Easy methods 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 could be true in some instances, the principle motive why many recipients don’t reply is that emails get misplaced of their flooded inboxes. Sending a follow-up e mail would possibly simply be the factor they should take you up in your supply. 

This text will educate you every part it’s essential to find out about follow-up emails, together with what they’re, why they’re essential, and the way to create them. We’ll additionally provide you with some wonderful follow-up e mail samples you should utilize 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 may very well be for numerous causes, together with alerting a recipient of the preliminary e mail, requesting a reply or particular motion from them, or reminding them of an essential date. 

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

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

Why are follow-up emails essential?

In 2020, it was estimated that roughly 306.4 billion emails have been despatched and acquired each day. Should you do the mathematics, that’s roughly 38 emails each day for every individual on earth (and that’s for those who have been counting infants, too). Wow, that’s a number 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, typically 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 very best supply charge, it implies that even a better share 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 all the way 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 achieve extra gross sales.  

Easy methods to write a follow-up e mail

Listed here are the 6 steps you possibly can observe to jot down the right follow-up e mail. 

1. Decide your objective

The very first thing it’s essential to do is decide what you need to obtain along with your follow-up message. 

Listed here are a couple of aims to contemplate: 

  • Request a gathering: Do you need to meet along with your recipient to pitch a product concept, obtain suggestions, or just decide their mind? 
  • Get info: Did you neglect to ask your recipient a query throughout your earlier assembly or e mail and wish readability on the matter? Or, maybe you need to decide whether or not you made a sale. 
  • Thank your recipient: Do you merely need to present your gratitude? Saying thanks to your recipient might not all the time require fast motion, however it does go away them with a optimistic 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 massive information about their firm that created a necessity in your merchandise/providers. They could be in the appropriate state of affairs to lastly take you up in your supply. 

By being clear in your objective, 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) it’s essential to use to get your recipient(s) to take motion. 

2. Begin the e-mail with context

74% of shoppers develop into pissed off when their e mail communication expertise isn’t personalised. 

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

That is true for automated follow-up emails, equivalent to gross sales and advertising emails despatched to a whole section 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 realize this, together with including identifiers (such because the recipient’s identify), speaking about widespread pursuits, or mentioning a particular motion the recipient took. 

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

  • Final time we spoke about [topic]
  • We met on the [event name] final week
  • Our good friend, [friend’s name], recommended that I attain out to you
  • I’m following up regarding the e mail I despatched to you a couple of 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 elucidate why you’re emailing. By stating your function early on, your e mail will seem extra reliable as an alternative of spammy and imprecise. 

For instance, as an alternative of claiming, “I’d like to satisfy with you to elucidate what I can do for your enterprise,” you must say, “I’d like to satisfy with you to elucidate how my providers will help [their business name] convert extra web site guests by way of an efficient lead magnet technique.” 

Being particular will assist your prospects really feel like you understand what you’re speaking about and also you’re not simply losing their time. In consequence, they’ll be much more more likely to reply or take you up in your supply. 

Understand that it’s essential so that you can concentrate on 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 primarily based on topic strains. Because of this topic strains are 1 of a very powerful—if not a very powerful—components of your whole e mail. 

There are completely different practices for writing a compelling topic line, however 1 of the most effective methods is to jot down your topic line after you’ve written every part else. 

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

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

  • Maintain your topic line quick and to the purpose: E-mail topic strains with 6-10 phrases are inclined to have the very best open charge. 
Table showing email open rates based on the number of words in a subject line
E-mail open charges primarily based on phrases in a topic line
  • Use concrete numbers, occasions, and locations: Should you met the recipient at a particular place, embrace it. In case you have particular information or numbers within the content material, point out them. 
  • Attempt to embrace the recipient’s identify: Emails with the recipient’s identify within the topic line are inclined to have a better open charge. 
Table showing email open rates for subject lines that contain recipient names vs those that don’t
E-mail open charges primarily based on personalised topic strains

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

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

You want to make it as simple as potential in your recipient to answer your e mail. That is the place a CTA is available in. 

