How to write a follow-up email
In today’s business world, the importance of writing a follow-up email cannot be understated. Whether you are trying to maintain a good relationship with a client or trying to land a new job, knowing how to write a follow-up email is a critical skill to have.
However, knowing when to write a follow-up email, what to say in it, and how to reply to a follow-up email can be tricky. This article will provide you with a guide on how to write a follow-up email, including when to follow up, what to say, and how to reply for the best results.
If you want to be successful in business, it is essential to write follow-up emails. A follow-up email shows that you are interested in maintaining a relationship with the recipient, that you are organized and detail-oriented, and that you are polite and professional.
A follow-up email can also help you land a new job, make a sale, or solidify a business relationship. If you are not sure when to write a follow-up email or what to say in it, this guide will help you get started.
Why should you write a follow-up email?
When you send a follow-up email, you are trying to get the recipient to take action on what they said in their original email. There are a few reasons why you should write a follow-up email:
1. You may have forgotten something in your original email.
2. You may have received a different response than you were expecting in your original email.
3. You may want to clarify something that was mentioned in your original email.
4. You may want to ask the recipient for a favor.
Depending on the reason for your follow-up email, you will need to tailor your message accordingly. For example, if you are following up because you forgot something in your original email, you might want to send a quick reminder. If you are following up because you received a different response than you were expecting, you might want to apologize for any confusion and ask the recipient if they could help with something else. To clarify something in your original email, you might want to send a more detailed explanation. If you want to ask the recipient for a favor, you might want to offer them some kind of incentive in return.
Whatever the reason for your follow-up email, writing it is an important step in getting the response that you desire. By writing a follow-up email that is tailored to the recipient and that addresses their specific concerns, you are almost guaranteed of success.
When to follow up on an email
When you are ready to follow up on an email, it is important to consider the timing. If you follow up too soon, you may seem pushy or desperate. If you wait too long, the recipient may forget about you or your email.
There is no one right answer when it comes to when to follow up, as different situations will call for different follow-up tactics. However, there are some general guidelines that can help you decide when to follow up:
If you sent an email and didn’t hear back from the person within a reasonable timeframe, follow up with a polite email asking if they received the message and if there is anything you can do to help them get around whatever obstacle is preventing them from responding.
If you didn’t reach out after a certain amount of time (e.g. 24 hours), consider sending a more urgent message (e.g. asking if they’re okay, if there’s been any progress on the project) and indicating that you’ll be less patient if the reply doesn’t come soon.
If you didn’t receive a response at all, consider contacting the person directly via phone or in person to find out what happened and see if there’s anything you or they can do to get the ball rolling again.
What to say in a follow-up email
When you send a follow-up email after a conversation with someone, there are a few things to keep in mind.
1. Keep it Short and Sweet
The goal of a follow-up email is to keep the conversation going. Don’t ramble on in length; instead, focus on reinforcing what was discussed in the original email and adding any new information or updates. Keep your message concise and to the point.
2. Be Professional
When you send a follow-up email, you’re representing your business. Make sure your language is polite and professional, and avoid using slang or offensive language.
3. Thank the Person for Their Time
At the end of every conversation, it’s important to say thank you. Thank the person for their time and let them know how much you enjoyed talking with them. This will show that you respect their time and want to continue speaking with them.
4. Follow Up Again If Necessary
If there was something specific you wanted to discuss further or if there were any additional questions, make sure to follow up again. A good rule of thumb is to send a follow-up email within 24 hours of the original conversation.
How to reply for the best results
When writing a follow-up email, it is important to be clear and concise. The goal of a follow-up email is not only to keep the connection alive but also to reiterate the points you made in your original email. Here are four tips for writing the best follow-up emails:
1. Make your message relevant
When you write a follow-up email, make sure that it is relevant to the person you are emailing. If you send an email about a product that the person does not own, they may not understand why you are reaching out. Instead, try to focus on topics that the person may be interested in. For example, if you sent an email about a new product launch, make sure to mention some of the features of the product.
2. Be timely
It is important to be timely when writing a follow-up email. If you send an email and do not receive a response within a few hours, it may be because the person is busy or has already moved on from your message. Try sending another message within 24 hours if possible.
3. Be personal
When writing a follow-up email, it is important to take into account the person you are emailing. Make sure to use personal pronouns (e.g., “I” instead of “you”), address the person by name, and use positive language when writing about them. This will help build trust and create a stronger connection with the person.
4. Follow up every few days
It is important to follow up with the person every few days. This will help keep the connection alive and ensure that you are not forgotten about. If you do not receive a response within a few days, it may be because the person is busy or has already moved on from your message. Try sending another message within 24 hours if possible.
Follow-up email template
Email follow-up is an important part of a customer relationship management (CRM) system. A well-executed email follow-up can reinforce the relationship with a customer and keep them updated on new products or services.
One way to improve email follow-up is to use templates. A template makes it easy to create a consistent email message, which can help reduce the amount of time you spend on each email.
In Rizer CRM it’s easy to set-up as many email templates you need, grouped by each stage of the sales process. Once you have selected a template, you will need to fill in the relevant details. This includes the subject line, body text, and any attachments, and then customize it further with variables like: customer name, addresses or any other info from inside the CRM.
Below you’ll find an easy to use template that you can start with:
Subject: Follow-Up Email
Hi [Name],
Thanks so much for your time today. I really appreciate the opportunity to chat with you and I’m glad we could come to an agreement on what we need to do next.I wanted to make sure to follow up with you about a few things. First, would you be interested in scheduling a call to go over the details of your proposal?
Second, if you’re ever in the area, would you be willing to stop by our office for a quick meeting?
Thank you for your time today and I look forward to hearing from you soon.
Best,
[Your Name]
What if they don’t reply?
When a customer does not respond to your follow-up email, there are a few things you can do.
First, make sure you sent the email at the correct time. If you sent it too early in the day or too late in the day, the customer may have been busy and not received it. If you sent it at the wrong time, try sending it later that same day or the next day.
Second, make sure you included your contact information in your email. If the customer doesn’t respond to your email, they may want to reach out to you directly. Include your company’s name, website address, and phone number in your follow-up email so they can do that.
Finally, keep trying to reach out to the customer. If you send three follow-up emails and still don’t get a response, it may be worth considering contacting the customer’s manager or supervisor to see if they can help get the customer on board with your product or service.