How To Write A Followup Email: Mastering the Art of the Gentle Nudge

Let’s be honest, sometimes getting a response to your email feels like pulling teeth. You send a carefully crafted message, hit “send,” and then…crickets. That’s where the followup email comes in – the gentle nudge that can be the difference between a closed deal and a missed opportunity. But writing a good followup isn’t as simple as just sending a repeat of your first email. It requires strategy, tact, and a dash of personality. This guide will walk you through everything you need to know to craft compelling followup emails that get results.

The Importance of Following Up: Why Persistence Pays Off

Before we dive into the “how,” let’s talk about the “why.” Following up is crucial for several reasons:

  • People are Busy: Inboxes are overflowing. Your initial email might have gotten lost in the shuffle. A followup ensures it gets another look.
  • Reminders are Necessary: Sometimes, people genuinely forget. A followup is a friendly reminder without being pushy.
  • Shows Initiative: It demonstrates your commitment and interest, which can be a significant advantage in business and networking.
  • Increases Response Rates: Statistically, sending a followup email drastically increases your chances of getting a reply.

Crafting the Perfect Followup: Key Elements for Success

Now, let’s get down to the nitty-gritty. Here’s how to write a followup email that actually works:

Subject Line Savvy: Grabbing Attention in a Crowded Inbox

Your subject line is your first – and often only – chance to grab attention. Make it:

  • Specific: Instead of a generic “Following Up,” try “Following Up on [Original Email Subject].”
  • Intriguing: Use words that pique curiosity, like “Quick Question Regarding…” or “Checking In About…”
  • Concise: Keep it short and sweet. Aim for under 60 characters to avoid truncation on mobile devices.

Personalization is Paramount: Tailoring Your Message

Generic emails scream “mass blast” and get ignored. Personalize your followup by:

  • Referencing the Original Email: Remind the recipient of the context. “Following up on our conversation about…”
  • Using Their Name: Always address the recipient by name.
  • Demonstrating Understanding: Show you understand their needs or situation.

Keeping it Concise: Respecting Their Time

Nobody wants to read a novel in their inbox. Keep your followup email:

  • Brief and to the Point: Get straight to the core of your message.
  • Easy to Scan: Use bullet points, short paragraphs, and clear formatting.
  • Focus on a Single Goal: Don’t overwhelm the recipient with multiple requests.

Adding Value: Offering Something of Benefit

Why should they respond to you? Provide value:

  • Offer Additional Information: Share a relevant article, case study, or resource.
  • Provide a Solution: Remind them how you can help solve their problem.
  • Highlight Benefits: Reiterate the advantages of your offer.

Call to Action Clarity: Guiding the Response

Make it crystal clear what you want them to do:

  • Use a Clear and Direct Call to Action (CTA): “Please let me know if you have any questions.” or “Would you be available for a quick call next week?”
  • Make it Easy to Respond: Include your contact information and a link to schedule a meeting if appropriate.

Timing is Everything: When to Send Your Followup Email

The timing of your followup is critical. Here’s a general guideline:

  • First Followup: Wait 2-3 business days after your initial email.
  • Second Followup: If no response, wait 3-5 business days.
  • Subsequent Followups: Space them out further, perhaps weekly or bi-weekly, depending on the situation.

Important: Don’t bombard them! If you haven’t received a response after a few followups, it might be time to accept that they’re not interested or that they’re just not the right prospect.

Examples of Effective Followup Email Templates

Here are some templates you can adapt to your own needs:

The Gentle Reminder

Subject: Following Up on Our Conversation

Hi [Name],

I hope this email finds you well.

I’m just following up on my email from [Date] regarding [Topic]. I wanted to see if you had a chance to review it.

Please let me know if you have any questions.

Best regards,

[Your Name]

The Value-Added Followup

Subject: Quick Question Regarding [Original Email Subject]

Hi [Name],

I hope you’re having a great week.

I wanted to follow up on my previous email about [Topic]. I also came across this helpful article that I thought you might find interesting: [Link].

Are you available for a quick chat sometime next week to discuss this further?

Best,

[Your Name]

The Final Check-In

Subject: Checking In - [Original Email Subject]

Hi [Name],

I’m just checking in one last time regarding [Topic].

If you’re no longer interested, please let me know so I can take you off my follow-up list. If you are still interested, please let me know your preferred time to connect.

Thanks,

[Your Name]

Avoiding Common Followup Email Mistakes

Steer clear of these pitfalls:

  • Being Pushy or Demanding: Avoid phrases like “You must…” or “I need a response immediately.”
  • Not Personalizing: Generic emails are easily ignored.
  • Sending Too Many Followups: Don’t become a nuisance.
  • Forgetting the Context: Always refer back to your original email.
  • Spelling and Grammar Errors: Proofread carefully!

Leveraging Automation: Streamlining Your Followup Process

Email marketing platforms and CRM systems can automate much of the follow-up process:

  • Set Up Automated Sequences: Create a series of pre-written emails that are sent automatically based on triggers (e.g., no response to your initial email).
  • Track Open and Click Rates: Monitor which emails are performing best.
  • Personalize Automated Emails: Use merge tags to insert the recipient’s name and other relevant information.

Advanced Strategies: Taking Your Followups to the Next Level

Want to truly excel? Consider these advanced tactics:

  • Use a Different Medium: If email isn’t working, try a phone call or a LinkedIn message.
  • Segment Your Audience: Tailor your followups based on the recipient’s role, industry, or past interactions with you.
  • Test Different Subject Lines and Content: A/B test your emails to optimize for better results.

Frequently Asked Questions About Followup Emails

How many followups are too many?

There’s no hard and fast rule, but generally, 3-4 followups over a few weeks is a good guideline. After that, consider moving on or trying a different approach.

What if I don’t get a response at all?

It happens! Accept that they may not be interested, or perhaps they’re simply overwhelmed. You can send a final “breakup” email to politely close the loop.

Should I include attachments in my followup emails?

Yes, but only if they’re relevant and valuable. Make sure the attachment is small and easy to access.

How do I know if my followups are working?

Track your open rates, click-through rates, and, most importantly, your response rates. Analyze what’s working and adjust your strategy accordingly.

When is the best time to send a follow-up email?

Consider the recipient’s time zone and work schedule. Mid-week (Tuesday, Wednesday, or Thursday) during business hours often yields the best results.

Conclusion: Mastering the Followup for Email Success

Writing a compelling followup email is a skill that can significantly impact your success in business, sales, and networking. By focusing on personalization, conciseness, value, and a clear call to action, you can increase your chances of getting a response and achieving your goals. Remember to be persistent but respectful, and always aim to provide value to the recipient. By following these tips and adapting them to your specific needs, you can master the art of the gentle nudge and transform your email communication into a powerful tool for success.