What To Write In A Follow Up Email: Mastering the Art of the Second Touch
Following up after sending an initial email is a crucial skill in the modern professional landscape. Whether you’re reaching out to a potential client, a hiring manager, or a networking contact, the follow-up email can be the difference between success and silence. This guide provides a comprehensive look at crafting compelling follow-up emails that get results.
The Importance of the Follow Up: Why It Matters
In a world saturated with digital communication, your initial email can easily get lost in the shuffle. Following up is not just about being persistent; it’s about demonstrating genuine interest, reinforcing your message, and providing an opportunity for the recipient to engage with you. Think of it as a gentle nudge, reminding them of your offer or request. It’s a chance to stand out from the crowd and showcase your professionalism. Ignoring the follow-up is a missed opportunity.
Timing is Everything: When to Send Your Follow-Up
The timing of your follow-up is critical. Sending it too soon can be perceived as overly aggressive, while waiting too long can make your message seem less relevant. A general rule of thumb is to wait three to five business days after your initial email, assuming you haven’t received a response. Adjust this based on the context. For example, if you’re following up after a job interview, a shorter timeframe (e.g., two business days) might be appropriate. If you’re following up on a proposal, you can wait slightly longer.
Crafting a Compelling Subject Line: Getting Your Email Opened
The subject line of your follow-up email is your first chance to capture attention. It should be clear, concise, and relevant to the original email. Avoid generic phrases like “Following Up” or “Checking In.” Instead, try these strategies:
- Reference the original email: Use a variation of the original subject line, perhaps adding “Follow Up” or “Regarding [Topic of Original Email]”.
- Highlight a benefit: If your initial email offered a specific benefit, remind the recipient of it in the subject line.
- Ask a question: A question can pique their curiosity and encourage them to open the email.
Examples: “Following Up: Project Proposal for [Project Name],” “Regarding Your Question About [Product/Service],” or “Quick Question: [Benefit]?”
Personalization is Key: Tailoring Your Follow-Up Message
Generic follow-up emails are easily ignored. Personalization is paramount. Refer back to your initial email and the recipient’s specific needs or interests. Mention something specific that you discussed or the content of the initial email. This demonstrates that you remember them and are not simply sending a mass email.
Structure and Content: What to Include in Your Follow-Up
A well-structured follow-up email is easy to read and digest. Here’s a recommended format:
- Start with a polite greeting: Use the recipient’s name.
- Reiterate your purpose: Briefly remind them of your initial email and the reason for your outreach.
- Provide value (if applicable): Offer additional information, resources, or insights that might be helpful. This shows you’re thinking about their needs.
- Reiterate your call to action: Clearly state what you want them to do (e.g., schedule a call, review a document).
- End with a professional closing: Use a polite sign-off like “Sincerely” or “Best regards.”
Addressing Common Concerns: Handling Objections and Avoiding Spam
If you suspect the recipient might have concerns or objections, address them proactively in your follow-up. For example, if you proposed a high-cost solution, acknowledge the investment and highlight the long-term benefits. Make sure your email doesn’t end up in the spam folder. Avoid using excessive exclamation points, spammy keywords, or attachments (unless necessary).
Offering Alternatives: Providing Options for Engagement
Sometimes, the recipient might not be ready or able to respond to your initial request. Providing alternative options can increase the likelihood of a positive response. For example, instead of asking for a meeting, offer a brief phone call or a quick review of a document.
The Art of the Gentle Reminder: Avoiding Being Pushy
The goal of a follow-up is to gently remind, not to harass. Keep your tone professional and respectful. Avoid phrases like “I’m just following up again” or “I haven’t heard back from you.” Instead, try phrases like “I wanted to circle back on…” or “I thought I’d reach out again in case you missed my previous email.”
Using Templates Wisely: Customization is Crucial
Email templates can save time, but they should always be customized. Use templates as a starting point, but personalize them with the recipient’s name, specific details, and a tailored message. Avoid sending generic, cookie-cutter emails.
Tracking Your Results: Measuring and Improving Your Follow-Up Strategy
Track your follow-up email performance to understand what’s working and what’s not. Monitor metrics like open rates, click-through rates, and reply rates. Use this data to refine your approach and improve your future follow-up emails. Consider using email tracking software to gain insights into when your emails are opened and links are clicked.
Frequently Asked Questions (FAQs)
What if I still haven’t received a response after multiple follow-ups?
If you’ve sent two or three follow-up emails without a response, it might be time to accept that they are not interested. You can send a final, brief email acknowledging their lack of response and thanking them for their time. Don’t be discouraged; sometimes it’s just not the right fit.
How do I handle a negative response in a follow-up email?
If you receive a negative response, thank them for their time and honesty. Do not argue or try to convince them otherwise. Respect their decision and maintain a professional and courteous tone.
Is it okay to attach files to my follow-up email?
Attaching files is acceptable if they’re relevant to your initial email and provide value to the recipient. However, be mindful of file sizes and ensure the recipient is expecting the attachment. Consider using a cloud storage link for large files.
When should I follow up after a job interview?
Follow up with the hiring manager within 24-48 hours after the interview. Thank them for their time and reiterate your interest in the position. You can also reiterate key points from your interview.
How can I ensure my follow-up email doesn’t sound too sales-y?
Focus on building a relationship and providing value. Offer helpful resources, insights, or information. Frame your follow-up as a continuation of a conversation, not a sales pitch.
Conclusion: Mastering the Follow-Up for Consistent Results
Crafting a compelling follow-up email is an essential skill for anyone looking to build relationships, close deals, or advance their career. By understanding the importance of timing, personalization, and providing value, you can significantly increase your chances of a positive response. Remember to be professional, respectful, and persistent, and you’ll be well on your way to mastering the art of the follow-up. Your follow-up email is a valuable tool, so use it wisely and watch your results improve.