How To Write A Good Follow Up Email: Mastering the Art of Persistence

Following up. It sounds simple, right? But crafting a good follow up email is an art form. It’s the difference between landing that crucial deal, securing that interview, or simply getting your message seen. It’s about persistence without being pushy, staying top-of-mind without being annoying. This article will dive deep into the nuances of writing follow-up emails that get results.

The Power of the Follow Up: Why It Matters

In a world saturated with emails, yours needs to stand out. A well-crafted follow-up email is your secret weapon. It shows you’re serious, attentive, and genuinely interested. It demonstrates initiative and a proactive approach – qualities highly valued in both professional and personal contexts. Think of it as a gentle nudge, a friendly reminder, a second chance to make an impression. Ignoring the follow-up opportunity is like leaving money on the table.

Timing is Everything: When to Send Your Follow Up

The timing of your follow-up is crucial. Send it too soon, and you risk appearing impatient. Send it too late, and you might be forgotten. The ideal timeframe depends on the context. Here’s a general guideline:

• After a job interview: Within 24-48 hours.
• After sending a proposal: 3-7 days, depending on the expected response timeframe.
• After a networking event: 1-3 days.
• After an initial email with no response: 3-7 days.

Always consider the recipient’s schedule and the nature of your request. If you know they’re busy, or it’s a holiday, adjust accordingly.

Crafting the Perfect Subject Line: Getting Opened

Your subject line is your first and often only chance to grab attention. It needs to be concise, compelling, and relevant. Avoid generic subject lines like “Following Up.” Instead, try these approaches:

• Reference the original email: “Following Up: [Original Email Subject]”
• Highlight a key benefit: “Quick Question About Your [Project/Need]”
• Create a sense of urgency: “Checking In: [Deadline]”
• Personalize it: “[Recipient Name], Following Up on [Topic]”

Keep it short and sweet – ideally under 60 characters to ensure it’s fully visible on mobile devices.

Personalization is Key: Tailoring Your Message

Generic, mass-produced emails are easily ignored. Personalization is your best friend. Take the time to tailor each follow-up to the specific recipient and context. Here’s how:

• Reference the original email: Remind them of what you discussed or requested.
• Acknowledge their time: Show you understand they’re busy.
• Demonstrate you’ve done your homework: Show you understand their needs and challenges.
• Use their name: Address them personally throughout the email.

The more personalized your follow-up, the more likely it is to be read and responded to.

The Body of Your Email: Content and Clarity

The body of your email should be clear, concise, and focused. Here’s a suggested structure:

• Start with a polite greeting: “Dear [Name],” or “Hi [Name],”
• Briefly restate your purpose: Remind them of your initial email and its purpose.
• Provide value (if applicable): Offer additional information, resources, or insights.
• Include a clear call to action: Tell them exactly what you want them to do.
• End with a professional closing: “Sincerely,” “Best regards,” etc.

Keep it brief and easy to read. Use short paragraphs, bullet points, and white space to improve readability.

Adding Value: Going Beyond a Simple Reminder

A follow-up email shouldn’t just be a reminder; it should offer something of value. Consider these strategies:

• Sharing relevant articles or resources: Demonstrate your expertise and provide helpful information.
• Offering a specific solution to their problem: Show how you can help them.
• Asking a thought-provoking question: Engage them in a conversation.
• Providing an update on your progress: If applicable, show them what you’ve been working on.

Think about what the recipient cares about and tailor your follow-up accordingly.

Avoiding Common Follow Up Mistakes

Even the best intentions can lead to mistakes. Avoid these common pitfalls:

• Being too pushy or demanding: Tone down the urgency and be respectful of their time.
• Sending multiple follow-ups in quick succession: Space out your emails appropriately.
• Using a generic template: Personalize each email to the recipient.
• Failing to proofread: Typos and grammatical errors damage your credibility.
• Not having a clear call to action: Make it easy for them to respond.

Always reread your email before sending it to ensure it’s professional and error-free.

Tracking Your Follow Up Emails: Measuring Success

How do you know if your follow-up efforts are paying off? Track your results! Use email tracking software to monitor:

• Open rates: How many people are opening your emails?
• Click-through rates: How many people are clicking on links in your email?
• Response rates: How many people are responding to your emails?

Analyze your data to identify what’s working and what’s not. This will help you refine your follow-up strategy over time.

The Power of Automation: Streamlining Your Process

While personalization is crucial, automation can save you time and effort. Use email marketing tools to:

• Schedule follow-up emails: Automate the timing of your follow-ups.
• Segment your audience: Tailor your messages to different groups.
• Track your results: Monitor your email performance.

Automation frees up your time to focus on other important tasks.

Best Practices and Tips for High-Performing Follow-Up Emails

Here are some quick tips to boost your follow-up email performance:

• Use a professional email signature: Include your name, title, company, website, and contact information.
• Keep it concise: Respect their time and get to the point quickly.
• Use a friendly and approachable tone: Build rapport with the recipient.
• Proofread carefully: Ensure your email is free of errors.
• Test different subject lines: See what resonates best with your audience.

FAQ: Addressing Common Concerns

What if I don’t hear back after my first follow-up?

Don’t despair! Send a second, slightly different follow-up a week or two later. In this follow-up, you can try a different approach or offer new value. If you still don’t hear back, it might be time to consider that they’re not interested or are too busy.

How many follow-ups are too many?

Generally, two or three follow-up emails are acceptable. After that, you risk becoming a nuisance. However, the number of follow-ups can depend on the context and your relationship with the recipient.

Should I include attachments in my follow-up email?

Only include attachments if they are absolutely necessary and provide relevant information. If possible, provide a link to the information instead, as attachments can sometimes trigger spam filters.

How do I handle a negative response?

If you receive a negative response, thank them for their time and respect their decision. Don’t argue or try to change their mind. This is a part of the process, and a polite response is always the best approach.

How can I improve my email deliverability?

Ensure your email address is legitimate, avoid spam trigger words, and warm up your email account by regularly sending emails. Keep your content valuable and relevant to improve your reputation with email providers.

Conclusion: Mastering the Follow Up for Lasting Results

Writing a good follow-up email is more than just sending a reminder. It’s about building relationships, demonstrating professionalism, and ultimately, achieving your goals. By understanding the importance of timing, personalization, and value, and by avoiding common pitfalls, you can master the art of the follow-up and significantly improve your chances of success. Remember to track your results, refine your approach, and consistently offer value. With consistent effort and a strategic approach, the follow-up will become a powerful tool in your communication arsenal.