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5 Best Follow-up Email Templates For Getting Responses

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Published on
October 11, 2022

The 5 critical steps to writing a follow-up email that truly achieves your ultimate objective, along with resources and email templates to help you. Here you will have the best Follow-up Email Templates.


The Top 5 Sales Email Templates for Getting a Response

The second touch is when you start converting leads and prospects into clients, which can make or break a deal. Your contact may not have responded to your first attempt at outreach for various reasons, and crafting your second attempt at making contact is an essential step in converting cold calls into leads. 

After the initial introduction or proposal, email may be the most convenient and logical approach to follow up with your prospects. It does, however, have one major disadvantage: people's inboxes are typically clogged with offers, introductions, and messages they don't want to react to. How can you keep your emails from getting lost in the shuffle of your prospect's overloaded inbox?

Fear not!

We know how to cope with practically any sales issue that needs follow-up. By the conclusion of this post, you'll have a collection of follow-up email templates that will significantly raise your prospects' response rate without annoying them, resulting in more sales.

The Top 5 Sales Email Templates for Getting a Response

How Who, and When to Send Follow-Up Emails

Before we look at our sales follow-up email templates, one of the most important lessons is that clients will purchase when they are ready to buy.

A hot lead buys right away and requires the least amount of work from the salesperson, although hot leads will always be a small fraction of your overall number of prospects. Warm or cold leads generate actual sales.

According to our State of Sales Report 2020-2021, 55 per cent of sales representatives say selling takes up the majority of their day, followed by prospecting and lead qualifying. If most leads were qualified, hot, and ready to commit, this would not be the case.

Also Read: Best Ways To Format An Email

Ensure that sales and marketing are on the same page and that follow-up duty is defined. This will save you time, prevent duplication, and help you portray a cohesive face.

A system is required. A solid sales CRM, such as Pipedrive, will help you avoid awkward scenarios like sending repeated emails or making your prospects feel bombarded.

While points one and three are rather obvious, many businesses have difficulty with point two. While marketing is generally in charge of generating leads and sales to close them, sending consistent follow-up emails may be difficult.

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How to improve response rates by implementing more substantial follow-up procedures

Before drafting your first follow-up email, create a specific follow-up procedure (or tighten up loose phrases in your current process).

What role does follow-up play in your sales funnel?

Only 2% of leads close after the first encounter, according to Robert Clay of Marketing Wizdom.

As a result, the goal of your first pitch is to lay the groundwork and begin the discovery process. This entails figuring out who else is engaged in the purchasing process and how they make judgments.

Likewise, even if you get a flat "no," the game isn't done yet.

What role does follow-up play in your sales funnel?

What is the significance of this? Simple: how you follow up will determine where your prospect is in the sales funnel.

Each level of your sales funnel requires a follow-up email sequence. These are usually broken down into the following steps:

Prioritization of leads: Your follow-up communications will be determined by the information you have about the prospect and any actions they take. You'll want to start with a strong call-to-action for individuals who have visited your price and feature pages several times.

The debates begin: Several elements will influence how you start your relationship. A senior decision-maker, for example, will want more strategic insights in your initial email, whilst more "tactical" positions would prefer technical specifications. Match your email outreach to the person you're speaking with.

Following up on the initial chat, you'll want to plan a presentation or a pitch. After that, you may schedule a second call or meeting to discuss any concerns and timetables.

Finally, make a summary of your first encounter. This is a compelling reason to send a follow-up email right after the conversation. The added benefit of a recap? It keeps you top of mind (and inbox) with prospects until your next call.

Now that we've covered how follow-up emails fit into your sales funnel, let's talk about one of the most critical factors: timeliness.

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When should you send your follow-up emails?

Timing is crucial in follow-up emails. Knowing how long to wait, what time to send your follow-up emails, and what days of the week to send them on can help you get a higher response rate.

Here are some examples of different sorts of follow-up emails to send (and when to send them):

When should you send your follow-up emails?

