An Ultimate Guide To Writing Email Follow Ups: 15 Best Templates

What is a Follow Up Email?

A follow-up email is a message you send after your first email. It helps remind someone about your previous email or conversation. This can be very important in business and other areas. Follow-up emails are crucial in maintaining and nurturing professional relationships.

Follow-up emails can be used in just about every scenario to maintain connections and move conversations forward to hearing them. Follow-up emails are a vital tool for sales professionals to keep potential clients engaged.

Why is Writing Email Follow Ups Important?

Writing email follow-ups is crucial for several reasons:

1. Keeping in Touch

Maintains Relationships: Follow-up emails help keep the connection alive. This is especially important in business to maintain relationships with clients and colleagues.

Example: If you met someone at a networking event, a follow-up email can help them remember you and the conversation you had.

2. Getting a Response

Improves Response Rates: People are busy and may forget to reply. Follow-up emails can remind them. Studies show follow-up emails increase reply rates by 30% (Source: HubSpot).

Example: If you sent a proposal and haven't heard back, a follow-up can prompt a response from the right contact.

3. Showing You Care

Builds Trust: Sending a follow-up email shows that you value the relationship and the discussion you had.

Example: After a meeting, sending a thank you email demonstrates appreciation and professionalism.

4. Providing More Information

Clarifies Details: If there were any points you forgot to mention, a follow-up email can include them.

Example: You might have additional resources or documents to share that were not included in the first email.

5. Clarifying Misunderstandings

Ensures Clarity: Follow-up emails can clear up any misunderstandings from the previous conversation.

Example: If there was any confusion during your meeting, a quick call or follow-up email can clarify the key points.

6. Moving Things Forward

Keeps Projects on Track: Follow-ups help ensure that tasks and projects continue to move forward.

Example: In your sales pipeline, follow-up emails can keep potential customers engaged and interested in your product.

7. Being Polite

Demonstrates Professionalism: Sending follow-up emails is a courteous practice that shows respect and professionalism.

Example: After a job interview, a follow-up thank-you email can leave a positive impression on the interviewer.

How to Write an Effective Follow Up Email?

1. Craft a Strong Subject Line

Crafting effective subject lines is crucial to ensuring your follow-up emails get opened. Using an original subject line can help your follow-up email stand out in a crowded inbox.

Why It Matters:

The subject line is the first thing people see. A strong subject line grabs attention. It makes people want to open your email.

How to Implement:

Be Clear and Direct: Make sure your subject line tells what the email is about.

• Example: "Follow-Up on Our Meeting"

Keep It Short: Use few words to make it easy to read.

• Example: "Quick Check-In"

Add a Personal Touch: Use the person’s name or something specific.

• Example: "Hi [Name], Let’s Continue Our Discussion"

Key Tips:

• Avoid all caps. It can seem like you are shouting.
• Use numbers if it makes sense, like "3 Tips for You."
• Consider using personalized email subject lines to increase open rates.

According to a study by OptinMonster, 47% of email recipients open an email based on the subject line alone.

2. Personalized Greeting

Why It Matters:

A personalized greeting makes the email feel special. It shows you care about the person. People like to feel valued.

How to Implement:

Use Their Name: Start with "Hi [Name]," or "Hello [Name],".

• Example: "Hi John," I hope you’re having a great week so far.

Mention Something Specific: If you met them at an event, mention it.

• Example: "Hi John, It was great meeting you at the conference last week."

Be Friendly and Polite: Use a warm tone to make them feel comfortable.

• Example: "Hi John, I hope you are doing well.", "It was a pleasure talking with you about your project."

Key Tips:

• Always double-check the spelling of their name.
• If you don’t know their name, use a general greeting like "Hi there,".
• Using the company name in your follow-up email can make your message more relevant and personalized.

Personalizing your greeting can increase email open rates by 26% (Source: Campaign Monitor).

3. Reference the Previous Interaction

Reference the initial conversation to remind the recipient the desired outcome of your previous interaction.

Why It Matters:

Recapping key points shows that you remember the conversation and helps the reader recall the important parts. This makes it easier for them to respond.

