How to Write Great Follow Up Emails

Have you ever found yourself puzzled wondering when and how to follow up after a promising conversation or important business meeting?

We’ve all been there, eagerly waiting for a response, uncertain about the next steps. Crafting a well-crafted follow-up email is an art that can make all the difference in nurturing relationships, sealing deals, and staying connected.

In this article, we’ll guide you through the steps of writing an effective follow-up email that feels genuine, relatable, and human.

So get ready to discover simple yet powerful techniques that will help you make a lasting impression and foster meaningful connections.

Let’s dive in!

The Art of the Follow-up Email

Understanding Follow Up Emails

Firstly, let’s understand what a follow-up email is. A follow-up email is a message sent after an initial email when there has been no response. It serves as a reminder of the previous email and aims to prompt a response or call to action from the recipient. Follow-up emails can be tricky to write effectively, but they’re crucial in the world of sales and cold emailing where response rates are a key metric of success.

In sales, for instance, a follow-up email after a proposal or a brief phone call might nudge a potential customer to make a decision. In the context of job applications, a polite follow-up email to the hiring manager might keep your application at the top of the pile. The main goal is to create a professional relationship and move the conversation forward, ultimately leading to your desired outcome.

The number of follow-ups may vary depending on your industry and target audience, but it’s important not to let your previous message go unacknowledged for too long. Patience is key in waiting for a response, but you also need to be proactive to maintain momentum.

Crafting the Perfect Follow Up Email

Now, how to write a follow up email that gets a response? A few factors affect the success of your follow-up email.

The first factor is timing. You need to find a balance between being persistent and respectful of the email recipient’s time. A good rule of thumb is to wait about 2-3 days after your initial email before sending the first follow-up email. This waiting period provides enough time for the recipient to respond to your initial email without feeling overwhelmed or rushed.

The second factor is your subject line. A strong subject line is crucial for follow-up emails. It should be clear, relevant and intriguing enough to prompt the recipient to open the email. It’s also good practice to keep your follow up email in the same email thread as your initial email. This helps the recipient remember the context of your previous message and ensures continuity of the conversation.

Another important aspect to consider when writing follow up emails is the content of the follow up message itself. The follow up email should offer additional value and not just be a carbon copy of your initial email. This could be new information, a different perspective, or a reminder of key points from the previous email. Here’s where a follow-up email template can come in handy. A well-crafted email template serves as a great starting point for follow-ups, allowing you to maintain consistency while also customizing the message for each recipient.

For instance, if your initial email was a sales pitch for your company’s services, your follow up email could include customer testimonials, addressing any pain points or concerns raised by the recipient of first message, or even an offer to set up a brief phone call to discuss in detail.

Let’s now delve into some follow up email templates and how you can adapt them to your specific context.

Follow Up Email Templates

A follow-up email template provides a framework that you can tailor to your specific needs. These templates can be adapted to various situations including after a sales meeting, following a job application, or during cold email campaigns.

Here are a few examples of follow up email templates to inspire your writing:

Follow Up After a Sales Meeting:

Subject Line: Following Up on Our [Meeting/Call]

Email:

Hi [Recipient’s Name],

I hope you’re having a great week. It was wonderful meeting with you and discussing how [Your Company Name] could help your team achieve [specific goals discussed in the meeting].

I wanted to follow up on a few points we discussed:

• Point 1
• Point 2
• Point 3

If you have any further questions or need additional information, please feel free to ask. I’d be more than happy to hop on another call or send over more details.

Looking forward to moving forward with you and your team.

Kind Regards, [Your Name]

Remember, with Mailarrow, our cold email outreach software, you can automate this process, saving you time while ensuring your follow-ups are as effective as possible. Sign up today!

How to Follow Up After No Response

The First Follow-Up Email

So, you’ve sent your initial email and a few days have gone by with no response. Now it’s time to send your first follow-up email. The tone of this email should be patient and polite. Remember, your email recipient might be a busy person, and your email might simply have been missed or forgotten in a crowded inbox.

Here’s a template to help you with how to write a follow up email, after no response:

Subject Line: Following Up on My Previous Email

Email:

Hi [Recipient’s Name],

I hope you’re having a great week. I’m following up on my previous email that I sent [number of days ago]. I understand you must be busy, so I just wanted to bring it back to the top of your inbox for when you get a chance to review it.

