What To Write In Follow Up Email: Crafting Emails That Get Responses
Following up. It’s the bane of many professionals’ existence, but also the key to unlocking opportunities. Whether you’re chasing a potential client, applying for a job, or simply trying to get a response from a colleague, knowing what to write in a follow-up email is crucial for success. This comprehensive guide will equip you with the knowledge and strategies to craft follow-up emails that get noticed, remembered, and, most importantly, responded to.
The Power of the Follow-Up Email: Why It Matters
Before diving into the “how,” let’s address the “why.” The modern inbox is a crowded place. Emails get lost, forgotten, or simply overlooked. A well-crafted follow-up email serves as a gentle reminder, demonstrating your persistence and interest. It shows that you value the recipient’s time and are committed to your goals. Ignoring the follow-up is like leaving money on the table. It’s a missed opportunity to solidify your position and move your objectives forward.
Timing is Everything: When to Send Your Follow-Up
The timing of your follow-up email can significantly impact its effectiveness. It’s a balancing act between being proactive and being perceived as pushy.
The Optimal Follow-Up Timeline
Generally, the optimal time to send a follow-up email is 3-5 business days after your initial communication. This gives the recipient ample time to process your initial message, but not so long that it fades from their memory. If you haven’t heard back after that timeframe, it’s perfectly acceptable to send a polite follow-up.
Adjusting for Specific Scenarios
- Job Applications: Follow up 5-7 business days after the application deadline or interview.
- Sales Prospects: Follow up 3-5 business days after your initial outreach, and then consider another follow up in a week or two if you haven’t heard back.
- Networking: Follow up 2-3 business days after a meeting or networking event.
Crafting the Perfect Follow-Up Email Subject Line
The subject line is your first and sometimes only chance to grab the recipient’s attention. It needs to be clear, concise, and compelling.
Re-Engage with a Simple Reference
A simple subject line like “Following Up - [Original Email Subject]” or “Checking In - [Project Name]” works wonders. This provides immediate context and reminds the recipient of your previous communication.
Add a Call to Action
Consider subject lines like “Quick Question Regarding [Topic]” or “Following Up on Our Discussion about [Topic].” These subtly prompt a response.
Avoid Aggressive Language
Steer clear of subject lines that sound demanding or accusatory. Phrases like “URGENT: Please Respond” are often counterproductive.
Content is King: What to Include in Your Follow-Up Email
The body of your follow-up email is where you really make your case. It’s your opportunity to reiterate your value proposition, address any potential roadblocks, and gently nudge the recipient towards a response.
The Opening: A Gentle Reminder
Start by reminding the recipient of your previous email. A simple phrase like, “I hope this email finds you well. I’m following up on my previous email from [Date] regarding [Topic].” does the trick.
Briefly Recap Your Key Points
Don’t make the recipient hunt for information. Quickly summarize the key points of your initial message. This ensures they understand the context without having to re-read your previous email.
Offer Value and Demonstrate Understanding
Highlight what you can offer the recipient. How can you help them? What problem are you solving? Demonstrate that you understand their needs and are genuinely interested in assisting them.
Include a Clear Call to Action
Tell the recipient exactly what you want them to do. Do you want them to schedule a call? Review a document? Provide feedback? Make it easy for them to respond by clearly stating your desired action.
Keep It Concise and Readable
Avoid overwhelming the recipient with lengthy paragraphs. Use short sentences, bullet points, and white space to make your email easy to scan and digest.
Tailoring Your Follow-Up Email to Different Situations
Not all follow-up emails are created equal. The content and tone should be adjusted based on the specific context.
Following Up After a Job Interview
Thank the interviewer again for their time. Reiterate your interest in the position and highlight any key skills or experiences that align with the job requirements. Reiterate your excitement about the opportunity.
Following Up with a Potential Client
Restate the value you provide and the benefits they can expect. Offer to answer any questions they may have. Provide case studies or testimonials to build trust.
Following Up with a Colleague
Reference your previous communication and the agreed-upon tasks. Offer to help if they’re facing any challenges. Set a clear deadline for a response.
Avoiding Common Follow-Up Email Mistakes
Even the best-intentioned follow-up emails can fall flat. Avoid these common pitfalls.
Being Too Aggressive or Demanding
Avoid phrases like “I need a response immediately” or “Why haven’t you replied?” Be polite and respectful of the recipient’s time.
Sending Too Many Follow-Ups
Don’t bombard the recipient with emails. If you haven’t received a response after a few follow-ups, consider it a sign that they’re not interested or are too busy to engage.
Forgetting the Context
Always remind the recipient of your previous communication. This helps them understand the purpose of your follow-up and prevents them from having to search through their inbox.
Not Proofreading
Typos and grammatical errors make you look unprofessional. Always proofread your email before sending it.
Advanced Strategies: Taking Your Follow-Up Emails to the Next Level
Once you’ve mastered the basics, consider these advanced strategies.
Personalization is Key
Take the time to personalize your email. Refer to something specific from your previous communication or from their website or social media profiles.
Offer Additional Value
Provide a helpful resource, a relevant article, or a special offer. This can incentivize the recipient to respond and demonstrate your commitment to their success.
Use Email Tracking Tools
These tools allow you to see when the recipient opens your email and clicks on any links. This information can help you tailor your follow-up strategy.
FAQs About Follow-Up Emails
What if I don’t receive a response after multiple follow-ups?
If you haven’t received a response after 2-3 follow-ups, it’s generally a good idea to accept that the person isn’t interested or is too busy. You can send a final, polite email thanking them for their time and saying you’ll no longer follow up, or you can simply move on.
Should I attach files to my follow-up email?
If necessary, attach relevant files like a proposal, presentation, or resume. However, avoid attaching large files. If the file is large, provide a link to it in your email. Always make sure the files are named appropriately.
How do I handle a delayed response?
If the recipient apologizes for the delay, accept their apology gracefully. A simple “No worries, thanks for getting back to me” is sufficient.
Can I automate follow-up emails?
Yes, you can use email marketing platforms or CRM systems to automate follow-up emails. This can save you time and ensure that your follow-ups are sent at the appropriate times.
What if I’m unsure if the person received my original email?
If you’re unsure if the person received your email (perhaps due to a technical issue), you can mention this in a polite way. For example, “I’m not sure if my previous email went through, but I wanted to follow up on…”
Conclusion: Mastering the Art of the Follow-Up
Crafting effective follow-up emails is an essential skill for anyone looking to build relationships, close deals, or advance their career. By understanding the power of the follow-up, mastering the timing, crafting compelling subject lines, and tailoring your content to the specific situation, you can significantly increase your chances of getting a response. Remember to be persistent, polite, and always provide value. By following these strategies, you’ll transform your follow-up emails from a chore into a powerful tool for success.