The best way to Write Comply with-Up Emails: Full Information and Samples

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Have you ever ever had your gross sales emails ignored?

This may be extraordinarily irritating—it’s the enterprise model of being left on learn. But, many people get uncomfortable on the considered writing a follow-up e-mail. As a result of in the event that they haven’t replied, that should imply they’re not , proper?

Whereas this is perhaps true in some instances, the primary motive why many recipients don’t reply is that emails get misplaced of their flooded inboxes. Sending a follow-up e-mail may simply be the factor they should take you up in your provide. 

This text will educate you all the pieces you should learn about follow-up emails, together with what they’re, why they’re vital, and the right way to create them. We’ll additionally offer you some glorious follow-up e-mail samples you need to use in your gross sales efforts. 

Desk of Contents

What are follow-up emails?

A follow-up e-mail is an e-mail you ship to somebody you’ve already contacted. This might be for varied causes, together with alerting a recipient of the preliminary e-mail, requesting a reply or particular motion from them, or reminding them of an vital date. 

The aim of follow-up emails isn’t to provoke a dialog however reasonably to behave as a immediate or reminder. As such, it’s finest to maintain follow-up emails brief and to the purpose by together with solely probably the most important info. 

Not solely does this come throughout as extra skilled, but it surely additionally makes it straightforward for the recipient to learn and reply to your e-mail shortly with out taking an excessive amount of day trip of their busy schedule—which is one thing that each one of us recognize. 

Why are follow-up emails vital?

In 2020, it was estimated that roughly 306.4 billion emails had been despatched and acquired every single day. Should you do the maths, that’s roughly 38 emails each day for every individual on earth (and that’s when you had been counting infants, too). Wow, that’s quite a lot of emails!

Graph showing the number of emails sent and received per day worldwide from 2017 to 2025
Emails despatched and acquired per day worldwide from 2017 to 2025

Sadly, an enormous portion of those emails aren’t opened. And, even worse, generally the emails don’t even attain the recipient’s inbox. 

In 2021, the supply standing of promoting emails despatched within the clothes sector stood at 87.83%—which means that 12.17% of individuals didn’t even obtain the e-mail. Since that is the trade with the best supply charge, it signifies that even the next proportion of emails in different industries by no means discover their method to prospects’ inboxes. 

Subsequently, the explanation lots of your recipients aren’t studying your emails comes right down to 2 issues. Your recipients are both:

  1. Not studying your emails as a result of they get misplaced within the mass of emails of their inboxes
  2. Not receiving your emails within the first place

Thus, by incorporating follow-up emails into your technique, you’ll enhance your probabilities of the recipient receiving and studying your emails—and finally acquire extra gross sales.  

The best way to write a follow-up e-mail

Listed here are the 6 steps you may comply with to put in writing the proper follow-up e-mail. 

1. Decide your aim

The very first thing you should do is decide what you wish to obtain along with your follow-up message. 

Listed here are just a few goals to contemplate: 

  • Request a gathering: Do you wish to meet along with your recipient to pitch a product thought, obtain suggestions, or just choose their mind? 
  • Get info: Did you overlook to ask your recipient a query throughout your earlier assembly or e-mail and wish readability on the matter? Or, maybe you wish to decide whether or not you made a sale. 
  • Thank your recipient: Do you merely wish to present your gratitude? Saying thanks to your recipient could not at all times require fast motion, but it surely does go away them with a constructive impression of your model—which might end in model belief and loyalty. 
  • Meet up with your recipient: Have you ever not spoken to a connection shortly? Or, maybe you heard huge information about their firm that created a necessity in your merchandise/providers. They is perhaps in the suitable state of affairs to lastly take you up in your provide. 

By being clear in your aim, you’ll not solely be capable to write a greater and extra related e-mail, however you’ll additionally know what name to motion (CTA) you should use to get your recipient(s) to take motion. 

2. Begin the e-mail with context

74% of consumers grow to be pissed off when their e-mail communication expertise isn’t customized. 

Illustration indicating personalized emails for different customers
Personalize your emails for various prospects

That is true for automated follow-up emails, resembling gross sales and advertising and marketing emails despatched to a whole phase of your viewers, and once-off emails despatched to a single individual to attach with them. 

That’s why it’s very important to incorporate a private connection in your e-mail. There are a lot of methods to attain this, together with including identifiers (such because the recipient’s title), speaking about frequent pursuits, or mentioning a particular motion the recipient took. 

Listed here are some nice e-mail openers or introductory traces that present context: 

  • Final time we spoke about [topic]
  • We met on the [event name] final week
  • Our pal, [friend’s name], advised that I attain out to you
  • I’m following up regarding the e-mail I despatched to you just a few weeks in the past about [topic]
  • Thanks in your assist with the [topic]

3. Clarify why you’re emailing

After you’ve successfully supplied context in your e-mail’s introductory line, it’s time to clarify why you’re emailing. By stating your function early on, your e-mail will seem extra reliable as an alternative of spammy and obscure. 

