The silence after submitting your manuscript can be deafening. You’ve poured years, possibly decades, into perfecting your craft, and now your literary destiny rests in the hands of a gatekeeper: the agent. But what happens when weeks turn into months, and the inbox remains stubbornly empty? This guide isn’t about impatiently badgering, but about strategic, polite, and effective follow-up that respects an agent’s time while demonstrating your professionalism and commitment. Mastering this delicate dance can be the difference between a forgotten submission and a potentially life-changing signing.
The Foundation: Why, When, and What to Expect
Before you even think about hitting “send” on a follow-up email, you need to understand the realities of the agenting world. This isn’t just about managing your anxiety; it’s about positioning yourself as a savvy, informed professional.
Decoding the Agent’s Inbox
Imagine an agent’s inbox as a torrential waterfall. Hundreds, sometimes thousands, of queries arrive weekly. They are sifting through a sea of aspirations, looking for that glint of gold. This volume means that they are busy. Their primary focus is on their existing clients, negotiating deals, editing manuscripts, and cultivating relationships with editors. Reading queries, while essential, is a time-consuming secondary task. Therefore, your follow-up must be designed to be consumed quickly and provide value, not create more work.
The Agent’s Silence Isn’t Always a “No”
Often, silence is a soft “no.” Many agents, due to the sheer volume of submissions, state explicitly on their websites that they only respond if interested. This isn’t rude; it’s a practical necessity. However, sometimes silence is simply a delay. A promising query might be sitting in a “read later” folder, or it might have been missed in a busy week. Your follow-up aims to nudge it back to the top of the pile without being a nuisance.
Setting Realistic Expectations for Response Times
Ignore any urge to follow up after a week. Or two. Or even a month, unless you’ve been explicitly told to expect a faster reply. Standard response times vary wildly, but a general benchmark for an initial query is anywhere from 6-12 weeks. For requested full manuscripts, it can stretch to 3-6 months, or even longer. Always check the agent’s submission guidelines on their website or the agency’s website for their stated response times. This is your golden rule. If they say “we respond in 8 weeks,” you don’t follow up until week 9.
The Purpose of Your Follow-Up (Beyond Impatience)
Your follow-up isn’t just to ask “Did you get it?” It serves several strategic purposes:
* Remind and Re-engage: It gently brings your submission back to their attention.
* Demonstrate Professionalism: A well-crafted, polite follow-up shows you understand the process and respect their time.
* Provide Updates (Crucial): If something significant has changed regarding your project, the follow-up is the appropriate channel to convey this.
* Confirm Receipt (Only if Necessary): In rare cases, if you genuinely worry about a technical glitch.
The Golden Rules of Polite Follow-Ups
These rules apply to every interaction with an agent. Deviations mark you as unprofessional and will only hurt your chances.
Rule 1: Always, Always, Always Check Their Guidelines
This cannot be overstated. Before you compose a single word, visit the agent’s specific submission page. Do they explicitly state they don’t accept follow-ups? Do they specify a timeframe? Do they prefer email or a form? Adhere to these guidelines religiously. Ignoring them signals you can’t follow instructions, a red flag for an agent.
Rule 2: Respect the Stated Response Time (and Add a Buffer)
If an agent states they aim to respond to queries within 8 weeks, wait at least 9-10 weeks before sending a follow-up. For full manuscripts, if they say 3 months, wait 3.5 to 4 months. This buffer not only shows patience but also accounts for their inevitable backlog.
Rule 3: Keep it Concise and to the Point
Agents are master skimmers. Your follow-up email should be readable in 10-15 seconds. Get to the point immediately, provide the necessary information, and then sign off.
Rule 4: Maintain a Professional and Courteous Tone
Even if you’re internally screaming with anxiety, your email must exude calm professionalism. Avoid emotional language, demands, or any hint of entitlement. Use polite phrasing (“I hope this email finds you well,” “I understand you have a considerable volume of submissions,” “Thank you for your time and consideration”).
Rule 5: Never Send Multiple Follow-Ups (Unless Invited)
One polite follow-up is generally acceptable within the stated timeframe. Sending a second one without a specific invitation or a very significant update crosses the line from polite reminder to harassment. If they haven’t responded after your single, spaced-out follow-up, it’s wise to assume they’ve passed.
