How To Write A Polite Follow Up Email: The Definitive Guide
You’ve sent an email. You’re waiting. And…crickets. It’s a familiar feeling. The anticipation, the slight anxiety, the urge to check your inbox every five minutes. Often, a polite follow-up email is the key to getting the response you need. But how do you write one that’s effective without being pushy or annoying? This guide will walk you through the process, ensuring your follow-up email gets the attention it deserves and, most importantly, the response you desire.
Understanding the Power of a Polite Follow Up
Before we dive into the “how,” let’s explore the “why.” A polite follow-up email is more than just a reminder; it’s a demonstration of professionalism, persistence, and respect for the recipient’s time. It shows you are engaged and interested, and it nudges the recipient to take action. It can significantly increase your chances of getting a response, whether you’re following up on a job application, a sales proposal, or a simple request.
Timing is Everything: When to Send Your Follow Up
This is a critical factor. Sending a follow-up too soon can come across as impatient, while waiting too long might make your email seem like an afterthought.
The Ideal Follow-Up Timeline
The perfect timing depends on the context of your initial email. Consider these general guidelines:
- For a job application: Wait 5-7 business days.
- For a sales proposal: Wait 3-5 business days.
- For a general inquiry or request: Wait 3-7 business days.
- If you’re awaiting a response from a busy executive: Consider waiting 7-10 business days.
Always factor in holidays and weekends. If your initial email was sent right before a holiday, adjust your timeline accordingly.
Crafting the Perfect Subject Line: Getting Opened
Your subject line is your first impression. It needs to be clear, concise, and attention-grabbing, but also polite and professional. Avoid anything that could be interpreted as demanding or aggressive.
Effective Subject Line Examples:
- Following up: [Original Email Subject]
- Checking In: [Original Email Subject]
- Regarding [Project Name/Topic] – Following Up
- Just a Gentle Reminder: [Original Email Subject]
- Quick Follow Up on [Original Email Subject]
Pro Tip: Adding “Gentle Reminder” or a similar phrase can soften the tone and make the recipient more receptive.
The Body of Your Polite Follow Up: Key Components
The body of your email should be brief, respectful, and focused on the core purpose of your follow-up.
Start with a Polite Greeting and Reference
Begin with a standard greeting, such as “Dear [Name],” or “Hello [Name],” or “Hi [Name]”. Immediately acknowledge the original email.
Example: “I hope this email finds you well. I’m following up on my email from [Date] regarding [Topic].”
Briefly Reiterate Your Request or Purpose
Keep it concise. Don’t repeat the entire original email. Instead, provide a brief summary to refresh the recipient’s memory.
Example: “I’m writing to follow up on the proposal I sent last week outlining the benefits of [Product/Service].”
Offer Value and Show Understanding
Demonstrate that you respect the recipient’s time and workload. If applicable, reiterate the value you offer or the benefits of responding.
Example: “I understand you’re busy, but I wanted to see if you had a chance to review the proposal. I believe our solution could significantly improve your [Area of Concern].”
Include a Clear Call to Action
Tell the recipient what you want them to do. Be specific and make it easy for them to respond.
Example: “Would you be available for a brief call next week to discuss this further? Please let me know your availability.”
End with a Professional Closing
Use a professional closing such as “Sincerely,” “Best regards,” or “Thank you for your time.”
Avoiding Common Mistakes: What NOT to Do
There are a few pitfalls to avoid when writing a polite follow-up email.
Don’t Be Pushy or Demanding
Avoid phrases like “I need a response immediately” or “Please get back to me ASAP.” This will likely irritate the recipient.
Don’t Assume They Ignored You on Purpose
They may have simply overlooked your email, been busy, or needed more time to consider your request.
Don’t Repeat the Entire Original Email
This is redundant and wastes the recipient’s time.
Don’t Include Attachments Unless Necessary
Keep your email concise and easy to read. Attachments can sometimes discourage opening.
Proofread Carefully!
