How to Send a “checking in” Email

Have you ever had your prospect ghost you? If you are doing cold outreach at scale, it’s hard to live a week without being ghosted. Even if you have already established some rapport.

This is a common scenario where we often find ourselves sending a “checking in” email. However, it’s important to strike a balance and avoid pressuring the person or making them feel rushed. We also want to acknowledge that they have their own busy lives to attend to, just like the rest of us.

So, how can we effectively maintain this balance when reaching out? Let’s explore the art of check-in emails, discovering strategies to perfect this approach and manage responses more effectively.

The Role of ‘Check In’ in Sales Outreach

In the world of sales and customer relations, the phrase ‘check in’ is not just a simple phrasal verb. It’s a catalyst that propels conversation, deepens relationships, and drives business. When sales reps check in with prospects or existing customers, they are not merely touching base. They are conveying interest, sparking conversations, and nurturing business relationships.

The act of checking in is akin to arriving at the check in desk at a hotel. You’re announcing your arrival, signifying your interest in engaging with the business. The front desk team, much like your sales team, responds to your arrival by providing you with the relevant information and guidance needed to make your stay—or in this case, your business interaction—a fruitful one.

The Art of Writing Check In Emails

Creating a successful check in email involves far more than typing “just checking in” and hitting send. Each email is a personal message aimed at advancing a conversation or reminding the recipient of an ongoing business interaction.

Follow up emails should not be a generic, one-size-fits-all blast. Instead, they should be tailored to reflect the status and nature of your ongoing communication with each prospect. For example, if your last interaction was a product trial offer, your check in email might ask for feedback or if the prospect needs further assistance.

Subject lines are paramount in check in emails. They act as the front desk to your email, giving the recipient a glimpse of what to expect once they open it. Clear, concise, and enticing email subject lines can make the difference between your email being opened or relegated to the depths of the recipient’s inbox.

Social Media Check Ins

In this digital age, checking in extends beyond email and phone communication. Many successful sales teams use social media platforms to check in with their prospects and customers. They engage with posts, respond to comments, or even slide into DMs to keep the conversation going.

This is not to be confused with the phrasal verb check in feature available on many social and other options media platforms where users share their current location. Rather, it refers to actively participating in relevant online conversations with your target audience.

Timing and Frequency

Deciding when and how often to check in can be tricky. Check in too frequently, and you risk annoying your prospect. Wait too long, and you could miss a great opportunity or allow the relationship to go cold. The goal is to strike a balance, being persistent without crossing into the territory of being a pest.

Timing your check ins can also depend on the recipient’s response or lack thereof. If a prospect doesn’t respond after the first check in, it might be a sign they are not interested, or they are just busy. In either case, it’s a delicate dance. Be patient, but be present.

Each week, review the response or lack thereof from your previous check in attempts. If there’s no reply after a couple of check ins, it might be time to pause and reassess your approach. Consult internal discussions with your team or check in with your mentors for advice.

Checking in is not just about securing sales; it’s about building relationships. By showing genuine interest in your prospect’s needs, you create a platform for meaningful conversations that can lead to lasting business relationships. So, remember to check in with purpose, tact, and a genuine desire to add value.

Perfecting Your Check-In Strategy

Crafting the Perfect Check-In Email

To write an impactful check-in email, remember that the purpose is not to invite you to intrude, but to present a meaningful point of discussion or remind the recipient of an ongoing business interaction. Here are some examples to guide your check-in process:

1. Product Trial Follow Up: If a prospect recently started a product trial, it’s an excellent opportunity to check in and ask for their feedback. A friendly email asking how they are finding the trial and if they need any assistance not only shows that you value their opinions but also reminds them of your company’s commitment to customer satisfaction.
2. After a Meeting: If you’ve just had a productive meeting with a potential client, checking in a week later to see how they’re progressing with the information or proposals discussed is a fantastic way to keep the conversation going.
3. No Response to Previous Email: If a prospect hasn’t responded to your previous email, it could be that they were busy or your message got lost in their crowded inbox. A gentle check-in email expressing you’re wondering about their thoughts can help bring your conversation back to the forefront of their mind.

These examples are just guidelines. Always tailor your check-in emails to match the nature of your relationship with the prospect and the context of your ongoing business conversations.

Check-In Calls and Social Media Engagement

Beyond the realm of email, checking in can also happen over a phone call or via social media platforms. Phone check-ins offer a personal touch and direct engagement, while social media platforms allow you to tap into the informal and often engaging conversations happening in the digital world.

A well-placed comment on a prospect’s blog post, or a response to their story shows your interest extends beyond a strictly professional setting, creating a space for more relaxed, genuine interactions. Just be sure not to cross any personal boundaries and keep your engagement relevant and respectful.

Leveraging Technology

In an era of advanced technology, automating your check-in process could be a wise move. A system like Mailarrow, our cold email outreach software, enables sales teams to schedule follow-up emails and reminders, ensuring no prospect falls through the cracks.

It also allows sales reps to track responses and analyze the effectiveness of their check-in strategy.

Such software solutions can also help monitor the timing and frequency of your check-ins, providing valuable data to refine your strategies. For instance, you might discover that certain days of the week or times of the day yield better response rates. Using this information, you can optimize your check-in process to maximize your results.

Check-In Etiquette

Always remember, the goal of checking in is to maintain a meaningful business conversation. Be patient and respectful, acknowledging the busy lives your prospects lead.

Check-ins should never be pushy or intrusive. Rather, they should serve as gentle reminders of your presence, showcasing your interest and readiness to provide value.

