How To Write A Follow Up Email: A Complete Guide to Getting a Response
Let’s be honest: sending an email and then hearing…crickets…is a frustrating experience. Whether you’re following up on a job application, a sales pitch, or a simple introduction, getting a response is key. This guide provides you with the tools and strategies to write compelling follow-up emails that actually get opened, read, and replied to. We’ll delve into the specifics, providing actionable advice and examples to help you master the art of the follow-up.
Understanding the Power of the Follow Up
Before we dive into the “how,” let’s briefly discuss the “why.” Follow-up emails are essential for communication success. They demonstrate persistence, show genuine interest, and keep you top-of-mind. Ignoring the follow-up opportunity is like throwing away a valuable chance to connect, build relationships, and achieve your goals. It’s about respectfully reminding the recipient about your previous communication and moving the conversation forward.
Crafting the Perfect Follow Up Email Subject Line
The subject line is the first and often the most critical element of your follow-up email. It determines whether your email is even opened. Forget generic phrases like “Following Up.” Instead, aim for clarity and intrigue.
Here are some effective subject line strategies:
- Reference the original email: “Following up on [Original Email Subject]” or “Regarding [Original Email Subject]”
- Add urgency (but use sparingly): “Quick Question: [Original Email Subject]”
- Highlight a key benefit: “Reminder: [Benefit related to your proposal]”
- Ask a direct question: “Did you have a chance to review my proposal?”
- Keep it concise and relevant.
Examples:
- Original Email: “Proposal for Website Redesign”
- Follow-up Subject: “Following Up: Website Redesign Proposal”
- Original Email: “Networking Introduction”
- Follow-up Subject: “Quick Question: Following Up on Our Introduction”
The Body of Your Follow Up: Structure and Content
The body of your email is where you seal the deal. Here’s a strategic structure to guide you:
Briefly Recap Your Original Email
Start by reminding the recipient of the purpose of your initial communication. This helps jog their memory and provides context. Keep it concise - a sentence or two is usually sufficient.
Reiterate Your Value Proposition
Why should they care? Briefly restate the value you offer, the benefit they’ll receive, or the problem you can solve. This is a crucial reminder of why they should consider your message.
Clearly State Your Call to Action
What do you want them to do? Be explicit. Do you want them to schedule a call, review a document, or simply reply to your email? Make your desired action crystal clear.
Keep It Concise and Easy to Read
Break up your text into short paragraphs. Use bullet points or numbered lists to highlight key information. Avoid jargon and complex language. The easier your email is to read, the more likely it is to be read.
Time is of the Essence: When to Send Your Follow Up
Timing is everything. Sending your follow-up too soon can come across as pushy, while sending it too late might mean missing the opportunity.
- For Sales or Proposals: Wait 3-5 business days.
- After a Job Interview: Follow up within a week.
- For General Inquiries: 2-3 business days is a good starting point.
- Consider the recipient’s schedule: If you know they are busy, adjust your timing accordingly.
Personalization: Making Your Follow Up Stand Out
Generic follow-up emails are easily ignored. Personalization is key to capturing attention.
Here’s how to personalize your follow-up:
- Reference something specific: Mention a detail from your original email, their website, or their social media profile.
- Tailor your message to their role and interests.
- Use their name (correctly spelled, of course!).
- Show genuine interest in their needs.
Avoiding Common Follow Up Email Mistakes
Let’s look at the pitfalls to avoid:
- Being overly aggressive or demanding: Avoid phrases like “I need an answer immediately.”
- Sending multiple follow-ups in quick succession: Respect the recipient’s time.
- Using a generic, impersonal tone: Show that you’ve put effort into your message.
- Forgetting to proofread: Typos and grammatical errors can undermine your credibility.
- Giving up too easily: Sometimes it takes multiple attempts to get a response.
Follow Up Email Templates: Your Cheat Sheet
Here are a few basic templates to get you started:
Template 1: Following Up After a Meeting/Call
Subject: Following up on our conversation
Hi [Name],
It was a pleasure speaking with you on [Date] about [Topic].
Just wanted to follow up on [Specific topic discussed]. As we discussed, [Reiterate benefit or value].
To move forward, I’d be happy to [Call to Action]. Please let me know if [Question to encourage a response].
Thanks again, [Your Name]
Template 2: Following Up on a Proposal
Subject: Following Up: [Proposal Subject]
Hi [Name],
I hope this email finds you well.
I wanted to follow up on the proposal I sent on [Date] regarding [Proposal topic]. I believe that [Briefly reiterate the key benefit].
Are you available for a brief call next week to discuss this further? Please let me know what time works best for you.
Best regards, [Your Name]
Template 3: Following Up on a Job Application
Subject: Following Up: [Job Title] Application
Dear [Hiring Manager Name],
I hope this email finds you well.
I am writing to follow up on my application for the [Job Title] position, which I submitted on [Date].
I am very enthusiastic about the opportunity and believe that my skills and experience in [Relevant Skills] align well with the requirements.
Would you be able to provide an update on the status of my application?
Thank you for your time and consideration.
Sincerely, [Your Name]
Tracking Your Follow Up Emails: Measuring Success
Tracking is essential for optimizing your follow-up strategy. Most email providers offer read receipts or tracking features. If not, consider using an email tracking tool.
- Track open rates: See how many people are actually reading your emails.
- Track click-through rates: Measure engagement with any links or calls to action.
- Analyze your results: Identify what’s working and what’s not. Adjust your approach accordingly. Experiment with different subject lines, content, and timing.
The Art of Persistence: When and How to Send Multiple Follow Ups
Sometimes, one follow-up isn’t enough. Don’t be afraid to send a second or even a third follow-up, but be mindful of the recipient’s time.
- Spacing: Space your follow-ups a week or two apart.
- Vary your approach: Change the subject line, content, and call to action.
- Provide new information: If applicable, offer an update or a new piece of relevant content.
- Consider a final, concise email: If you haven’t heard back after a reasonable number of attempts, send a final email stating you will be closing out the conversation.
FAQs: Answering Your Burning Follow Up Email Questions
Here are some common questions, answered:
How do I follow up if I haven’t heard back after a networking event?
After a networking event, it’s a great idea to follow up within a few days. Reference the event, mention a specific conversation you had, and reiterate your interest in connecting. Make it clear you want to continue the conversation.
What if the person I’m following up with is extremely busy?
Acknowledge their busy schedule! Start with a sentence like, “I know you’re likely very busy, but…” Keep your email concise and make your call to action as easy as possible.
Should I include attachments in my follow-up?
Only include attachments if they are directly relevant and requested. Ensure the attachment is clearly labeled and easy to open.
How do I handle a negative response to my original email?
If you receive a negative response, respond respectfully. Thank them for their time and feedback. You might even offer to provide further information or resources if they are interested.
Is it ever okay to call after sending a follow-up email?
Yes, but proceed with caution. If you have a good relationship with the person or the matter is urgent, a brief phone call can be effective. However, always mention in your email that you’ll follow up with a phone call, so they are not caught off guard.
Conclusion: Mastering the Follow Up for Maximum Impact
Mastering the art of the follow-up email is a critical skill for anyone who wants to succeed in business, sales, networking, or even just everyday communication. By understanding the power of the follow-up, crafting compelling content, personalizing your messages, and tracking your results, you can significantly increase your chances of getting a response and achieving your goals. Remember, persistence, professionalism, and a focus on the recipient’s needs are the cornerstones of effective follow-up communication. Follow the advice in this guide, and you’ll be well on your way to mastering the art of the follow-up and getting the responses you deserve.