Unanswered follow-up: You'll require a follow-up sequence if your emails go unanswered. You may now give additional materials, inquire whether they're still interested, and choose the best course of action.

The break-up: If your email campaigns aren't yielding results, the last thing you should do is call it quits. You may either inform them you're closing their file or use it as a last-ditch effort to schedule a meeting.

The best day and time to send follow-up emails may vary depending on the business. Where should you look? Your CRM system.

Examine which emails have the highest open and response rates. Examine the weekdays and times of the day.

When should you send your follow-up emails?

Avoid these five common follow-up errors

Use case: Following the first encounter,

Perhaps after sending an initial cold email, you met with the prospect and went over your sales pitch. You left the meeting feeling convinced that you'd just struck gold, but you still haven't heard from them three days later.

The 'gentle reminder' or 'touching base' email. The important thing here is to keep the conversation going and give a rationale for your response. To complete the task, use one of the following sales follow-up email templates


1. The email's subject line: Are you ready for the next step?

[Name], I'm writing to express my gratitude for your time and to learn how you'd want to continue the conversation.

Please propose the next step if you're still interested.

I eagerly anticipate your reply.


While it is critical to provide prospects with as much information as possible at first, following up if a query was left unanswered or required consultation on your side offers you a reason to do so organically, it may be worthwhile to include this scenario in your sales pitch.

2. The subject of the email: It's all good. I have the info you requested 

I'm writing to thank you for allowing me the opportunity to talk with you on [day]. I have the information you asked for [Name]. I checked with our accounting department, my supervisor, and the warehouse, and they all said [special request] would be no problem. Please let me know what steps you want to take next. [Signature]

You'll almost certainly have some work to do after the initial meeting if you're offering a product or service that is remarkably sophisticated or requires a unique proposal or price.

3. The subject line of the email: Here's the information you asked for

Hi [Name],

I had a great time today talking with you and learning more about you and [their firm].

I promised additional information, and here it is. More details on [request] and [other] are attached. Please let me know when you've had a chance to read over this information and would want me to contact you to talk about it. I would be delighted to answer any queries you may have. Don't hesitate to contact me at [your phone number] at any moment. [Signature]

Following a trigger occurrence, for example.

We'll assume you use monitoring and analytics on your sales emails and phone calls to assist automate this process of determining when to contact out.

If your analytics reveal that a prospect opened your previous email, clicked on a link, and visited your website, you should act quickly to move them into your sales funnel. There are two possibilities, and which one you choose will be determined by your selling style and personality.

4. The subject line of the email: Would you want further information?

Hi [Name],

I'm assuming you've read my earlier email and seen our website, so I decided it'd be worth checking in again.

Have you given my proposition any further thought? When would be convenient for you? I'd be delighted to go through everything with you over the phone and answer any questions you might have.

The subject line of the email: Would you want further information?

5. Subject line for email: I see you're interested in [business name]

Hi [Name]

I hope this doesn't seem weird, but I saw you read my earlier email and looked at our website (the wonders of modern technology). I believe now is an excellent opportunity for us to continue our discussion. Please let me know when I can come to visit you and go through my proposal on how we may collaborate. I eagerly anticipate your response. [Signature]

When there is unfinished business with a potential

Use case: If a prospect has an outstanding business, it's likely that the person you met with initially isn't the final decision maker and will need to confer with colleagues or their supervisor. You want to give them adequate time, but you also want to keep the lead warm and maybe prod them into the follow-up. Before sending the following, we recommend giving it around 4-5 business days.


A follow-up email is critical for sales, and if you are among the salespeople that consistently follow up, you will be able to clinch more deals.

Use the strategies and tactics listed above to strengthen your follow-up plan. People can tell when an email is sent using automated software, so include a personal touch.

You can't anticipate a response to such communications, so if you want to clinch a transaction, you'll have to step in yourself.

Ensure that any strategies and templates you employ don't wind up disregarding your prospects in the Name of follow-up.

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