If you need any further information or would like to set up a brief phone call to discuss, please let me know.

Look forward to hearing from you.

Best, [Your Name]

The Second Follow-Up Email

If the first follow-up email still doesn’t elicit a response, it’s time to send a second follow up email. This one might involve a slightly different strategy. Instead of merely reminding the recipient about the previous email, consider offering some immediate value or addressing potential pain points the recipient may have.

Here’s a sales follow up email template for your second sales follow up email:

Subject Line: New Information About [Your Company’s Product/Service]

Email:

Hello [Recipient’s Name],

I hope this email finds you well. I wanted to follow up on my previous message about [your company name’s product/service]. Since we last spoke, we’ve made some updates/improvements that I think might specifically address some of the challenges you’re facing at [recipient’s company name].

[List new information or improvements]

I’d be happy to discuss these in more detail if you’re interested. You can book a time on my calendar [attach meeting link] at your convenience.

Looking forward to your response.

Best, [Your Name]

The Third Follow-Up Email

If there’s still no response after the second follow-up email, it might be time to send a third email. At this point, consider changing your approach. Instead of simply following up on the previous email, try asking for feedback or advice, or propose a new idea. The goal is to engage the recipient in a new way that might prompt them to respond.

Here’s a template for a third follow-up email:

Subject Line: Quick Question Regarding Your Thoughts on [Topic]

Email:

Hello [Recipient’s Name],

I hope you’re doing well. I’m reaching out again to follow up on my previous emails regarding [topic]. I was wondering if you had any feedback or thoughts on what we discussed.

Alternatively, I’d love to hear your perspective on [new idea or question].

Looking forward to hearing your thoughts.

Best, [Your Name]

Remember to keep your follow ups polite, respectful, and valuable to the recipient. With these follow up email templates in your toolkit, you’ll be well-equipped to handle no-response situations.

Don’t forget, with Mailarrow, you can automate your follow up emails to save time and increase your chances of getting a response. Sign up today!

Building Relationships Through Follow Ups

Cold emailing is not just about reaching out to potential customers; it’s also about building and maintaining professional relationships. Your follow up emails should reflect this mindset.

Making a Personal Connection

Start by showing genuine interest in the business name and recipient. Personalize the follow up email with their company name, job title, and any recent news about their company. Here’s an example:

Subject Line: Exciting News About [Recipient’s Company Name]

Email:

Hi [Recipient’s Name],

I recently read about [Recipient’s Company Name]’s announcement regarding [news]. Congratulations on this fantastic achievement!

Given your role as [Job Title], I believe our product/service at [Your Company Name] could further aid your success by [Explain your value proposition].

Could we schedule a brief phone call to discuss this in more detail?

Look forward to your response.

Best, [Your Name]

Reaching the Right Person

Sometimes, your initial email might not reach the right person. In this case, your follow up email should politely ask your email recipients for the contact details of the person who can best address your email. Here’s a follow up email example:

Subject Line: Seeking the Right Contact at [Recipient’s Company Name]

Email:

Hello [Recipient’s Name],

I hope this email finds you well. I’m trying to find the right person at [Recipient’s Company Name] who is responsible for [specific area].

If you could guide me to the right contact or forward my previous message to them, I would greatly appreciate it.

Thank you for your help.

Kind regards, [Your Name]

The Follow Up Sequence

A well-planned follow up sequence can significantly increase your response rates. Here’s better idea of a basic sequence you might follow:

• Initial Email: Introduce yourself and your company’s value proposition.
• First Follow Up Email: Send a gentle reminder about your previous email.
• Second Follow Up Email: Offer immediate value, such as a solution to a pain point.
• Third Follow Up Email: Ask for feedback or propose a new idea.
• Final Follow Up Email: Politely express that this will be your last attempt to reach them.

Remember, each email in your follow up sequence should provide additional value and demonstrate genuine interest in your email recipient. By doing so, you’ll increase your chances of receiving a response and potentially gaining a new customer. Sign up for Mailarrow, our cold email outreach software, to automate your follow up sequence today!

Tailoring Follow Up Emails for Specific Scenarios

Different scenarios call for different types of follow up emails. Whether you’re following up on a job application, a guest post, or a sales call, there are tailored strategies to increase your follow up success.

Job Application Follow Up

Subject Line: Following Up on [Job Title] Application

Email:

Hello [Hiring Manager’s Name],

I recently submitted my application for the [Job Title] position at [Company Name] and wanted to confirm that it was received.