Types of Follow-Ups and How to Execute Them Flawlessly
Not all follow-ups are created equal. The content and timing depend on what you submitted and why you’re following up.
Scenario 1: The Initial Query Follow-Up (The Gentle Nudge)
This is the most common and often the trickiest. You’ve sent your query letter, a synopsis, and the first few pages. Weeks have passed.
Timing: Wait until 1-2 weeks past their stated response time, or 9-12 weeks if no time is specified.
Subject Line: Keep it simple and clear.
* “Follow-Up: Query – [Your Manuscript Title]”
* “Query Follow-Up – [Your Name] – [Manuscript Title]”
Email Body Structure:
- Polite Opening & Reference Previous Submission:
- Start politely: “Dear [Agent’s Name],”
- Immediately state the purpose: “I hope this email finds you well. I am writing to gently follow up on a query I submitted for my [Genre] novel, ‘[Your Manuscript Title]’, on [Date of Original Submission].”
- Include a brief reminder of your project: “It’s a [brief, one-sentence description of your hook, e.g., ‘gritty police procedural set in 1980s London’ or ‘sweeping historical saga reimagining a lost empire’].”
- Acknowledge Their Workload:
- Show understanding: “I understand you have a considerable volume of submissions and appreciate the time it takes to review them.”
- Confirm Lack of Response (Without Demanding):
- “I haven’t yet heard back, and I wanted to ensure my query was successfully received.” (This provides a subtle “out” if it was missed, without sounding accusatory).
- Reiterate Interest (Optional, but good):
- “I remain very keen on the possibility of your representation, given your interest in [specific subgenre/type of story they represent, e.g., ‘complex character-driven narratives’ or ‘speculative fiction with a strong literary bent’].” Only include this if you have a genuinely specific reason why they’re a good fit, beyond general flattery.
- Professional Closing:
- “Thank you for your continued time and consideration.”
- “Sincerely,”
- “[Your Full Name]”
- “[Your Website/Contact Info – Optional, if professional]”
Example Email (Initial Query):
Subject: Follow-Up: Query – THE MIDNIGHT GATHERING
Dear Ms. Eleanor Vance,
I hope this email finds you well. I am writing to gently follow up on a query I submitted for my literary suspense novel, ‘THE MIDNIGHT GATHERING’, on February 15, 2024. It’s a dual-timeline story exploring a forgotten family tragedy in a desolate coastal town.
I understand you have a considerable volume of submissions and appreciate the time it takes to review them. I haven’t yet heard back, and I wanted to ensure my query was successfully received.
I remain very keen on the possibility of your representation, given your agency’s strong track record with character-driven mysteries.
Thank you for your continued time and consideration.
Sincerely,
A. J. Thompson
Scenario 2: The Full Manuscript Follow-Up (The Patient Wait)
You hit the jackpot! An agent requested your full manuscript. Now, the waiting game is even more intense.
Timing: Full manuscript reads take significantly longer. Wait until 1-2 months past their stated response time, or 3-6 months if no time is specified. Avoid following up sooner unless you have a bona fide update (see “Updates” section).
Subject Line: Clear and professional.
* “Follow-Up: Full Manuscript – [Your Manuscript Title] – Requested [Date]”
* “Full Manuscript Follow-Up – [Your Name] – [Manuscript Title]”
Email Body Structure:
- Polite Opening & Reference Previous Submission:
- “Dear [Agent’s Name],”
- “I hope this email finds you well. I am writing to gently follow up on the full manuscript for my [Genre] novel, ‘[Your Manuscript Title]’, which you kindly requested and I sent on [Date of Full Submission].”
- Remind them of the core concept briefly, just in case: “It’s the story of [one very concise, compelling sentence about the core].
- Acknowledge Their Workload & Patience:
- “I understand that reading full manuscripts can take a considerable amount of time, and I truly appreciate you taking the time to review my work.”
- Confirm Lack of Response (Without Demanding):
- “I haven’t yet heard back, and I wanted to ensure everything was received without technical issues.”
- Reiterate Interest (Optional, but good):
- “I am still very excited about the possibility of working with you and believe ‘THE MIDNIGHT GATHERING’ would be a strong fit for your list.”
- Professional Closing:
- “Thank you again for your time and thoughtful consideration.”
