How To Write A Second Follow Up Email: The Ultimate Guide to Getting a Response
Following up on an email is a crucial skill in today’s fast-paced world. You’ve sent the initial email, waited patiently (or maybe not so patiently!), and still haven’t heard back. Now what? This is where the second follow-up email comes in. This guide will provide you with everything you need to craft a compelling second follow-up email that boosts your chances of a response and ultimately achieves your goals.
The Importance of a Second Follow Up: Why Persistence Pays
Many people mistakenly believe that sending multiple emails is a sign of being pushy. However, when done correctly, a second follow-up email demonstrates your genuine interest and commitment. It subtly reminds the recipient of your initial outreach, potentially bumping your email back to the top of their inbox. It’s about respect for their time and a gentle nudge, not a forceful demand. Think of it as a friendly reminder, not an aggressive solicitation.
Timing is Everything: When to Send Your Second Follow Up
The timing of your second follow-up is critical. Sending it too soon can appear impatient, while waiting too long can diminish its effectiveness. A general guideline is to send your second follow-up 3-5 business days after your first follow-up. Consider the context of your initial email. Was it a time-sensitive proposal? A request for a quick answer? Adjust the timing accordingly. If you sent your initial email on a Friday, consider sending the second follow-up the following Wednesday or Thursday.
Crafting the Perfect Subject Line: Grabbing Their Attention (Again)
Your subject line is the first thing the recipient sees. It needs to be concise, compelling, and relevant. Avoid simply repeating the original subject line. Instead, try these strategies:
- Reference your original email: “Following up: [Original Subject Line]” or “Re: [Original Subject Line] - Checking In”
- Highlight the benefit to the recipient: “Quick Question Regarding [Topic]” or “Regarding Your Interest in [Topic]”
- Create a sense of urgency: “Important: Deadline Approaching for [Project]” (use sparingly)
Personalization: Making Your Email Stand Out
Generic emails are easily ignored. Personalize your second follow-up to show you’ve taken the time to understand the recipient and their needs. Mention something specific from their company, their LinkedIn profile, or a previous conversation (if applicable). This demonstrates that you’re not just sending a mass email and that you genuinely care about the interaction.
The Body of Your Second Follow Up: Content That Converts
The body of your email should be clear, concise, and easy to read. Here’s a suggested structure:
Acknowledgment and Recap
Start by briefly acknowledging your previous email and reminding the recipient of the original context. Something like: “Just wanted to follow up on my previous email from [Date] regarding [Topic].”
Provide Value, Again
Briefly reiterate the value you offered in your first email. What benefit are you providing? What problem are you solving? This serves as a reminder and reinforces the reason they should respond.
The Call to Action: What Do You Want Them To Do?
This is the most crucial part. Be explicit about what you want the recipient to do. Do you want them to schedule a call? Review a document? Provide feedback? Make it easy for them to respond with a clear, direct call to action. “Would you be available for a quick call next week to discuss this further?” or “Please let me know if you’ve had a chance to review the proposal.”
Keep it Brief and to the Point
Respect the recipient’s time. Keep your email concise and avoid unnecessary fluff. Get straight to the point and make it easy for them to understand your message.
Examples of Effective Second Follow Up Email Templates
Here are a few examples to get you started, tailored for different scenarios:
Example 1: Following Up on a Sales Proposal
Subject: Following up: Proposal for [Project Name]
“Hi [Name],
I hope you’re having a productive week.
I’m following up on the proposal I sent on [Date] regarding the [Project Name]. I understand you’re busy, but I wanted to reiterate the value of [briefly mention a key benefit].
Would you be available for a brief call next week to discuss this further? Please let me know what time works best for you.
Thanks, [Your Name]”
Example 2: Following Up After an Interview
Subject: Following Up - [Job Title] Interview
“Hi [Name],
I enjoyed speaking with you on [Date] about the [Job Title] position.
I’m following up to reiterate my strong interest in this opportunity. I’m particularly excited about [mention something specific from the interview].
Please let me know if you require any further information from my end.
Best regards, [Your Name]”
Avoiding Common Mistakes: What to Avoid in Your Second Follow Up
Several common mistakes can sabotage your second follow-up. Avoid these:
- Being overly aggressive or demanding: Tone down the pressure.
- Sending generic, impersonal emails: Personalization is key.
- Including too much information: Keep it concise.
- Forgetting the call to action: Make it clear what you want.
- Sending multiple follow-ups in quick succession: Respect their time.
Using Technology to Your Advantage: Email Tracking and Automation
Utilize email tracking tools to see if your email has been opened. This information can help you tailor your follow-up strategy. Consider using email automation tools to schedule follow-up emails. This can save you time and ensure that your follow-ups are sent at the optimal time. However, always personalize automated emails to maintain a human touch.
Measuring Your Success: Tracking Your Response Rates
Monitor your response rates to gauge the effectiveness of your second follow-up emails. Track the number of responses you receive, the quality of those responses, and the overall outcome (e.g., scheduling a call, closing a deal). Analyze this data to identify what’s working and what needs improvement. This iterative process will help you refine your email strategy over time.
FAQs: Frequently Asked Questions
- What if I still don’t get a response after the second follow-up? Consider sending a final, concise follow-up a week or two later. If you still don’t hear back, it’s probably time to move on. Respect their lack of response.
- When is it okay to not send a second follow-up? If the initial email was very time-sensitive and you know the recipient is swamped, or if you’re already in active communication with the person through other channels.
- How does the tone of the email change based on the recipient? Adjust your tone to match the context of your relationship. Be more formal with a potential client and more casual with a colleague.
- Can I include attachments in my second follow-up? Yes, but only if they are relevant to the conversation and add value. Ensure the attachment is easily accessible and clearly referenced in the email.
- What if I accidentally sent the first email to the wrong person? Acknowledge the mistake, apologize, and briefly explain why you’re reaching out. Then, provide the relevant information.
Conclusion: Mastering the Art of the Second Follow Up
Writing a successful second follow-up email is a vital skill for anyone looking to build relationships, close deals, and achieve their goals. By understanding the importance of timing, personalization, and a clear call to action, you can significantly increase your chances of getting a response. Remember to keep your emails concise, professional, and respectful of the recipient’s time. By following the strategies outlined in this guide, you’ll be well on your way to mastering the art of the second follow-up and achieving your desired outcomes. Consistency and a strategic approach will ultimately lead to the best results.