How Do You Write a Follow Up Email: A Comprehensive Guide to Boosting Your Response Rate

Following up is crucial. It’s the difference between a missed opportunity and a closed deal, a forgotten connection and a valuable relationship. But simply sending an email with “Following up!” in the subject line isn’t enough. To be effective, you need to know how to write a follow up email that gets results. This guide will walk you through the entire process, from crafting the perfect subject line to understanding the optimal timing and content for different scenarios.

Understanding the Importance of Follow Up Emails

Before diving into the how, let’s address the why. In a world overflowing with digital communication, your initial email can easily get lost in the shuffle. A follow up email is your opportunity to:

• Reiterate your value proposition: Remind the recipient why they should pay attention.
• Demonstrate persistence (in a positive way): Show you’re genuinely interested and committed.
• Provide a gentle nudge: Encourage the recipient to take action.
• Gather crucial information: Close the loop and solidify the connection.

Ignoring follow-up emails means leaving opportunities on the table. A well-crafted follow-up is a powerful tool in any professional’s arsenal.

Crafting Irresistible Subject Lines for Your Follow Up

The subject line is your first impression. It determines whether your email gets opened or sent directly to the trash. Keep it concise, engaging, and relevant to the original email. Here are some examples:

• “Following up on [Original Email Subject]” (Simple and direct)
• “Checking In: [Topic of Original Email]” (Professional and to the point)
• “Quick Question Regarding [Original Email Topic]” (Encourages a quick response)
• “Did you receive my email about [Topic]?” (Gentle reminder)
• “Re: [Original Email Subject] – A Quick Update” (Useful if the recipient is already engaged)

Avoid using overly aggressive or spammy subject lines. The goal is to pique their interest, not scare them away.

The Anatomy of a Great Follow Up Email: Content That Converts

Now, let’s delve into the body of your email. The content should be clear, concise, and tailored to the recipient and the context of your original email. Here’s a breakdown of the key elements:

1. Start with a Friendly Greeting

A simple “Hello [Name],” or “Hi [Name],” is perfectly acceptable. Avoid overly formal greetings unless you’re communicating with someone in a very formal industry.

2. Briefly Reference the Original Email

Remind the recipient of the context. For example, “I hope this email finds you well. I’m following up on my previous email from [Date] regarding [Topic].”

3. Reiterate Your Value Proposition (or Offer)

Why did you reach out in the first place? Clearly state what you’re offering, highlighting the benefits for the recipient. Focus on what they gain, not just what you’re selling.

4. Make a Clear Call to Action (CTA)

Tell the recipient exactly what you want them to do. Do you want them to schedule a call? Review a document? Reply to your email? Make it crystal clear. Use action-oriented language, such as “Please let me know if you’re available for a brief call next week,” or “Could you please review the attached document by [Date]?”

5. Keep it Concise and Easy to Read

No one wants to read a wall of text. Use short paragraphs, bullet points, and white space to make your email visually appealing and easy to digest.

6. Express Gratitude

Thank the recipient for their time and consideration. A simple “Thank you for your time” or “I appreciate your attention to this matter” goes a long way.

7. Include a Professional Signature

Include your name, title, company (if applicable), and contact information. Make it easy for the recipient to reach you.

Timing is Everything: When to Send Your Follow Up

The timing of your follow-up email is crucial. Here’s a general guideline:

• First Follow Up: Send your first follow-up email 3-7 days after your initial email.
• Second Follow Up: If you haven’t received a response, send a second follow-up 7-10 days after the first.
• Subsequent Follow Ups: If you still haven’t heard back, consider sending a final follow-up 10-14 days after the second. At this point, you might want to adjust your strategy. You might need to change your approach, or perhaps, the recipient is simply not interested.

The specific timing may vary depending on the context. Consider the industry, the recipient’s role, and the urgency of your request. If you’re following up on an urgent matter, you might need to send a follow-up email sooner.

Tailoring Your Follow Up Email to Different Scenarios

Not all follow-up emails are created equal. The content and approach should be adapted to the specific situation:

Following Up After a Sales Pitch

• Recap the key benefits of your product/service.
• Address any objections or questions they may have raised.
• Reiterate your call to action, focusing on closing the deal.
• Offer a sense of urgency. (e.g., “This special offer expires on [Date]”)

Following Up After a Job Application

• Express your continued interest in the position.
• Reiterate your qualifications and why you’re a good fit.
• Inquire about the status of your application.
• Thank the hiring manager for their time and consideration.

Following Up with a Client

• Provide an update on the project or deliverables.
• Address any concerns or questions they may have.
• Reinforce your commitment to their success.
• Ask for feedback.

Following Up with a Contact After a Networking Event

• Reference a specific conversation you had.
• Reiterate your value and how you can help them.
• Suggest a next step, such as a call or meeting.
• Express your desire to stay connected.

Avoiding Common Follow Up Email Mistakes

Several missteps can sabotage your follow-up efforts:

• Being overly aggressive or pushy: Avoid phrases like “Just checking in” or “Following up again.”
• Not personalizing your email: Generic emails are easily ignored.
• Sending too many follow-ups: Respect the recipient’s time.
• Failing to proofread: Typos and grammatical errors damage your credibility.
• Ignoring a previous response: Always acknowledge and respond to any replies you receive.
• Writing emails that are too long: People are busy. Get to the point.

Leveraging Email Automation Tools

Email automation tools can streamline the follow-up process, especially for sales or marketing purposes. These tools allow you to:

• Schedule follow-up emails in advance.
• Personalize emails based on recipient behavior.
• Track email opens and clicks.
• Automate follow-ups based on specific triggers.

However, remember to personalize your automated emails to avoid sounding robotic.

FAQs About Writing Follow Up Emails

Here are some frequently asked questions to further clarify the art of the follow up:

What if I don’t get a response after multiple follow-ups? Consider it a polite “no.” Don’t harass the recipient. Move on, but maintain a record of your outreach efforts.

Should I include attachments in my follow up? Only if necessary and relevant to the original email. Keep attachments small and clearly labeled.

How do I handle a negative response? Thank the recipient for their time and consideration. Respect their decision and leave the door open for future opportunities.

How can I track my follow-up email performance? Use email tracking software to monitor open rates, click-through rates, and responses. This data can help you refine your strategy.

Is it okay to call instead of sending a follow-up email? It depends on the situation and your relationship with the recipient. A phone call can be more effective for urgent matters or when you have an established relationship.

Conclusion: Mastering the Art of the Follow Up

Writing effective follow-up emails is a skill that can be learned and honed. By understanding the importance of follow-ups, crafting compelling subject lines, structuring your content strategically, and timing your emails appropriately, you can significantly increase your response rates and achieve your goals. Remember to personalize your messages, respect the recipient’s time, and always strive to provide value. Follow these best practices, and you will be well on your way to mastering the art of the follow-up email and maximizing your success.