For instance, as an alternative of claiming, “I’d like to satisfy with you to clarify what I can do for your corporation,” it’s best to say, “I’d like to satisfy with you to clarify how my providers may also help [their business name] convert extra web site guests by means of an efficient lead magnet technique.” 

Being particular will assist your prospects really feel like what you’re speaking about and also you’re not simply losing their time. Because of this, they’ll be much more prone to reply or take you up in your provide. 

Take into account that it’s vital so that you can give attention to them and how one can assist their life or enterprise enhance. 

Get began with automation quick utilizing our FREE pre-built e-mail automation template starter pack!

4. Craft a gorgeous topic line

47% of e-mail recipients open emails based mostly on topic traces. Which means topic traces are 1 of an important—if not an important—elements of your complete e-mail. 

There are completely different practices for writing a compelling topic line, however 1 of the perfect methods is to put in writing your topic line after you’ve written all the pieces else. 

It’s because the opening line, content material, and CTA of your e-mail play a vital function in writing a topic line that isn’t solely eye-catching but additionally encompasses all the pieces inside your e-mail in a single line. 

Listed here are some ideas for crafting a very good follow-up e-mail topic line: 

  • Hold your topic line brief and to the purpose: E mail topic traces with 6-10 phrases are likely to have the best open charge. 
Table showing email open rates based on the number of words in a subject line
E mail open charges based mostly on phrases in a topic line
  • Use concrete numbers, occasions, and locations: Should you met the recipient at a particular place, embrace it. You probably have particular knowledge or numbers within the content material, point out them. 
  • Attempt to embrace the recipient’s title: Emails with the recipient’s title within the topic line are likely to have the next open charge. 
Table showing email open rates for subject lines that contain recipient names vs those that don’t
E mail open charges based mostly on customized topic traces

Use our free e-mail topic line generator to create efficient topic traces for all of your follow-up emails. 

5. Embody a call-to-action (CTA)

You’ll want to make it as straightforward as doable in your recipient to reply to your e-mail. That is the place a CTA is available in. 

The kind of CTA you employ will depend upon the aim of your e-mail. Would you like your recipient to: 

  • E-book a gathering with you?
  • Purchase your product?
  • Offer you extra info or suggestions?

Primarily based in your aim and e-mail content material, you may craft a CTA that is smart within the context and offers the recipient clear directions on what they should do subsequent. For instance: 

  • Should you’re requesting a gathering, an amazing CTA to incorporate is a gathering schedule button the place they’ll immediately schedule a gathering based mostly on the time that fits their and your schedules.
  • Should you’re asking your recipient to learn 1 of your posts and offer you suggestions, embrace the hyperlink to that submit in your e-mail. 
  • Should you’re asking a result in check out your free trial, embrace a “attempt free trial” button that mechanically redirects them to your web site’s free trial touchdown web page. 

6. Ship your emails

After writing your complete follow-up e-mail, together with your topic line, opening line, content material, and CTA, you should decide the perfect time to ship it. 

Primarily based on the circumstance, you’ll must ship it throughout a particular time to make sure that it’s nonetheless related to the recipient—whereas additionally making certain that you simply’re not sending the e-mail too quickly or regularly that it finally ends up annoying them. 

Listed here are some fundamental tips on the perfect occasions to ship follow-up emails based mostly on the kind of e-mail: 

  • Thanks emails could be despatched inside 24 hours. 
  • Reminder emails (after sending vital documentation resembling job purposes) could be despatched inside 48 hours. 
  • Comply with-up emails on assembly requests could be despatched inside 1-2 weeks of the unique e-mail, relying on the urgency of the request. 
  • Catch-up emails (to meet up with a previous connection or when one thing has modified of their enterprise) could be despatched each 3 months. 

Observe: if automating the emails, at all times give a transparent method to opt-out

ActiveCampaign mechanically permits your subscribers to opt-out—so that you don’t have to fret about stepping into bother. 

Comply with-up e-mail samples

Listed here are some samples for various kinds of follow-up emails. 

Gross sales follow-ups 

Situation 1: Following up after not getting a response

Topic line: Checking in re: [short phrase that covers what your last email was about]

Hello [First name]

I hope you’re doing glorious. I didn’t hear again from you about [the email you sent] and thought I’d check-in. 

Have you ever been too busy to get again?

Have you ever discovered one other [service/product provider]?

Is it simply not the suitable time? 

Let me know when you’d like me to circle again with you sooner or later when it’s a greater time or when you’ve discovered one other [service/product provider] and now not require my providers. 

Many thanks, 

[Your name]

Situation 2: Somebody requested you to follow-up later

Topic line: Able to proceed the dialog [First name]?

Hello [First name]

Final time we spoke, you requested that I get in contact with you in [amount of time] relating to [topic]. So I needed to succeed in out and see when you’ve had an opportunity to take a look at [your proposal] and what we beforehand mentioned. 

I’d be more than pleased to do a fast recap over the telephone, so you may ask me any questions you’ll have. 

Let me know what your calendar seems like this week so we are able to schedule a name. 

