How to write a follow-up email that sells – Rizer CRM (2023)

In today’s business world, the importance of writing a follow-up email cannot be understated. Whether you are trying to maintain a good relationship with a client or trying to land a new job, knowing how to write a follow-up email is a critical skill to have.

However, knowing when to write a follow-up email, what to say in it, and how to reply to a follow-up email can be tricky. This article will provide you with a guide on how to write a follow-up email, including when to follow up, what to say, and how to reply for the best results.

If you want to be successful in business, it is essential to write follow-up emails. A follow-up email shows that you are interested in maintaining a relationship with the recipient, that you are organized and detail-oriented, and that you are polite and professional.

A follow-up email can also help you land a new job, make a sale, or solidify a business relationship. If you are not sure when to write a follow-up email or what to say in it, this guide will help you get started.

Why should you write a follow-up email?

When you send a follow-up email, you are trying to get the recipient to take action on what they said in their original email. There are a few reasons why you should write a follow-up email:

1. You may have forgotten something in your original email.
2. You may have received a different response than you were expecting in your original email.
3. You may want to clarify something that was mentioned in your original email.
4. You may want to ask the recipient for a favor.

Depending on the reason for your follow-up email, you will need to tailor your message accordingly. For example, if you are following up because you forgot something in your original email, you might want to send a quick reminder. If you are following up because you received a different response than you were expecting, you might want to apologize for any confusion and ask the recipient if they could help with something else. To clarify something in your original email, you might want to send a more detailed explanation. If you want to ask the recipient for a favor, you might want to offer them some kind of incentive in return.

Whatever the reason for your follow-up email, writing it is an important step in getting the response that you desire. By writing a follow-up email that is tailored to the recipient and that addresses their specific concerns, you are almost guaranteed of success.

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When to follow up on an email

When you are ready tofollow up on an email, it is important to consider the timing. If you follow up too soon, you may seem pushy or desperate. If you wait too long, the recipient may forget about you or your email.

There is no one right answer when it comes to when to follow up, as different situations will call for different follow-up tactics. However, there are some general guidelines that can help you decide when to follow up:

If you sent an email and didn’t hear back from the person within a reasonable timeframe, follow up with a polite email asking if they received the message and if there is anything you can do to help them get around whatever obstacle is preventing them from responding.

If you didn’t reach out after a certain amount of time (e.g. 24 hours), consider sending a more urgent message (e.g. asking if they’re okay, if there’s been any progress on the project) and indicating that you’ll be less patient if the reply doesn’t come soon.

If you didn’t receive a response at all, consider contacting the person directly via phone or in person to find out what happened and see if there’s anything you or they can do to get the ball rolling again.

What to say in a follow-up email

When you send a follow-up email after a conversation with someone, there are a few things to keep in mind.

1. Keep it Short and Sweet
The goal of a follow-up email is to keep the conversation going. Don’t ramble on in length; instead, focus on reinforcing what was discussed in the original email and adding any new information or updates. Keep your message concise and to the point.

2. Be Professional
When you send a follow-up email, you’re representing your business. Make sure your language is polite and professional, and avoid using slang or offensive language.

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3. Thank the Person for Their Time
At the end of every conversation, it’s important to say thank you. Thank the person for their time and let them know how much you enjoyed talking with them. This will show that you respect their time and want to continue speaking with them.

4. Follow Up Again If Necessary
If there was something specific you wanted to discuss further or if there were any additional questions, make sure to follow up again. A good rule of thumb is to send a follow-up email within 24 hours of the original conversation.

How to reply for the best results

When writing a follow-up email, it is important to be clear and concise. The goal of a follow-up email is not only to keep the connection alive but also to reiterate the points you made in your original email. Here are four tips for writing the best follow-up emails:

1. Make your message relevant

When you write a follow-up email, make sure that it is relevant to the person you are emailing. If you send an email about a product that the person does not own, they may not understand why you are reaching out. Instead, try to focus on topics that the person may be interested in. For example, if you sent an email about a new product launch, make sure to mention some of the features of the product.

