Best Tips and Templates for Follow-up Emails

Best Tips and Templates for Follow-up Emails

In this post, we'll dive into the art of crafting polite follow-up emails after no response, along with the ideal follow-up sequence and a variety of email templates for different scenarios. Whether you're following up after an interview, a proposal, or a networking event, this guide got you covered!

So, let's roll up our sleeves and master the art of the follow-up email because, more follow-ups mean more replies, leading to more opportunities.


Why People Don’t Respond to Emails

Ever found yourself in that all-too-familiar scenario? You spend time crafting a well-thought-out email, hoping for a fruitful discussion, only to be met with unending silence. It's frustrating, isn't it?

But here's the thing – Even the most meticulously crafted emails can end up ignored for a variety of reasons. Maybe the recipient is swamped with work, drowning in a sea of emails, or simply not interested in your request. And yes, there's always the possibility that your email ended up in the dreaded spam folder.

But before you start doubting yourself, take a step back and consider a few factors. Is your subject line clear and attention-grabbing? Did you choose the right timing to send your email? Is your content concise and to the point? Sometimes, a few tweaks here and there can significantly increase your chances of getting a response.


What is the Ideal Follow-Up Sequence

You know, finding the right balance with follow-up emails is key – enough to keep the conversation going, but not too much to overwhelm the recipient.

Typically, sending 2-3 follow-up emails after dead response is considered standard practice, but the frequency may vary depending on your industry and the nature of your relationship with the recipient.

So, here's a flexible follow-up sequence you can adopt:

  • 1st Follow-Up Email: Day 3
  • 2nd Follow-Up Email: Day 7
  • 3rd Follow-Up Email: Day 12
  • 4th Follow-Up Email: Day 18
  • 5th Follow-Up Email: Day 28

    By spacing out your follow-ups over a few days or weeks, you give the recipient breathing room while demonstrating your continued interest in the conversation. It's all about maintaining a respectful yet persistent presence.

    Remember, the goal isn't just to get a response, but to nurture the relationship and keep the lines of communication open. So, keep your follow-ups genuine, relevant, and respectful, and you'll increase your chances of getting the desired outcome.


    Crafting Strong Subject Lines

    Ever wondered why some emails get opened while others end up in the dreaded "unread" pile? It often boils down to one thing: the subject line. Your subject line is the first impression you make on your recipient, so it's crucial to make it count.

    Here are some tips for creating attention-grabbing subject lines:

    Keep it concise: Aim for 10 words or less to ensure your subject line is easily readable, even in the preview pane.

    Personalize it: Adding the recipient's name or referencing something specific to them can significantly increase open rates.

    Provide value: Clearly communicate what your email offers and how it can benefit the recipient. Whether it's a solution to their problem or valuable information, make it clear from the start.

    Create urgency (sparingly): While urgency can prompt action, use words like "urgent" or "deadline" sparingly and only when appropriate. Avoid clickbait tactics that can damage your credibility.

    Be intriguing: Use witty or interesting language to pique curiosity and compel the recipient to open your email.


    Follow-Up Email Templates to Suit Your Needs

    Now that we've covered the timing of follow-up emails and the importance of crafting compelling subject lines, let's dive into some practical examples. Whether you're following up after an interview, a meeting, or a sales demo, these templates will serve as your guide in crafting effective follow-up emails.

    Below, you'll find a variety of templates tailored to different scenarios, each designed to help maintain communication and move the conversation forward. Let's explore!


    Follow-Up Email Template after No Response

    Scenario 1 - First follow-up email

    First follow-up email
    Scenario 2 - Still no response after the first follow-up email
    Still no response after the first follow-up email
    Scenario 3 - The last follow-up
    Still don’t get any response after sending several follow-up emails? It’s time to give up and let the recipient know. However, stay polite and positive as they may be interested in the future.
    The last follow-up


    Follow-Up Email Template after Interview

    So, you have completed a job interview and are waiting for feedback.

    Whether you feel good about your performance during the interview or not, instead of sitting and waiting, an additional step should be taken — follow up with the interviewer or hiring manager. A follow-up email is a gesture that shows your interest in the position and highlights your professionalism.

    Scenario 1 - A simple thank you email

    The follow-up thank you email should be sent within 24 hours of the interview.

    A simple thank you email
    Scenario 2 - No response after interview
    In this case, 4-5 days would be a suitable time to follow up if you don’t receive any response and you really want the job.
    No response after interview


    Follow-Up after a Networking Event

    You met someone, let’s say a prospective business partner, at an event, and you exchanged cards.

    You should send a follow-up email to build a relationship. This email should refresh their memory about who you are and include what value you want to offer or gain from them.

    Scenario 1 - Provide value

    Provide value
    Scenario 2 - Resume discussion
    Resume discussion


    Sales Follow-Up Email Templates

    Salesperson no doubt sends a lot of emails to prospective customers and constantly needs to follow up after their first interaction. Let's explore a series of possibilities:

    Scenario 1 - After a trigger event

    A trigger event is any occurrence that signals a buying opportunity. It includes prospects re-opening an email, browsing your site, or signing up for a free trial; that’s when you need to reach out with a follow-up email and offer value to the lead.

    After a trigger event
    Scenario 2 - After the first meeting
    After the first meeting
    Scenario 3 - After a quote/proposal
    After a quote/proposal
    Scenario 4 - Prospect needs to consult leader/colleague
    Prospect needs to consult leader/colleague
    Scenario 5 - Sales break up
    Sales break up


    Follow-Up Email Template after Meeting

    It could be a meeting with your team or a business partner. Either way, post-meeting follow-up emails are good for clarifying important points, decisions, and next steps. It helps keep everyone involved on the same page.

    Template 1

    Follow-Up Email Template after Meeting - Template 1

    Template 2

    Follow-Up Email Template after Meeting - Template 2 


    Tips for Writing Professional Follow-Up Emails

    Now that you have some templates to work with, let's dive into some tips to help you refine your follow-up email game:

    1. Use a strong subject line: As we've discussed, your subject line can make or break your email's open rate. Put thought into crafting a subject line that grabs attention and entices the recipient to open your email.

    2. Keep it brief: Follow-up emails should be concise and to the point. Avoid rehashing everything from your previous correspondence and instead focus on the most important points.

    3. Maintain professionalism: Regardless of your frustration level or lack of response, always maintain a professional and polite tone in your follow-up emails. Start with a simple greeting and keep your language respectful.

    4. Include a clear call to action: Unless you're simply expressing gratitude, every follow-up email should include a clear call to action. Whether it's scheduling a meeting, providing feedback, or requesting information, makes it easy for the recipient to know what you want them to do.

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