I am very excited about the opportunity to contribute to your team and believe my skills and experiences align well with the job description.

Thank you for considering my application. I look forward to the possibility of discussing the role further.

Best regards, [Your Name]

Guest Post Follow Up

Subject Line: Following Up on My Guest Post Submission

Email:

Hello [Recipient’s Name],

I hope this email finds you well. I wanted to follow up on the guest post I submitted on [date] titled “[Title of the Guest Post]”.

I believe the content is a good fit for your readers, offering valuable insights on [brief summary of the post].

I look forward to hearing from you and appreciate your consideration.

Best, [Your Name]

Sales Call Follow Up

Subject Line: Following Up on Our Recent Call

Email:

Hello [Recipient’s Name],

I hope you’re having a great week. I wanted to follow up on our recent call where we discussed [main points of the call].

If you need further clarification or would like to revisit any points, I’m happy to arrange another call or provide additional resources.

Looking forward to your response.

Best regards, [Your Name]

Don’t forget, Mailarrow can help you automate this process, making your sales follow up emails and ups more effective and time-efficient. Sign up today!

The Power of a Strong Subject Line

A follow up email’s success often depends on its subject line. No matter how well-crafted your email body might be, if the subject line fails to catch the recipient’s attention, the email may go unread.

Crafting a Strong Subject Line

There are a few factors that affect the strength of email subject lines:

1. Brevity: Keep your subject lines short and straightforward. Aim for about 6-10 words.
2. Relevance: Your subject line should directly reflect the content of your email. Misleading subject lines can harm your credibility.
3. Personalization: Including the recipient’s name or company name can make the email feel more personal and less like spam.
4. Urgency: Creating a sense of urgency can encourage recipients to open your email sooner.
5. Value proposition: If you’re offering something of value, say so in the subject line.

Email Subject Lines for Cold Email Campaigns

In the context of cold emails and follow ups, subject lines are even more crucial. Here are a few examples of strong subject lines for different types of follow up emails:

• Sales Follow Up Email: “Solving [Company Name]’s problem with [Your Product/Service]”
• Second Follow Up Email: “[Recipient’s Name], do you have 5 minutes this week?”
• Follow Up Email after No Response: “Still interested in [Your Product/Service], [Recipient’s Name]?”

In your follow up sequence, ensure each email has a unique subject line. This helps to prevent your follow ups from appearing as spam. Experiment with different subject lines, track the open rates, and stick to what works best for your target audience.

Remember, with Mailarrow, our cold email outreach software, you can automate this process and optimize your follow up campaigns. Sign up today!

The Art of Polite Follow Up Emails

A key to the success of your follow up campaign is maintaining a professional and respectful tone, particularly when you’re writing a polite follow up email. Striking the right balance between persistence and courtesy can be a challenge, but it’s essential for preserving your professional relationship and securing responses.

Tips for Writing Polite Follow Up Emails

1. Don’t Apologize: You might be tempted to start your email with “Sorry to bother you again,” but resist this urge. There’s no need to apologize for a professional follow up.
2. Express Appreciation: Thank your recipient for their time. This small act of courtesy can go a long way in establishing a positive tone.
3. Be Concise: Your follow up email should be a quick read. Respect your recipient’s time by being brief and to the point.
4. Offer Value: Each follow up should provide additional value or a new perspective, not simply reiterate the initial email.
5. Use a Gentle Reminder: Politely remind the recipient about your previous message and the reason for your follow up.

Here’s an example of a polite follow up to email response:

Subject Line: A Quick Follow Up, [Recipient’s Name]

Email:

Dear [Recipient’s Name],

I hope this email finds you well. Last week, I reached out regarding [brief summary of your previous message].

I understand you’re a busy person, so I wanted to provide a quick reminder. [Add new information or a different perspective on your offer].

Thank you for considering my proposal. I look forward to hearing from you.

Best regards, [Your Name]

Remember, write follow up emails. ups should serve to strengthen your professional relationship with the recipient, not strain it. Keep your follow ups polite, timely, and valuable.

Don’t forget, Mailarrow can take the guesswork out of your follow up emails, allowing you to automate the process and increase your response rates. Sign up today!