Consider the phrasal verb ‘checking in’ like your regular flight check-ins. You arrive at the check-in desk, you’re acknowledged, you proceed, but you hope you’re not hassling the front desk every few minutes. Apply the same logic to your business check-ins.

With these points in mind, you’re equipped to advance your check-in game, creating a strategy that not only reaches out to prospects but does so in a manner that fosters positive, ongoing relationships.

In the next section, we’ll delve into how to effectively manage responses, incorporate feedback, and continually improve your check-in approach. Don’t miss out on this advice! Register for Mailarrow, our cold email outreach software, to get the most out of your sales outreach strategy.

Managing Responses and Continual Improvement

Handling Responses to Your Check-Ins

When checking in with your prospects, responses will vary. Some prospects may respond with interest and enthusiasm, while others may be non-responsive or even request to opt-out from your emails. The key lies in knowing how to handle each response effectively.

If the person expresses interest in your answer or proposition or wants to continue the conversation, seize this opportunity to progress the interaction. Respond promptly, be appreciative of their interest, and move the discussion forward.

For those who don’t respond, it’s important to remain patient and not inundate their inbox with multiple check-in emails in a single week. Their non-responsiveness could be a sign of being busy, and bombarding them with emails can come off as intrusive and could potentially deter them from future business.

If the prospect requests to stop receiving your emails, respect their wishes. Unwanted emails will do more harm than good for your company website’s reputation.

Incorporating Feedback and Learning from Case Studies

Feedback from your check-ins page, whether in the form of responses, non-responses, or direct comments, offers valuable insights. Analyze the feedback and use it to tweak your check-in strategies.

For instance, if you notice prospects responding positively to certain subject lines or content in your check-in emails, you might want to use similar phrases, words or topics in future communications. Similarly, if certain check-ins elicit no response or negative feedback, learn from these instances and make necessary adjustments.

In addition to individual feedback, it’s also beneficial to learn from broader case studies. Review successful check-in email examples, hear more from industry leaders, or analyze case studies provided by cold email outreach software like Mailarrow. These resources can provide valuable insights into what works and what doesn’t, helping you refine your approach.

Adapting Your Strategy for Different Platforms

Remember, checking in isn’t just limited to email. Social media platforms offer a more casual, interactive way to check in with your prospects. But, of course, every platform has its own etiquette and norms.

For example, a check-in on LinkedIn might be more formal and directly related to business. On the other hand, a check-in on Twitter or Instagram might be less formal and more conversational. The key is to adapt your tone and message to fit the platform you’re using while maintaining the underlying purpose of your check-in.

Continuous Improvement

Effective checking in is not a one-size-fits-all strategy. It requires continual adaptation and refinement based on your prospects’ responses, industry trends, and your business goals. Be ready to evolve your strategy as needed, always keeping your customers’ needs and preferences at the forefront.

Leveraging Resources and Final Thoughts

Utilizing Cold Email Outreach Software

Cold email outreach software like Mailarrow is an essential resource in your check-in strategy. It offers a platform to not only send your emails but also track and analyze responses. It provides valuable insights on the best times to check in, how often to do so, and which subject lines get the most engagement.

The software also includes features like automated follow up email top-ups, ensuring no prospect falls through the cracks. It also allows for personalization, letting you tailor your check-in messages to each prospect, making them feel valued and increasing the chances of a positive response.

Check-In Email Subject Lines

The importance of email subject lines cannot be overstated when it comes to checking in. The subject line is the first thing a prospect sees when your email arrives in their inbox, and it can greatly influence whether they open your email or ignore it.

When crafting your check-in email subject lines, keep them clear, concise, and relevant. The subject line should reflect the content of the email and prompt the prospect to read more. Avoid using generic subject lines like “Just Checking In.” Instead, make it personal and directly relevant to the prospect’s interaction with your company or business.

The Power of Personal Connection

Checking in is not only about fostering a business conversation, but it’s also about building a personal connection with your prospects. When you check in and speak with someone, you’re showing them that you value their business and care about their needs and interests.

This personal connection can be a game-changer in building trust and fostering long-term relationships. It differentiates you from businesses that only reach out when they want to sell something, and it positions you as a trusted advisor who’s interested in helping your prospects succeed.

Wrapping Up

Checking in is an art. It requires the right balance between maintaining a business conversation and building a personal connection. It demands patience, persistence, and respect for the prospect’s time and space. Above all, it calls for a genuine interest in the prospect’s needs and an earnest desire to provide value.

By understanding and incorporating the strategies discussed in this blog post, you can elevate your check-in game, strengthening relationships with prospects, and driving more conversions. Remember, effective checking in is not about being pushy or intrusive; it’s about being there for your prospects, ready to help when they need you.

Before we close, remember to sign up for Mailarrow, our cold email outreach software. It’s designed to streamline your outreach processes and arm you with the tools you need to connect effectively with your prospects. Take advantage of this great opportunity to optimize your check-in process and maximize your sales efforts.

Frequently Asked Questions

What does checking in mean?

“Checking in” is a term often used in sales and customer service to denote the act of making contact with someone to see how things are going, get an update, discuss something or provide assistance. In sales, it can be an effective way to keep a conversation going with a prospect or ensure a client is satisfied with their purchase or service.

Is it correct to say checking in?

Yes, it is correct to use the phrasal verb “checking in” in this context. This term is widely recognized and understood in business communication, particularly in the fields of sales and customer service.