- “Sincerely,”
- “[Your Full Name]”
Example Email (Full Manuscript):
Subject: Follow-Up: Full Manuscript – THE MIDNIGHT GATHERING – Requested 3/20/24
Dear Ms. Eleanor Vance,
I hope this email finds you well. I am writing to gently follow up on the full manuscript for my literary suspense novel, ‘THE MIDNIGHT GATHERING’, which you kindly requested and I sent on March 20, 2024. It’s the story of a historian uncovering a dark secret tied to her own family in a remote fishing village.
I understand that reading full manuscripts can take a considerable amount of time, and I truly appreciate you taking the time to review my work. I haven’t yet heard back, and I wanted to ensure everything was received without technical issues.
I am still very excited about the possibility of working with you and believe ‘THE MIDNIGHT GATHERING’ would be a strong fit for your list.
Thank you again for your time and thoughtful consideration.
Sincerely,
A. J. Thompson
Scenario 3: The “Offer of Representation” Follow-Up (The Important Update)
This is the only truly urgent follow-up. If another agent offers representation, you must inform all other agents who have your full or partial manuscript. This is professional courtesy and standard practice.
Timing: Immediately after receiving an offer. You usually have 1-2 weeks to accept an offer, so this isn’t a long-term game.
Subject Line: Make it clear and urgent.
* “Offer of Representation – [Your Manuscript Title] – [Your Name]”
* “Urgent: Offer of Representation for [Your Manuscript Title]”
Email Body Structure:
- Direct and Grateful Opening:
- “Dear [Agent’s Name],”
- “I’m writing to you today with an important update regarding my submission of [Manuscript Title].”
- “I’ve received an offer of representation from [Other Agent’s/Agency’s Name] for my novel, ‘THE MIDNIGHT GATHERING’.”
- Express Continued Interest (If True):
- “While I am incredibly grateful for this offer, I remain very interested in the possibility of working with you/your agency. I deeply admire your work with [mention a specific author or type of book, if applicable].”
- If you’re no longer interested in their representation after receiving another offer, simply omit this line and proceed to the next point.
- State Your Timeline:
- “I have been given until [Date, usually 7-14 days from the offer] to make a decision.” This is crucial. It gives them a concrete deadline.
- Call to Action (Implied):
- You don’t need to explicitly ask them to read faster. The deadline speaks for itself. They understand what this means.
- Professional Closing:
- “Thank you for your time and consideration.”
- “Sincerely,”
- “[Your Full Name]”
Example Email (Offer of Representation):
Subject: Urgent: Offer of Representation for THE MIDNIGHT GATHERING – A. J. Thompson
Dear Ms. Eleanor Vance,
I’m writing to you today with an important update regarding my submission of ‘THE MIDNIGHT GATHERING’.
I’ve received an offer of representation from [Agent’s Name] at [Another Literary Agency Name] for my literary suspense novel, ‘THE MIDNIGHT GATHERING’.
While I am incredibly grateful for this offer, I remain very interested in the possibility of working with you, particularly given your agency’s exceptional handling of dual-timeline narratives.
I have been given until [Date, e.g., May 15, 2024] to make a decision.
Thank you for your time and consideration.
Sincerely,
A. J. Thompson
Scenario 4: The “Major Accomplishment/Update” Follow-Up (The Strategic Nudge)
This is not for minor tweaks to your manuscript. This is for legitimate, impactful news that could genuinely alter an agent’s perception of your project or professional standing.
What constitutes a “Major Accomplishment”?
* Winning a significant, recognized writing prize (e.g., Shirley Jackson Award, Hemingway Foundation/PEN Award, not necessarily local contests).
* Publication in a highly reputable literary journal or magazine (e.g., The New Yorker, Paris Review, Ploughshares, Granta – not a local zine).
* A significant, relevant publishing deal for another work (e.g., you’re shopping a novel, but just signed a deal for a short story collection with a major indie press).
* Your project receiving significant, unexpected media attention or being optioned for film/TV (rare, but it happens).
What is NOT a Major Accomplishment for a follow-up?
* Your beta reader loved it.
* You changed chapter 3.
* You got 100 followers on social media.
* You attended a workshop.
* You won a small local contest.
Timing: This follow-up can happen at any point after your initial query if the news is significant enough to warrant it. It essentially justifies an earlier follow-up than waiting for standard response times.