Specific Strategies for Link Building and Guest Posting Follow Ups

Strategies for follow ups can differ significantly depending on the purpose of your initial outreach. In this section, we’ll focus on two common objectives: link building and guest posting.

Link Building Follow Ups

Link building is a crucial part of SEO, where you aim to acquire high-quality inbound links to your website. An effective follow up email can significantly increase your chances of securing these links.

Subject Line: Quick Follow Up on Our Link Opportunity

Email:

Hi [Recipient’s Name],

I hope you’re having a great week. I wanted to follow up on my previous email regarding the potential link exchange between [your website] and [their website].

This collaboration would be beneficial for both of us, improving our websites’ visibility and traffic.

Please let me know if you’d like more information or have any questions.

Look forward to hearing from you soon.

Best, [Your Name]

Guest Posting Follow Ups

Guest posting is another excellent strategy for enhancing your online presence and establishing authority in your industry. A well-crafted follow up can increase the chances of your guest post getting published.

Subject Line: Touching Base on My Guest Post Submission

Email:

Hello [Recipient’s Name],

I hope this email finds you well. Just following up on the guest post I submitted on [submission date] titled “[Title of the Guest Post]”.

The piece provides valuable insights into [brief summary of the post], which aligns with your audience’s interests.

Looking forward to hearing your thoughts on the post.

Best regards, [Your Name]

Remember, with Mailarrow, you can easily schedule and automate these follow ups, saving you time and improving your chances of a successful outreach. Sign up today!

Handling Follow Ups after No Response

One of the most frustrating aspects of email outreach can be the lack of responses. But don’t lose hope. It’s not uncommon for busy professionals to overlook or forget about an email. This is where a well-timed and well-crafted follow up email after no response comes into play.

Factors Affecting Response Rates

Several factors affect the response rates to your follow up emails:

1. Timing: The day and time you send your email can greatly influence its visibility. Research shows that emails sent on weekdays, especially Tuesdays and Thursdays, get better responses. Also, sending emails early in the morning or late in the afternoon often results in higher open rates.
2. Frequency: Avoid overwhelming your recipient with too many follow ups. A good rule of thumb is to send a follow up email three to seven days after your previous message.
3. Content: As stated before, every follow up should bring additional value to the recipient. Whether it’s new insights, a special offer, or even a customer testimonial, provide something worthwhile in each email.

Crafting a Follow Up Email after No Response

If you’ve sent your first follow up email a few days ago and still haven’t received a response, it’s time to send a second follow up. Here’s an example:

Subject Line: [Your Name] CheckIng In

Email:

Hello [Recipient’s Name],

I hope this email finds you well. I wrote to you a few days ago regarding [brief summary of your previous email] and I’m following up to ensure my message didn’t get lost in your inbox.

[Provide additional value, such as new insights, an offer, or a brief phone call]

Please let me know if there’s a better time or way for me to share this information with you.

Best, [Your Name]

While lack of response can be disheartening, persistence often pays off. Remember to remain professional, patient, and respectful in your follow ups.

Don’t forget, with Mailarrow, your follow up sequence can be automated, making your outreach email efforts more effective and less time-consuming. Sign up today!

Following Up on Job Applications

Following up on a job application can significantly increase your chances of landing an interview. The right follow up email can help you stand out among a pool of candidates and show your keen interest in the position.

Tips for Job Application Follow Up Emails

Here are a few tips to help you write an effective follow up email for your job application:

1. Do Your Research: Before you hit send, make sure you know the appropriate person to address your email to. It could be the hiring manager, the recruiter, or someone else involved in the selection process.
2. Be Patient: Wait at least one week after applying before sending your follow up email. This shows respect for the hiring process.
3. Be Professional: Use a professional tone and language throughout your email. Ensure your message is free of errors and typos.

Example of a Job Application Follow Up Email

Here’s an example of a job application follow up email:

Subject Line: Following Up on [Job Title] Application

Email:

Dear [Hiring Manager’s Name],

I hope this message finds you well. I applied for the [Job Title] position at [Company Name] last week and wanted to kindly check on the status of my application.

I am very interested in this opportunity and believe my skills and experiences align well with the requirements of the role. If there are any further documents or information needed from my side, please let me know.

Thank you for considering my application. I look forward to the possibility of discussing the role in more detail.

