Master the Art of the Follow-Up: Your Complete Guide to Email Follow-Ups
In the fast-paced world of business, sending just one email often isn’t enough. Think about the number of emails you receive in a day; now imagine you’re a busy executive or a sales lead getting tons more. Your initial email might get buried under a pile, unseen, or forgotten. This is where the magic of the follow-up email comes in.
According to a recent study, an astonishing 70% of sales emails go unanswered. However, when individuals took the time to send a follow up email after no response, the reply rate jumped significantly. How significantly? Well, by the 6th email, the response rate was as high as 27%! That’s a pretty compelling reason to consider mastering the art of the email follow up.
Why is Following Up Important?
Imagine you sent a proposal to a potential client. A week goes by, and there’s silence. Do they hate your proposal? Did they never see it? Maybe they’re just too busy? Sending a follow-up email can clarify the situation, reaffirm your dedication, and keep the lines of communication open.
Let’s look at an example of follow up email used by a successful salesperson at a leading software company:
Subject: Following up on my previous email about the Software Proposal
I hope this message finds you well. I’m just following up on the proposal I sent last week. I wanted to ensure it didn’t get buried in your inbox or if you had any questions. Looking forward to your feedback.
Best regards,[Your Name]
How to Craft the Perfect Follow-Up Email
A good follow up email template is like a Swiss army knife – versatile, effective, and always handy. Here are some steps and how to follow up on an email effectively:
- Be Timely: Wait 48-72 hours after your initial email before sending the first follow-up. Then, if there’s still no response, wait another week.
- Keep it Short: Busy people appreciate brevity. Get straight to the point.
- Provide Value: This could be in the form of additional information, a special discount, or even a reminder.
- Use a Clear Subject Line: Using phrases like “Following up on this email” or “Just following up” makes it easier for recipients to recognize the context.
Here’s a followup email template to illustrate:
Subject: Checking In
Just wanted to check in on the document I sent over on [Date]. Would you need any additional info?
What if You Still Don’t Get a Response?
There’s a fine line between persistence and annoyance. If you’ve already sent several follow-ups and haven’t received a response, consider this polite gentle follow up email sample:
Subject: Final Check-In
I’ve reached out a couple of times, and I understand you’re very busy. I would like to follow up on my previous email one last time. If now isn’t the right time, do let me know how best to proceed.
Effective communication, especially in business, is a two-way street. If your initial email didn’t get the response you were hoping for, don’t be disheartened. Whether you’re sending a sales follow up email or just checking in after a meeting, persistence, politeness, and providing value are key.
Use the guidelines and templates provided here to craft your perfect follow up email and remember: the fortune is often in the follow-up!