The kind of CTA you employ will rely upon the objective of your e mail. Would you like your recipient to: 

  • Ebook a gathering with you?
  • Purchase your product?
  • Provide you with extra info or suggestions?

Based mostly in your objective and e mail content material, you possibly can craft a CTA that is sensible within the context and offers the recipient clear directions on what they should do subsequent. For instance: 

  • Should you’re requesting a gathering, an excellent CTA to incorporate is a gathering schedule button the place they’ll immediately schedule a gathering primarily based on the time that fits their and your schedules.
  • Should you’re asking your recipient to learn 1 of your posts and provide you with suggestions, embrace the hyperlink to that put up 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 whole follow-up e mail, together with your topic line, opening line, content material, and CTA, it’s essential to decide the most effective time to ship it. 

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

Listed here are some fundamental pointers on the most effective occasions to ship follow-up emails primarily based on the kind of e mail: 

  • Thanks emails might be despatched inside 24 hours. 
  • Reminder emails (after sending essential documentation equivalent to job purposes) might be despatched inside 48 hours. 
  • Comply with-up emails on assembly requests might 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) might be despatched each 3 months. 

Observe: if automating the emails, all the time 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 

State of affairs 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 wonderful. 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 appropriate time? 

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

Many thanks, 

[Your name]

State of affairs 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 wished to achieve out and see for those who’ve had an opportunity to have 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 possibly can ask me any questions you might have. 

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

Trying ahead to listening to from you, 

[Your name]

Networking follow-ups

State of affairs 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 enterprise and all that it’s completed. Relating to the [something they mentioned they’re struggling with], I’m assured that I will help you [problem you can solve] so you possibly can [what they want to achieve]

Are you out there to speak subsequent week?

Let me know what time works for you. 

Trying ahead to listening to from you, 

[Your name]

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

State of affairs 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 kind 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. 

Trying ahead to working with you, 

[Your name]

Recruitment follow-ups

State of affairs 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 wished to drop you a line to thanks for coming in in your interview yesterday. The staff 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 most effective candidate for the [job title] can be and may have a solution for you by [date]

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

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

Many thanks, 

[Your name]

State of affairs 2: Freelancer or impartial 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 for those who’ve had an opportunity to have a look at my proposal. I believe it could make sense for us to work collectively so we are able to get [mention their desired result in a short sentence] for your enterprise.

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 carried out up to now, in case you wished to see examples of my work. 

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

Type regards, 

[Your name]

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

Knowledgeable ideas for follow-up emails

Listed here are a couple of ideas you possibly can implement to get probably the most out of your follow-up emails. 

Check completely different emails

Should you’re sending out follow-up emails on an enormous scale, you possibly can attempt implementing A/B testing to make your emails as efficient as potential. That is while you cut up your site 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 to decide which topic strains, content material, CTAs, or every other e mail components carry out the most effective. In consequence, your e mail click on and conversion charges will develop exponentially. 

Use movies in your emails

The usage of video in e mail advertising has develop into more and more essential, which is why 86% of companies use video as a advertising software. By together with video in your emails, customers are much more more likely to retain the knowledge in your e mail. 

Get rid of sure phrases

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

As a substitute, be assured in your e mail and present the recipient that you just’re the best resolution to their drawback. 

FAQs

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

For chilly e mail campaigns, you must purpose 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 possibly can all the time use different platforms equivalent to LinkedIn or Twitter to speak along with your prospects on a private degree. 

Then again, you possibly can ship extra emails for heat follow-ups. Nevertheless, bear 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 possibly can automate your follow-up emails. That is particularly helpful for those who’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 possibly can 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 to entice, have interaction, 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.

Not only does this come across as more professional, but it also makes it easy for the recipient to read and respond to your email quickly without taking too much time out of their busy schedule—which is something we all appreciate.”
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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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