Subject Line: Clear, concise, and hinting at the positive news.
* “Update: Query – [Your Manuscript Title] – [Your Name] – [Accomplishment]”
* “Query Update: [Your Manuscript Title] – [Prestigious Award Win]”
Email Body Structure:
- Polite Opening & Reference Previous Submission:
- “Dear [Agent’s Name],”
- “I hope this email finds you well. I am writing to provide an update regarding my submission for my literary suspense novel, ‘THE MIDNIGHT GATHERING’, which I queried on [Date of Original Submission].”
- Clearly State the Accomplishment:
- “I’m pleased to share that ‘THE MIDNIGHT GATHERING’ recently won the [Name of Award] for unpublished manuscripts, or a short story related to the world of your novel was published in [Prestigious Journal Name].”
- Be specific and provide verifiable details.
- Briefly Reiterate Project’s Hook (Optional, but useful to re-engage):
- “As a reminder, ‘THE MIDNIGHT GATHERING’ is a dual-timeline story exploring a forgotten family tragedy in a desolate coastal town.”
- Confirm Lack of Response (Politely):
- “I understand you have a considerable volume of submissions, and I wanted to ensure this update was brought to your attention.”
- Professional Closing:
- “Thank you for your time and consideration.”
- “Sincerely,”
- “[Your Full Name]”
Example Email (Major Accomplishment):
Subject: Update: Query – THE MIDNIGHT GATHERING – PEN/Bellwether Shortlist
Dear Ms. Eleanor Vance,
I hope this email finds you well. I am writing to provide an update regarding my submission for my literary suspense novel, ‘THE MIDNIGHT GATHERING’, which I queried on January 20, 2024.
I’m pleased to share that ‘THE MIDNIGHT GATHERING’ was recently shortlisted for the prestigious PEN/Bellwether Prize for Socially Engaged Fiction.
As a reminder, ‘THE MIDNIGHT GATHERING’ is a dual-timeline story exploring a forgotten family tragedy and its ripple effects on a small community.
I understand you have a considerable volume of submissions, and I wanted to ensure this update was brought to your attention.
Thank you for your time and consideration.
Sincerely,
A. J. Thompson
Tracking Your Submissions: The Unsung Hero of Follow-Ups
You can’t follow up effectively if you don’t know who you sent what, when, and what their stated response times are. This is where meticulous record-keeping becomes your best friend.
Create a Submission Spreadsheet
This is non-negotiable. Use Google Sheets, Excel, or a dedicated submission tracker. Key columns to include:
- Agent Name: Full name.
- Agency Name: Full agency name.
- Date Queried: Exact date.
- Type of Submission: (Query, Partial, Full)
- Manuscript Title: Which project.
- Agent’s Stated Response Time: (e.g., “8-10 weeks queries,” “3-4 months fulls,” “only if interested”)
- Follow-Up Date (Planned): Calculate this based on their stated time + your buffer.
- Follow-Up Date (Sent): Exact date you sent the follow-up.
- Follow-Up Type: (Initial Nudge, Full MS Nudge, Offer, Update)
- Response Date: Exact date of their response.
- Response Status: (Pass, Request Partial, Request Full, Offer, No Response)
- Agent Notes: (Why they passed, personal comments, anything relevant from their website).
Example Row in a Spreadsheet:
| Agent Name | Agency Name | Date Queried | Type | Manuscript Title | Stated Response Time | Follow-Up Date (Planned) | Follow-Up Date (Sent) | Follow-Up Type | Response Date | Response Status | Agent Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Eleanor Vance | Apex Literary | 2/15/2024 | Query | Midnight Gathering | 10-12 weeks if interested | 5/20/2024 | 5/20/2024 | Initial Nudge | No Response | Responds only if interested. | |
| David Chen | Literary Bridge | 3/1/2024 | Query | Midnight Gathering | 6-8 weeks | 4/29/2024 | 4/15/2024 | Pass | Not quite right for their list. | ||
| Sarah Jenkins | Pen & Page LLC | 3/20/2024 | Full MS | Midnight Gathering | 3-4 months | 7/20/2024 | Personal request, follow up in 4.5 months. | ||||
| Alex Rivera | Horizon Books | 4/1/2024 | Query | Midnight Gathering | 4 weeks | 5/6/2024 | 5/6/2024 | Offer of Rep (Urgent) | 5/10/2024 | Offer | Offer via phone 5/8. Deadline 5/17. |
Set Calendar Reminders
If you’re using a spreadsheet, you can often set automation or integrate with a calendar. If not, manually set reminders in your digital calendar for your planned follow-up dates. This ensures you don’t miss your window or follow up too soon.
