How to Master Writing Cold Emails (Part 3) – Follow-Ups & Next Steps

In Part 3, I'll cover when and how to follow up on your initial outreach, how to track every interaction so nothing falls through the cracks, and what to do the moment you get a positive reply—especially when that reply leads to interviews, lab visits, or internship offers. By the end, you’ll have the full end-to-end playbook for turning that first “Hello” into a real opportunity.

Why Follow-Ups Matter

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Even the best cold email often needs a gentle nudge. In fact, a study has shown that 49 percent of replies arrive only after a first follow-up. A polite reminder signals your continued interest without crossing into spam territory. It shows you’re organized and serious rather than simply hoping for a lucky break. Following up respectfully can be the difference between a dropped thread and a scheduled conversation.

Timing Your Follow-Up

Finding the sweet spot for timing is critical. Aim to send your first follow-up 7 to 14 days after the original message. Any sooner can feel impatient, any later risks the recipient forgetting your initial ask.

To automate this, use a calendar reminder or note in your research spreadsheet. Block out a specific date—say, two weeks out—labeled “Follow-up with Dr. Smith.” That simple step stops you from losing momentum and keeps your outreach consistent.

Crafting a Concise Follow-Up

Your follow-up should be under 50 words and directly reference your earlier email. Here's an example:

Subject: Checking in on my email below Hi Dr. Smith, I wanted to see if you had a chance to review my request about discussing your model. I know you’re busy, so I’m happy to work around your schedule. Please let me know if you’d have 15 minutes next week. Thanks again, Jophy Lin

Key elements to include in this email are:

1. A brief reminder of your original ask.

2. A sentence acknowledging their busy schedule.

3. A renewed offer to accommodate their timing.

When to Pivot

If you haven't heard back seven days after you follow up, it's time to pivot. Move on to your next prospect or continue researching potential people you're interested in cold emailing to keep your efforts moving forward.

Handling Positive Replies

When someone does respond, you need to switch from outreach mode to opportunity management—especially for internships and lab roles:

1. Respond Promptly: Reply within 24 hours. Express gratitude, restate your understanding of their offer (interview, call, lab visit), and propose specific times.

2. Prepare for Interviews or Lab Visits: Research the format (phone, Zoom, in-person lab tour). Review the person's recent work again so you can ask informed questions. During the interview, you might be asked questions about your prior experience, so be sure to prepare for that. Remember, you are a high schooler, and the person considering giving you the opportunity understands that, so don't stress yourself out too much!

3. Clarify Logistics: Ask about expected duration, location (lab safety protocols, building entrance), dress code, and whether you should bring any documents or take a skills test.

4. Follow-Up Post-Meeting: Send a thank-you email within 24 hours. Briefly recap a highlight from your conversation (“I appreciated your insight on adaptive learning rates”) and express enthusiasm for next steps.

5. Negotiating Internship Details: If asked about availability or commitment, be honest about your schedule. Clarify hourly expectations, start/end dates, and any deliverables. Confirm everything in writing so both sides have clear expectations.

   
   

By following these steps, you’ll demonstrate professionalism and ensure you make the most of every chance to work in a lab or secure an internship.

Key Takeaways

Respectful follow-ups sent seven to fourteen days after your initial email can account for nearly half of all replies and demonstrate your organization. Use a simple tracking system—like a spreadsheet or email snooze—to schedule reminders and know when it’s time to move on. When you receive a positive response, reply within twenty-four hours, clarify logistics, prepare thoroughly for any interviews or lab visits, and follow up promptly with a thank-you note!

Wrap-Up & What’s Next

You’ve now completed the full three-part playbook—from researching and preparing your cold email in Part 1, to crafting a compelling message in Part 2, to executing respectful follow-ups and managing responses in Part 3. In Part 4, I'll provide a sample cold email written exactly according to this framework, along with a detailed analysis of what works and why. After that example, you’ll find a curated set of downloadable templates, checklists, and spreadsheet tools that I created myself to customize for your own outreach. Stay tuned for Part 4—it’s the practical toolkit that will turn everything you’ve learned into action-ready resources.

About the Author: I'm Jophy Lin, a high school junior and researcher. I blog about a variety of topics, such as STEM research, competitions, shows, and my experiences in the scientific community. If you’re interested in research tips, competition insights, drama reviews, personal reflections on STEM opportunities, and other related topics, subscribe to my newsletter to stay updated!