2. Be timely

It is important to be timely when writing a follow-up email. If you send an email and do not receive a response within a few hours, it may be because the person is busy or has already moved on from your message. Try sending another message within 24 hours if possible.

3. Be personal

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When writing a follow-up email, it is important to take into account the person you are emailing. Make sure to use personal pronouns (e.g., “I” instead of “you”), address the person by name, and use positive language when writing about them. This will help build trust and create a stronger connection with the person.

4. Follow up every few days

It is important to follow up with the person every few days. This will help keep the connection alive and ensure that you are not forgotten about. If you do not receive a response within a few days, it may be because the person is busy or has already moved on from your message. Try sending another message within 24 hours if possible.

Follow-up email template

Email follow-up is an important part of a customer relationship management (CRM) system. A well-executed email follow-up can reinforce the relationship with a customer and keep them updated on new products or services.

One way to improve email follow-up is to use templates. A template makes it easy to create a consistent email message, which can help reduce the amount of time you spend on each email.

In Rizer CRM it’s easy to set-up as many email templates you need, grouped by each stage of the sales process. Once you have selected a template, you will need to fill in the relevant details. This includes the subject line, body text, and any attachments, and then customize it further with variables like: customer name, addresses or any other info frominside the CRM.

Below you’ll find an easy to use template that you can start with:

Subject: Follow-Up Email

(Video) Marketing Cloud Career Development

Hi [Name],
Thanks so much for your time today. I really appreciate the opportunity to chat with you and I’m glad we could come to an agreement on what we need to do next.

I wanted to make sure to follow up with you about a few things. First, would you be interested in scheduling a call to go over the details of your proposal?

Second, if you’re ever in the area, would you be willing to stop by our office for a quick meeting?

Thank you for your time today and I look forward to hearing from you soon.
Best,
[Your Name]

What if they don’t reply?

When a customer does not respond to your follow-up email, there are a few things you can do.

First, make sure you sent the email at the correct time. If you sent it too early in the day or too late in the day, the customer may have been busy and not received it. If you sent it at the wrong time, try sending it later that same day or the next day.

Second, make sure you included your contact information in your email. If the customer doesn’t respond to your email, they may want to reach out to you directly. Include your company’s name, website address, and phone number in your follow-up email so they can do that.

Finally, keep trying to reach out to the customer. If you send three follow-up emails and still don’t get a response, it may be worth considering contacting the customer’s manager or supervisor to see if they can help get the customer on board with your product or service.

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FAQs

How do you write follow up emails that get responses? ›

Dear Ryan, I'm just following up on an email I previously sent to you. I understand that you are busy, but I would appreciate it if you could review the email and respond to me as soon as you can. If I don't hear from you by the end of the week, I'll call you at your office.

How do you politely write a follow up email? ›

Tip: Be brief. Be polite by asking if they've looked it over rather than accuse or point out that you haven't received it yet. Add value by giving them context for the urgency if needed or urgency about the next steps. Finish with a call to action so they know what you want them to do and why it's important.

What should I say in a follow up sales email? ›

Explain Why You're Emailing

Go on to explain the reason for your follow-up email in a manner that's both direct and concise. Tell the recipient what you want. If this hasn't changed since your previous email, remind them. [product name] could really help you [element of prospect's role] more effectively.

How do you professionally say follow up? ›

1. Be Direct
  1. “I'm following up on the below” or “Following up on this [request/question/assignment]”
  2. “I'm circling back on the below” or “Circling back on this [request/question/assignment]”
  3. “I'm checking in on the below” or “Checking in on this [request/question/assignment]”
1 Mar 2022

How do you follow-up after selling a product? ›

Here are five simple steps to effectively follow-up after a sale.
  1. Send a note to say thank you. Some companies send emails. ...
  2. Check in. It's a good strategy to call clients a week or two after the sale and find out how everything is going. ...
  3. Keep the lines of communication open. ...
  4. Think second sale. ...
  5. Ask for referrals.