Common Pitfalls to Avoid (And How to Debug)
Even with the best intentions, mistakes can happen. Recognize these red flags and course-correct.
“I Accidentally Sent Two Follow-Ups!”
Debug: Don’t panic, but don’t send a third. If the second was very close to the first, you may have inadvertently flagged yourself as impatient. The best course of action is to do nothing further. Just let it go. One accidental extra email usually won’t sink you, but a pattern will.
“I Misremembered Their Response Time and Followed Up Too Soon.”
Debug: Again, don’t send an apology. That just creates more work. Learn from the mistake, update your spreadsheet with the correct information, and ensure you check their guidelines meticulously next time.
“They Said ‘Only if Interested’ – Should I Still Follow Up?”
Debug: No. If an agent explicitly states they only respond if interested, do not follow up. Doing so shows you cannot follow instructions and are wasting their time. Consider their silence a pass and move on. This is a common and important guideline to respect.
“I Haven’t Heard Back After My Follow-Up. Now What?”
Debug: This is usually your cue to assume they have passed. At this point, sending another follow-up is unlikely to get a different result and often just creates annoyance. Shift your focus to other agents on your list. This is part of the querying journey.
“I Haven’t Heard Back After an ‘Offer of Representation’ Follow-Up.”
Debug: This is the one scenario where a very quick, single, polite nudge might be acceptable if the deadline is exceptionally tight (e.g., 2-3 days left) and you are still genuinely hopeful. However, understand that if they haven’t responded to the urgent news, they likely aren’t interested or don’t feel they can read it in time. Prioritize the offer you have.
“Should I Call Them?”
Debug: No. Never call an agent about a submission unless they explicitly invite you to do so (extremely rare, usually only for clients). Phone calls are an intrusive form of communication in this context. All communication should be via email.
The Art of Moving On: When to Un-Query (and How)
Knowing when to let go is just as important as knowing when to follow up. Your time and mental energy are finite resources.
When to Assume a Pass
- After waiting 1-2 weeks past your single, polite follow-up (for queries or partials, if applicable).
- If they stated “only responds if interested” and you haven’t heard back within their stated timeframe.
- Once you’ve received an offer of representation and accepted it from another agent. At this point, it’s courteous to withdraw your manuscript from all other agents.
How to Professionally Withdraw Your Submission
If you’ve accepted an offer or decided to move on from a particular agent (e.g., you’ve significantly revised your manuscript, or decided to self-publish), it’s good practice to formally withdraw.
Subject Line:
* “Withdrawing Submission – [Your Manuscript Title] – [Your Name]”
Email Body:
* “Dear [Agent’s Name],”
* “I hope this email finds you well. I am writing to withdraw my submission of ‘[Your Manuscript Title]’, which I sent on [Date of Original Submission].”
* “Thank you for your time and consideration.”
* “Sincerely,”
* “[Your Full Name]”
Example Email (Withdrawal):
Subject: Withdrawing Submission – THE MIDNIGHT GATHERING – A. J. Thompson
Dear Ms. Eleanor Vance,
I hope this email finds you well. I am writing to withdraw my submission of ‘THE MIDNIGHT GATHERING’, which I sent on February 15, 2024.
Thank you for your time and consideration.
Sincerely,
A. J. Thompson
Conclusion: Patience, Professionalism, and Persistence
Following up with agents is a nuanced skill that blends patience with strategic action. It’s not about nagging; it’s about professionalism, respect for their demanding schedules, and intelligent self-advocacy. By understanding their process, meticulously tracking your submissions, adhering to their guidelines, and crafting concise, polite communications, you elevate your profile from an anxious hopeful to a poised, professional author. The publishing journey is a marathon, not a sprint, and every interaction shapes your reputation. Master the art of the polite follow-up, and you’ll navigate the agent query trenches with grace and efficacy, standing out for all the right reasons.