How to Implement:

Summarize Important Details: Briefly mention the main topics or decisions from the previous interaction.

• Example: "During our call, we talked about the new marketing strategy and budget."

Keep It Short: Use one or two sentences to avoid overwhelming the reader.

• Example: "We agreed to explore new social media channels for the campaign.", "We discussed this during our meeting on [insert date]."

Key Tips:

• Use bullet points to make key points clear.
• Ensure the recap is relevant to the follow-up purpose.

4. Body of the Email

The body of the follow-up email should be clear and concise. It should include key points and provide value to the reader.

1. Recap Key Points

Include any key details that were discussed in your initial email.

Why It Matters:

Recapping key points shows that you remember the key features of the conversation and helps the reader recall the important parts. This makes it easier for them to respond.

How to Implement:

Summarize Important Details: Briefly mention the main topics or decisions from the previous interaction.

• Example: "During our call, we talked about the new marketing strategy and budget."

Keep It Short: Use one or two sentences to avoid overwhelming the reader.

• Example: "We agreed to explore new social media channels for the campaign."

Key Tips:

• Use bullet points to make key points clear.
• Ensure the recap is relevant to the follow-up purpose.

2. State the Purpose of the Follow-Up

Why It Matters:

Clearly stating the purpose of your first follow up email-up helps the reader understand why you are reaching out again. This increases the chances of getting a response. Follow-up emails play a significant role in guiding prospects through the customer journey.

How to Implement:

Be Direct: Say exactly why you are following up.

• Example: "I am writing to check if you had any questions about the proposal."

Stay Focused: Stick to one main purpose to keep your message clear.

• Example: "I want to confirm our meeting schedule for next week."

Key Tips:

• Avoid adding unrelated information.
• Make sure your purpose is easy to understand.

3. Provide Immediate Value

Why It Matters:

Providing immediate value gives the reader a reason to look forward to hearing you respond. It shows that you are helpful and considerate of their needs. Tailor your follow-up emails to address the specific needs of your target audience.

How to Implement:

Share Useful Information: Include links, documents, or tips that can help the reader.

• Example: "I have attached a case study that might be useful for your project."

Offer Assistance: Show that you are ready to help with any questions or issues.

• Example: "Let me know if you need any more details about the budget plan."

Key Tips:

• Make sure the value you provide is relevant to the previous conversation.
• Be concise in your offer of assistance.
• For more ideas, explore various follow up email examples to find the one that suits your style.

4. Call to Action

Why It Matters:

A clear call to action tells the reader what you want them to look forward to hearing or do next. This makes it easier for them to look forward to hearing you respond and keeps the conversation moving forward to hearing you.

How to Implement:

Be Specific: Clearly state what action you want the reader to take.

• Example: "Can we schedule a call to discuss this further?"

Include a Time Frame: Mention when you would like to hear back from them.

• Example: "Please let me know by Friday if that works for you."

Key Tips:

• Make your call to action simple and easy to follow.
• Provide a clear deadline if necessary.

5. Polite Closing

Why It Matters:

A polite closing leaves a good impression. It shows respect and appreciation. Being polite can help build stronger relationships.

How to Implement:

Use Kind Words: End your email with words that show respect and kindness.

• Example: "Thank you for your time."

Be Grateful: Show that you appreciate the person's attention and effort.

• Example: "I appreciate your help with this."

Key Tips:

• Keep it short and sweet.
• Use phrases like "Best regards" or "Thank you."

6. Signature

Why It Matters:

Your signature provides your contact information. It helps the recipient know who you are and how to reach you. A professional signature adds credibility.

How to Implement:

Include Your Name: Start with your full name.

• Example: "Sincerely, John Doe"

Add Your Job Title: Mention your role in the company.

• Example: "Sales Manager"

Provide Contact Details: Include your phone number and email address.

• Example: "Phone: 555-555-5555, Email: john.doe@example.com"

Key Tips:

• Keep it simple and professional.
• Make sure your contact information is up to date.

