company name or their linkedin profile. Do they prefer formal or casual contact?
• Senior leaders might expect a clear email subject with a brief description.
• Someone in a creative or social role may be open to a linkedin message or even DM via social media links.

Check what feels normal for that job title or industry—and adjust your tone and tool to match.

6. Don’t Overdo It—One Channel at a Time

Following up is good. But too many messages across platforms can feel pushy.

• Don’t send a follow up email template, a linkedin message, and a quick call all in the same day.
• Start with the initial email, wait a few days, and then switch channels if needed.
• Respect their busy schedule and give them space to respond.

When in doubt, choose the channel where you had the last conversation. Keep things simple and respectful.

Conclusion

Reaching out after silence can feel awkward, but it matters. Choose the right communication channel and personalize your follow up message. Even a short note can rebuild old connections or start new conversations. Don’t wait. Use our email templates and real follow up email template examples to take the first step confidently.

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