How do you follow-up on a sale without being annoying? ›

8 Ways To Follow-up in Sales Without Annoying Your Prospects
  1. Decide Between Email And Phone Communication. ...
  2. Use Less Formal Channels To Build Rapport With Prospects. ...
  3. Provide New And Valuable Information. ...
  4. End Each Conversation With A Clearly Defined Next Step. ...
  5. Don't Follow-Up Too Often. ...
  6. Be Persistent …
28 Dec 2018

How do you write a follow up email without annoying? ›

How to Follow Up on an Email (Without Being Annoying)
  1. Be friendly, humble, and polite. It's easy to get frustrated when someone doesn't seem like they're being considerate of your time. ...
  2. Give it time. People are busy, now more than ever before. ...
  3. Keep it brief and to the point. ...
  4. Make it skimmable. ...
  5. Automate it.

What can I say instead of follow up? ›

synonyms for follow up
  • check out.
  • find out about.
  • investigate.
  • look into.
  • make sure.
  • pursue.

How do you politely ask for an update? ›

What Is the Best Way to Politely Request an Update From Your Client? (With Email Samples)
  1. "Can you please update me?"
  2. "Would it be possible to receive an update?"
  3. "Would you kindly give me an update?"
  4. "Can you please give me a quick update?"
  5. "Just checking in"
  6. "I wanted to see how things were going"
3 Nov 2022

How can I politely tell someone that I'm waiting for their response? ›

7 alternatives to “I look forward to hearing from you”
  • 1 Use a call-to-action. ...
  • 2 I'm eager to receive your feedback. ...
  • 3 I appreciate your quick response. ...
  • 4 Always happy to hear from you. ...
  • 5 Keep me informed . . . ...
  • 6 I await your immediate response. ...
  • 7 Write soon!
3 Sept 2021

What is follow up with example? ›

To follow up means to gather further information or to reinforce or evaluate a previous action. Those who work in the medical field often use this phrase with patients: The doctor will call you to follow up after the surgery to see how you are recovering.

What should a follow up message say? ›

Be polite but direct: Thank them for their time in the interview. Explain that you're following up on your interview - remember to be specific about the job, mentioning the job title and interview date. Restate your interest in the position and say you're keen to hear about next steps.

What is the follow up in the selling process? ›

What is a follow-up in sales? A sales follow-up is what you do after your initial pitch to encourage the prospective customer to take action. Sales follow-ups can be conducted in a number of ways — the most common methods are telephone and email.

Why is following up with clients important explain your answer? ›

When you follow up with customers and ask them about their experiences or you reach out to them for positive and negative reviews, you are telling the customer you care about them. This genuine interest in them will bring them back because it's rare to find a company that shows this level of interest.

How do you follow up with clients without looking desperate? ›

While each situation needs to be handled differently, here are seven ways to follow up without being seen as annoying:
  1. Being persistent doesn't mean daily. ...
  2. Select a communication medium. ...
  3. Try multiple channels. ...
  4. Don't act like you're owed anything. ...
  5. Your objective is an answer. ...
  6. Have a plan. ...
  7. Say thank you.

How do you politely follow up with a client? ›

I'm contacting you to request the document (details). I need the document to progress with the project. I would appreciate it if you could share it with me as soon as possible. If there is likely to be a delay or any issue in sharing the document with me, please do let me know so I can make alternative arrangements.

How do you not sound desperate when selling? ›

Ask the client or customer legitimate questions to get to know them and qualify whether or not they're even a good target for what you're selling. Turn the sales pitch into a real conversation and it will help you get to know the customer, uncover their hidden fears, and build a rapport.

What do you say in a follow up email after no response? ›

I'm just writing to follow up on our conversation about doing business with your company. I emailed on [date] and have yet to hear a response. I understand that you may get a lot of messages but I just wanted to make sure that mine was received and check if you have had a chance to read it.