Best Practices for Sending Follow Up Emails

1. Time Your Follow Ups

Timing your sales follow up email is important. If you send them too soon, you might seem pushy. If you wait too long, the recipient might forget about you. Make sure to send follow ups at appropriate intervals to maintain interest.

How to Implement:

• Wait for a Day or Two: Give the recipient a little time to respond before sending a follow-up.
• Example: If you sent your first email on Monday, send a follow-up on Wednesday.
• Consider the Recipient's Schedule: Think about the best time of day to send your email. For example, sending emails in the morning might get better responses.

Key Tips:

• Avoid sending follow-ups too frequently.
• Use a polite tone to remind the recipient.

According to a study by Yesware, the best time to send a follow-up email after no response is one to two days after your initial email. This timing increases the chances of getting a response. Sending follow-ups too soon or too late can reduce their effectiveness.

2. Personalize Your Follow Up Message

Personalizing your follow-up message shows that you care about the recipient. It makes your email more engaging and less likely to be ignored.

Ensure your follow-up email is addressed to the right person for a higher response rate. Understanding the email recipient's job function can help tailor your follow-up email more effectively.

How to Implement:

• Use Their Name: Start your email with the recipient’s name.
• Example: "Hi Sarah,"
• Mention Previous Interaction: Reference your last conversation or email to show that you remember them.
• Example: "I enjoyed our chat about the new project at the conference last week."
• Add a Personal Touch: Include details that are specific to the recipient's interests or needs.
• Example: "I think the case study I attached might help with your current project."

Key Tips:

• Avoid generic phrases. Make each email unique.
• Show genuine interest in the recipient’s needs.

According to Campaign Monitor, personalized emails deliver six times higher transaction rates.

3. Avoid Too Many Follow Ups

Sending too many follow-up emails can annoy the recipient. It can make you seem pushy and disrespectful.

How to Implement:

• Limit Your Follow-Ups: Send no more than three follow-up emails.
• Example: Send one follow-up after the first email, another a week later, and a final one after two weeks.
• Give Enough Time Between Emails: Space out your follow-up emails to avoid overwhelming the recipient.
• Example: Wait at least three days between follow-ups.

Key Tips:

• Keep track of the follow-ups you send to each person.
• Respect their space and time.

According to HubSpot, 33% of recipients say they are annoyed by too few things or too many follow-ups.

4. Ensure Immediate Value in Follow Ups

Providing immediate value in your follow-up emails shows that you respect the recipient’s time. It makes your emails more useful and appreciated.

How to Implement:

• Include Useful Information: Share relevant articles, tips, or resources that can help the recipient.
• Example: "I thought you might find this article on marketing strategies helpful."
• Offer Assistance: Let them know you are available to help with any questions or issues.
• Example: "Please let me know if you need any more details about the proposal."

Key Tips:

• Make sure the value you provide is directly related to their needs.
• Avoid generic content; tailor your value to each recipient.

According to Yesware, follow-up emails that provide value are 50% more likely to get a response.

5. Leverage Technology for Automated Follow-Ups

Using technology to automate your follow-up emails saves time and ensures you don't forget to send them. Automated follow-ups can be scheduled to go out at the best times, increasing the chances of getting a response. Utilize email templates to save time and ensure consistency in your follow-up emails.

How to Implement

• Use Email Automation Tools: Tools like Mailchimp or HubSpot can help schedule and send automated follow-up emails.
• Example: Set up a sequence of follow-up emails to go out a few days apart.
• Personalize Automated Emails: Even automated emails can feel personal. Use the recipient's name and reference previous interactions.
• Example: "Hi John, I wanted to follow up on our last conversation about your project."

Key Tips:

• Test your automated emails to ensure they sound natural.
• Monitor the responses to adjust your follow-up strategy if needed.

According to Statista, 47% of marketers say automation improves customer experience.

6. Track and Measure Your Follow-Up Success

Tracking and measuring the success of your first follow up email helps you understand what works and what doesn’t. It allows you to improve your strategy over time. Always double-check the email recipient's address before sending your first follow up email.