Wanting ahead to listening to from you, 

[Your name]

Networking follow-ups

Situation 1: Following up after your preliminary assembly at a networking occasion

Topic line: Nice assembly you at [event name]

Hello [First name]

It was nice assembly you at [where you met them]. I cherished listening to about your corporation and all that it’s completed. Concerning the [something they mentioned they’re struggling with], I’m assured that I may also help you [problem you can solve] so you may [what they want to achieve]

Are you accessible to talk subsequent week?

Let me know what time works for you. 

Wanting ahead to listening to from you, 

[Your name]

You’ll be able to simply import contacts into ActiveCampaign’s automation to comply with up with folks you’ve met face-to-face at networking occasions who confirmed curiosity in working with you. 

Situation 2: Following up after a name or assembly to maneuver on to the following step

Topic line: Subsequent steps for [project name]

Hello [First name]

It was nice chatting with you the opposite day and studying extra about [their company name] and expectations. I’d love to begin engaged on [project name], so you will get [results they want]

As mentioned, I’ve connected a type so that you can fill out. The following step is to [short sentence of the next step in the process]

Please fill out the shape at your earliest comfort so we are able to transfer to the following step. 

Wanting ahead to working with you, 

[Your name]

Recruitment follow-ups

Situation 1: Firm following up with candidates post-interview

Topic line: Thanks for coming in in your interview yesterday [First name]

Hello [First name]

I simply needed to drop you a line to thanks for coming in in your interview yesterday. The group and I actually loved assembly you and hope you loved the method too. 

We’ll be taking the following few [days/weeks] to find out who the perfect candidate for the [job title] will likely be and could have a solution for you by [date]

Within the meantime, please don’t hesitate to ask any questions you could have concerning the function or course of by e-mail or telephone. 

In any other case, we’ll be in contact quickly. 

Many thanks, 

[Your name]

Situation 2: Freelancer or unbiased contractor following up with an organization on a proposal

Topic line: Following up on my proposal

Hello [First name]

I’m checking in to see when you’ve had an opportunity to take a look at my proposal. I feel it will make sense for us to work collectively so we are able to get [mention their desired result in a short sentence] for your corporation.

I’ve connected a hyperlink to my web site and samples of [type of work that you do that’s relevant to their business] that I’ve executed up to now, in case you needed to see examples of my work. 

Wanting ahead to listening to from you [First name]!

Sort regards, 

[Your name]

Reply to tough emails with confidence utilizing our FREE e-mail reply templates!

Skilled ideas for follow-up emails

Listed here are just a few ideas you may implement to get probably the most out of your follow-up emails. 

Take a look at completely different emails

Should you’re sending out follow-up emails on an enormous scale, you may attempt implementing A/B testing to make your emails as efficient as doable. That is whenever you cut up your visitors into 2 completely different variations of an e-mail and evaluate which performs higher.

Image showing a/b testing
A/B testing

A/B exams will assist you decide which topic traces, content material, CTAs, or every other e-mail components carry out the perfect. Because of this, your e-mail click on and conversion charges will develop exponentially. 

Use movies in your emails

Using video in e-mail advertising and marketing has grow to be more and more vital, which is why 86% of companies use video as a advertising and marketing device. By together with video in your emails, customers are much more prone to retain the knowledge in your e-mail. 

Eradicate sure phrases

Don’t use phrases resembling “I apologize for bothering you,” “If it’s not an excessive amount of bother.” or “Should you’d be so form as to” in your emails. This instantly offers the e-mail recipient the impression that you simply aren’t assured—which of their minds signifies a scarcity of expertise or weak providing. 

As an alternative, be assured in your e-mail and present the recipient that you simply’re the best answer to their downside. 

FAQs

What number of follow-up emails do you have to ship? 

For chilly e-mail campaigns, it’s best to goal to ship not more than 3 follow-up emails to keep away from annoying your potential prospects. Should you really feel like 3 isn’t sufficient, you may at all times use different platforms resembling LinkedIn or Twitter to speak along with your prospects on a private degree. 

Then again, you may ship extra emails for heat follow-ups. Nevertheless, keep in mind to offer sufficient time between your earlier e-mail and the following e-mail to keep away from annoying your recipient. 

Can I automate my follow-ups? 

Sure, you may automate your follow-up emails. That is particularly helpful when you’re sending emails to a bigger group of individuals. Discover ways to create an automatic follow-up e-mail sequence in 7 steps.

Create your follow-up emails

By following the steps outlined above and utilizing the samples supplied, you may create efficient follow-up emails that recipients will reply to. 
Want ready-made follow-up e-mail templates? Get our free follow-up e-mail templates that’ll assist you entice, interact, and convert prospects.

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The purpose of follow-up emails isn’t to initiate a conversation but rather to act as a prompt or reminder. As such, it’s best to keep follow-up emails short and to the point by including only the most important information.

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Therefore, the reasons many of your recipients aren’t reading your emails come down to 2 things. Your recipients are either:

Not reading your emails because they get lost in the mass of emails in their inboxes
Not receiving your emails in the first place

Thus, by incorporating follow-up emails into your strategy, you’ll increase your chances of the recipient receiving and reading your emails—and ultimately gain more sales.”
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