Kind Regards, [Your Name]

In our final section, we will sum up the key points to remember when crafting your follow up cold emails yourself. Plus, we will discuss how the Mailarrow cold email outreach software can help optimize your follow up process, increase your response rates, and achieve your desired outcome. Sign up today!

Wrap Up and Next Steps

Crafting the perfect follow up email involves many moving parts. You need to carefully consider your timing, tone, content, and the recipient. From your initial email to your third follow up, it’s important to always add value, be polite, and remain professional. But remember, even the most meticulously crafted follow up email won’t guarantee a quick response back. Persistence, patience, and politeness are the keys to follow up success.

Recap of Follow Up Email Best Practices:

1. Start by writing a strong subject line that grabs attention and sparks curiosity.
2. Personalize your follow up emails to establish a personal connection.
3. Be brief and concise. Busy people appreciate brevity.
4. Always add value with each follow up, whether that’s offering additional information, providing solutions to pain points, or making a compelling offer.
5. Be respectful of the recipient’s time. Avoid sending too many follow ups in a short span.
6. Use a call to action to guide the recipient towards the desired outcome.
7. Utilize an email template as a starting point, but always customize to fit the situation and recipient.

Next Steps: Leverage Mailarrow for Your Follow Ups

Why struggle with the timing, frequency, and content of your follow ups when you can automate the entire process? With Mailarrow, you can set up a follow up sequence, personalize your emails at scale, and monitor your email response rates all in one place.

Whether you’re chasing a new business opportunity, looking to build links, or waiting on a response to a job application, Mailarrow provides the tools you need to create, send, and track effective follow up emails.

Following up is an art that can be mastered with the right tools and strategies. It’s time to take your email outreach to the next level. Sign up for Mailarrow, our cold email outreach software, today!

Remember: The fortune is in the follow up! Don’t miss out on opportunities because you failed to send that second, third, or even fourth email. Master the art of the follow up and watch your email outreach success skyrocket.

That’s it for our comprehensive guide on how to write effective follow up emails.

Frequently Asked Questions

How do you politely follow up an email?

Writing a polite follow up email involves a few key factors. Firstly, be respectful and understanding of the recipient’s time. Use courteous language and keep your tone professional. Also, always provide some form of value in your email, whether that’s new information, a reminder, or a solution to a problem. Lastly, don’t forget to thank the recipient for their time and consideration.

How do you follow up an email after no response politely?

If you have not received a response to your initial email or first follow up, it is crucial to be patient and polite. Your subject line could be something like “Following Up on My Previous Email”. In your email, acknowledge the busy schedule of your recipient, reiterate the purpose of your original message, and provide additional information or value if possible.

How do you kindly follow up an email example?

Subject Line: Re: Following Up on Our Last Conversation

Email Body:

Dear [Recipient’s Name],

I hope this email finds you well. I’m writing to follow up on our last conversation regarding [mention the subject]. I understand that you are likely very busy, and this matter may have slipped your attention.

If you need any additional information to move forward, please let me know. I’m more than willing to provide whatever you need.

Best regards, [Your Name]

How do you send a follow up email asking for an update?

When asking for an update, it’s important to be respectful and understanding. Here’s an example:

Subject Line: Request for Update on [Topic/Project]

Email Body:

Dear [Recipient’s Name],

I hope you’re having a great week. I’m writing to kindly request an update on [mention the topic or project]. The last time we communicated, you mentioned that [refer to the last update or information they gave you].

I understand that things may have changed, and I would appreciate it if you could provide me with the latest updates when you have a moment.

Thank you for your time and assistance.

Best regards, [Your Name]

How do you politely follow up after no response?

When following up after no response, be patient and polite. Remember, your recipient is likely busy. Here’s an example:

Subject Line: Just Following Up on My Last Email

Email Body:

Dear [Recipient’s Name],

I hope this email finds you well. I wanted to follow up on the email I sent last week regarding [mention the subject of the previous email]. I understand that you have a lot on your plate, and this may have gone unnoticed.

If there’s a more convenient time or method for me to share this information, please let me know.

Thank you for your time and consideration.

Best, [Your Name]

Is it OK to send a follow up email?

Absolutely, it’s not only OK to send follow ups, but often necessary to send a follow up email. People are busy, and emails can easily be overlooked. A follow up email is a polite and professional way to ensure your message gets the attention it deserves. However, it’s important to be respectful and considerate in your follow ups. Don’t overwhelm your recipient with too many emails in a short span of time.