Typos and grammatical errors can damage your credibility.
Personalizing Your Follow Up: Making it Relevant
Generic follow-up emails are often ignored. Personalization demonstrates that you’ve taken the time to consider the recipient and their needs.
Research and Context
Before sending your follow-up, take a moment to revisit the context of your original email. Did you mention a specific project or pain point? Reference it.
Tailor Your Message
Adjust your language and tone to match the recipient and the situation. If you know the person, a slightly more informal approach might be appropriate.
Add a Personal Touch
If appropriate, include a brief, relevant observation or comment. This can help build rapport.
Example: “I enjoyed our conversation at the conference last week, and I wanted to follow up on our discussion about [Topic].”
Following Up on a Follow Up: The Art of Persistence
Sometimes, one follow-up isn’t enough. If you still haven’t heard back after your first follow-up, consider sending a second, or even a third, email.
Second Follow-Up Strategy
If you haven’t received a response after your first follow-up, wait another 3-5 business days. Keep the tone very polite and slightly more concise. You can reiterate your request and offer to provide more information if needed.
Example: “I understand you may be busy, but I wanted to check in one last time regarding [Topic]. Please let me know if you have any questions or if there’s anything else I can provide.”
Third Follow-Up (If Necessary)
If you still haven’t heard back, it’s time to consider whether further follow-ups are appropriate. If you are desperate for a reply, a final, brief, and very polite email may be worthwhile. However, be prepared to accept that the lack of a response means “no.”
Example: “I won’t take up any more of your time, but I wanted to thank you for considering my request. If you change your mind, please don’t hesitate to reach out.”
Using Email Templates Effectively
Email templates can save you time, but they should be used strategically.
Customize Templates
Never send a template email without personalizing it. Always tailor the message to the recipient and the specific situation.
Choose the Right Template
There are many email templates available online. Select templates that are professional, polite, and relevant to your needs.
Review and Refine
Periodically review and refine your templates to ensure they remain effective and up-to-date.
Important Considerations for Different Scenarios
The approach you take will depend on the context of your initial email.
Following up on a Job Application
Be patient and professional. Highlight your interest in the role and reiterate your qualifications.
Following up on a Sales Proposal
Focus on the benefits of your product or service and address any potential objections.
Following up with a Potential Business Partner
Demonstrate your value proposition and highlight the potential for collaboration.
Following up on a Request for Information
Be clear about what information you need and why.
Five Frequently Asked Questions About Polite Follow-Up Emails
Here are five additional questions, distinct from the above headings, and their answers:
1. What if I don’t know the recipient’s name?
If you don’t know the person’s name, use a general greeting like “Dear Hiring Manager” or “Dear [Department Name] Team.” Try to find the name through LinkedIn or the company website before sending your email.
2. Is it okay to call instead of emailing?
In some cases, a phone call might be appropriate, especially if you have a pre-existing relationship or the matter is urgent. However, always consider the recipient’s preference and the nature of your request. If you do call, be equally polite and professional.
3. How do I handle a negative response?
Accept the answer gracefully. Thank the recipient for their time and consideration. You might also ask if there’s anything else you can do or offer to be considered for future opportunities.
4. What if the recipient doesn’t respond at all?
Sometimes, you won’t get a response. Accept this and move on. Consider it a valuable learning experience. You might analyze your email to see if anything could be improved, but don’t dwell on it.
5. How do I know if I’m being too persistent?
Pay attention to the lack of response. If you haven’t heard back after two or three polite follow-up emails, it’s likely time to move on. Respect the recipient’s time and decision.
Conclusion: Mastering the Art of the Polite Follow Up
Writing a polite follow-up email is a crucial skill in today’s professional landscape. By understanding the importance of timing, crafting compelling subject lines and body content, avoiding common mistakes, personalizing your message, and knowing when to follow up (and when to stop), you can significantly increase your chances of getting a response and achieving your goals. Remember to always be professional, respectful, and persistent, and your efforts will pay off.