How to Implement

• Use Analytics Tools: Tools like Google Analytics or your email platform's analytics can track open rates, click rates, and responses.
• Example: Check how many recipients opened your follow-up email and clicked on links.
• Set Clear Goals: Define what success looks like for your follow-ups. Is it getting a response, scheduling a meeting, or something else?
• Example: Aim for a 20% response rate to your follow-up emails.

Key Tips:

• Regularly review your metrics to spot trends.
• Adjust your follow-up strategy based on what you learn.

According to Campaign Monitor, segmented, email marketing campaigns (which can be part of follow-ups) can increase revenue by 760%.

15 Best Follow Up Email Template Examples

1. Sales Follow Up Emails

Sales follow-up emails are crucial for closing deals. They remind prospects about your offer and prompt them to take action. Use a strong subject line to grab their attention.

Example Template:

2. Networking Event Follow Up

After attending a networking event, write follow up emails to the people you met. Mention specifics from your conversation to make the follow up email personalized. This helps in building a professional relationship.

Example Template:

3. After an Initial Meeting

Send follow-up emails after an initial meeting to briefly recap key points. This shows professionalism and keeps everyone on the same page. Include any follow-up actions discussed during the meeting.

Example Template:

4. Following Up on a Previous Email

If your previous email went unanswered, send a follow up email. Refer to the subject line examples and the previous email to refresh their memory. This increases the chances of getting a response.

Here's a follow up email example that highlights key points discussed in a meeting.

Example Template:

5. Gentle Reminder Emails

Gentle reminder emails are very polite follow up email, to remind someone about a task or meeting. They should be friendly and to the point. Use phrases like "just a gentle, reminder email" to keep it light.

Example Template:

6. Quick Chat and Meeting Requests

Use follow-up emails to request a quick chat or meeting. These emails should be direct and clear about the purpose. Offer a few time slots to make scheduling easy. A follow-up email can also include a meeting request to discuss further details.

Example Template:

7. Discovery Call Follow Ups

After a discovery call, send a follow-up email to thank the person and outline the next steps. This keeps the momentum going and shows you value their time.

Example Template:

8. Following Up After No Response

If you haven’t received a response, send a polite follow up email. Be polite and ask if they need any more information. This can prompt them to reply. 'I wanted to write a follow up on our discussion from earlier today.'

Example Template:

9. Reconnecting with Prospective Customers

Send follow-up emails to reconnect with prospective customers who showed interest but didn’t buy. Remind them of the benefits of your product or service.

Example Template:

10. Re-engaging After a Waiting Period

Follow-up emails are useful for re-engaging contacts after a waiting period. Mention any updates or new offers that might interest them.

Example Template:

11. Follow Ups After Job Applications

After applying for a job, send follow-up emails to express continued interest. This shows your enthusiasm and keeps you top of mind for the employer. Follow-up emails can keep candidates informed and engaged during the hiring process.

Example Template:

12. Addressing Customer Pain Points

Use follow-up emails to address any pain points discussed in previous interactions. Provide solutions and show that you understand their needs.

Example Template:

13. Ideal Follow Up Sequence

Create an ideal email template follow-up sequence to keep in touch without being too pushy. Space out your emails and provide value in each one.

Example Template:

14. Trigger Event Follow Ups

Send follow-up emails triggered by specific events, like a website visit or a webinar sign-up. These emails are timely and relevant.

Example Template:

15. Addressing Spam Filters

Make sure your follow-up emails don’t end up in spam. Avoid spammy words and phrases, and keep the subject line of your emails clear and professional.

Example Template:

Conclusion

Writing effective, email templates for follow-ups is important for maintaining relationships and getting responses. Use the key tips to make sure your follow up email templates are successful.

First, always send a polite follow-up email. It shows you care and respect the recipient's time. Use a strong subject line to grab their attention. Make sure your follow-up emails are clear and to the point.

Using email follow-up email templates that can save time and keep your messages consistent. Personalize each follow up email templates messages to make it more engaging. Avoid sending too many follow up email templates, as this can annoy the recipient.

Measure the success of your follow-up sequence to see what works best. Tools like analytics can help track open rates and responses. Adjust your strategy based on the data you collect. The key to successful email follow-ups is being respectful, clear, and persistent without being pushy.

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