What Should I Write In A Follow Up Email: Mastering The Art of Persistence
Following up. It’s a crucial skill in the professional world, whether you’re chasing a job offer, seeking a response to a proposal, or simply trying to build relationships. But what should you actually write in a follow-up email? Sending a generic “just checking in” message isn’t going to cut it. This guide will break down the nuances of crafting effective follow-up emails that get results.
The Importance of Strategic Follow-Up Emails
Before diving into the specifics, let’s acknowledge the power of a well-crafted follow-up. It demonstrates your commitment, initiative, and attention to detail. It keeps you top-of-mind and shows that you’re serious about the matter at hand. A strategic follow-up isn’t just about sending another email; it’s about providing value and moving the conversation forward.
Crafting the Perfect Subject Line: Getting Your Email Opened
The subject line is your first, and often only, chance to grab someone’s attention. It needs to be concise, clear, and compelling. Avoid generic subject lines like “Following Up.” Instead, try these tactics:
- Reference the original email: “Following Up: [Original Email Subject Line]” or “Re: [Original Email Subject Line]”
- Highlight action items: “Action Required: [Project Name]” or “Quick Question Regarding Your Proposal”
- Show urgency (use sparingly): “Deadline Approaching: [Project Name]”
The goal is to make it immediately obvious what the email is about and why the recipient should open it.
Personalization: Making Your Follow-Up Relevant
Generic emails get ignored. Personalization, on the other hand, shows that you’ve taken the time to understand the recipient and their needs. This could include:
- Referring to something specific from your previous communication: “As we discussed last week…” or “Following up on your question about…”
- Mentioning a shared connection or interest: “I hope you enjoyed the conference last week…”
- Tailoring the content to the recipient’s role or responsibilities.
The more personalized your email, the more likely it is to resonate.
The Body of Your Follow-Up Email: Structure and Content
The body of your email is where you provide the substance. Here’s a recommended structure:
Refreshing the Context: Briefly Remind the Recipient
Start by briefly reminding the recipient of the original context. This helps them quickly recall the conversation and avoid having to dig through their inbox. For example: “Just wanted to follow up on the proposal I sent last week regarding the new marketing campaign.”
The Core Message: What Are You Actually Asking?
This is the most important part. Be clear about what you’re asking for. Are you requesting a decision, providing an update, or simply seeking feedback? Avoid ambiguity. State your request explicitly. For instance: “Could you please let me know if you’ve had a chance to review the proposal?” or “I’d appreciate any feedback you might have on the attached document.”
Providing Value: Offering Something Useful
Don’t just ask; offer something. This could be:
- Providing additional information: “I’ve attached a more detailed breakdown of the costs.”
- Offering to schedule a call: “Would you be available for a brief call next week to discuss this further?”
- Reiterating your commitment: “I’m happy to answer any questions you may have.”
Closing the Loop: The Call to Action and Gratitude
End with a clear call to action. Tell the recipient what you want them to do next. For example: “Please let me know your decision by Friday.” and express your gratitude. “Thank you for your time and consideration.” or “I appreciate your prompt response.”
Timing is Everything: When to Send Your Follow-Up
Timing is crucial for effective follow-ups. Consider these factors:
- The Initial Response Time: Give the recipient a reasonable amount of time to respond to your original email. This will vary depending on the situation and the recipient.
- Industry Standards: Research how quickly people in their industry typically respond to emails.
- The Importance of the Request: The more important the request, the sooner you can follow up.
- Avoid Overdoing It: Don’t send a follow-up every day. This can be perceived as pushy. Space out your follow-ups appropriately.
A good rule of thumb is to follow up after a week or two, depending on the situation.
Dealing With No Response: Escalation and Alternatives
Sometimes, you won’t get a response, even after a follow-up. In this case, you have a few options:
- Send a Second Follow-Up: This time, be more direct. Perhaps include a deadline.
- Try a Different Communication Channel: If you have their phone number, consider calling.
- Involve a Mutual Contact: If appropriate, ask a colleague or mutual acquaintance to reach out.
- Accept the Silence: Sometimes, a lack of response is a response. It may mean they’re not interested or don’t have the capacity.
Avoiding Common Follow-Up Mistakes
Certain mistakes can damage your credibility and effectiveness:
- Being Pushy or Demanding: Avoid phrases like “Why haven’t you responded?” or “I need an answer now.”
- Repeating the Same Information: Reiterate the key points but don’t just copy and paste the original email.
- Sending Too Many Follow-Ups: Over-communication can be irritating.
- Poor Grammar and Spelling: Proofread carefully before sending.
- Forgetting the Original Context: Always refer back to the original conversation.
Tailoring Your Approach: Follow-Up Email Examples for Different Situations
The best approach to follow-up emails depends on the situation. Here are a few examples:
Following Up After a Job Interview
“Dear [Hiring Manager Name],
I hope this email finds you well.
I’m writing to follow up on my interview for the [Job Title] position on [Date]. Thank you again for taking the time to speak with me. I thoroughly enjoyed learning more about the role and the team.
As we discussed, I am very enthusiastic about the opportunity to [mention a specific skill or contribution]. I am confident that my skills and experience align well with the requirements of the position.
Please let me know if you require any further information from my end. I look forward to hearing from you soon.
Sincerely, [Your Name]”
Following Up After Sending a Proposal
“Dear [Client Name],
I hope this email finds you well.
I’m writing to follow up on the proposal I sent on [Date] regarding [Project Name]. I’ve attached it again for your convenience.
I’m confident that our services can help you achieve [Client’s Goal]. I’m also available for a call next week to discuss any questions you may have.
Please let me know your thoughts at your earliest convenience.
Best regards, [Your Name]”
Following Up After a Meeting
“Dear [Colleague Name],
I hope this email finds you well.
Following up on our meeting on [Date], I just wanted to quickly summarize the key takeaways and action items.
- [Action Item 1] - [Assigned to: Person] - [Deadline]
- [Action Item 2] - [Assigned to: Person] - [Deadline]
I’ve also attached the presentation we reviewed during the meeting. Please let me know if you have any questions.
Best, [Your Name]”
Following Up on a Cold Email
“Dear [Contact Name],
I hope this email finds you well.
I’m following up on my previous email, where I introduced myself and our [Company] services. I understand you are busy, and I appreciate you taking the time to consider my initial message.
To recap, [briefly summarize your offer or value proposition].
Would you be open to a quick 15-minute call next week to explore how [Company] can help you with [their problem]?
Best regards, [Your Name]”
Advanced Techniques: Elevating Your Follow-Up Strategy
To truly master the art of the follow-up, consider these advanced techniques:
- Segmentation: Tailor your follow-up based on the recipient’s role, industry, or relationship with you.
- A/B Testing: Experiment with different subject lines and email content to see what resonates best.
- Automation (with caution): Use email marketing tools to schedule follow-ups, but always personalize them. Avoid overly automated, impersonal emails.
- Track Your Results: Monitor your open rates, click-through rates, and response rates to understand what’s working.
FAQs: Addressing Common Concerns
Here are some frequently asked questions about follow-up emails:
What if I don’t have the recipient’s direct email address?
You’ll need to get creative. Try searching on LinkedIn, checking the company website, or contacting someone else in their organization. If all else fails, you may need to try a phone call or a letter.
How long should I wait to send a follow-up email?
It depends on the situation. Generally, give the recipient a week or two. For urgent matters, you can follow up sooner. However, avoid being too pushy.
Should I include attachments in my follow-up email?
Only if relevant. If you’re following up on a proposal, include the proposal again. If you’re providing additional information, attach the relevant documents.
How do I handle a negative response?
Thank them for their time and consideration. Don’t argue or try to change their mind. Acknowledge their response respectfully.
What’s the best way to end a follow-up email?
End with a clear call to action and a thank you. For example: “Please let me know your thoughts by Friday. Thank you for your time.”
Conclusion: Mastering the Follow-Up for Professional Success
Crafting effective follow-up emails is a critical skill for anyone seeking to advance their career, build relationships, and achieve their goals. By understanding the importance of personalization, clarity, and timing, you can significantly increase your chances of receiving a response. Remember to be respectful, provide value, and always strive to move the conversation forward. By following the strategies outlined in this guide, you’ll be well on your way to mastering the art of the follow-up and achieving greater success in all your professional endeavors.