How do you follow up after no response text? ›

When you're following up on a text message for which there was no response, reinstate the subject of the previous message, so the receiver immediately knows what the text was about. End the text message with a question that remained unanswered after the previous text. Example: Hi [client].

How do you respond to no response? ›

If you get the “no response” response: Accept that you can't control what other people do. You don't know their motivations or reasoning. So, don't automatically assume a “no response” equals no unless you really know the person and his/her modus operandi. Do follow up once, but probably no more than that.

How do you ask for humbly updates? ›

Requesting status updates
  1. 1 Ask.
  2. 2 Open with context.
  3. 3 Send a friendly reminder.
  4. 4 Offer something of value.
  5. 5 Reference a blog post they (or their company) published.
  6. 6 Drop a name.
  7. 7 Recommend an event you're attending in their area.
20 Oct 2022

How do you say update me professionally? ›

Using The Right Phrases To Show How You Feel
  1. Keep me updated: You're asking for updates on their situation. ...
  2. Keep me in the loop: It may sound like an unusual phrase, but it's actually quite common. ...
  3. Let me know how it goes: You literally want them to tell you what happens and how everything goes.
6 Feb 2019

How do I professionally send an update email? ›

1. Always let people know why you're writing
  1. The purpose of this email is to update you on the status of….
  2. This is to inform you about the delivery of…
  3. Following is the status of order…
  4. Please find attached a summary of …
  5. This is to inform you that the delivery of ______ has been scheduled.
14 Sept 2016

How do you say I will wait for your response professionally? ›

Formal Ways of Saying “I Look Forward to Hearing From You”

I'm eagerly awaiting your response. I hope to hear from you soon. Your prompt response would be appreciated. Keep me informed of any updates.

How do you say fast response professionally? ›

Less formal

Thank you so much for the speedy reply. Thank you so much for your speedy reply. Thank you for the/your quick reply. Thank you for the/your quick response.

How do you say wait professionally? ›

10 expressions to Use In Speaking And Writing:
  1. Hang on a moment / a mo.
  2. Give us a second.
  3. Half a moment / a mo.
  4. I'll be right with you.
  5. Sorry, I'm a bit tied up right now.
  6. Wait and see.
  7. You'll just have to be patient.
  8. Give me a chance.

How do you write a follow up email after no response? ›

I'm just writing to follow up on our conversation about doing business with your company. I emailed on [date] and have yet to hear a response. I understand that you may get a lot of messages but I just wanted to make sure that mine was received and check if you have had a chance to read it.

How do you write a follow up email without sounding desperate? ›

How to Follow Up on an Email (Without Being Annoying)
  1. Be friendly, humble, and polite. It's easy to get frustrated when someone doesn't seem like they're being considerate of your time. ...
  2. Give it time. People are busy, now more than ever before. ...
  3. Keep it brief and to the point. ...
  4. Make it skimmable. ...
  5. Automate it.

How do you email someone who hasn't responded? ›

How to Follow Up with Someone Who's Not Getting Back to You
  1. Have a compelling subject line. Forty-seven percent of emails are opened or discarded based on their subject line alone. ...
  2. Be mindful of your tone. ...
  3. Keep it short and use simple language. ...
  4. Make a clear ask. ...
  5. Give them an out. ...
  6. Be judiciously persistent.
13 Jan 2021

How do you ask for feedback after no response? ›

Hi <NAME>, I wanted to follow up to see if there have been any updates regarding the <JOB TITLE> position that I had interviewed for on <DATE>. I'm still very interested based on what I heard in the interview and I'm excited to hear about next steps, so any information you can share on your end would be great.

How do you politely ask for a quick response? ›

If something is urgent, use the following expressions: “As this matter is urgent, I would appreciate a reply as soon as possible.” “I would be grateful for your prompt reply.” “I look forward to hearing from you as soon as possible.”

What do you say when someone doesn't answer your question? ›

You could ask them if they have seen your question and if they have, let them know you have been wondering why they haven't answered. They might've missed it, something might be going on for them or they've felt uncomfortable answering that question. Either way, getting an answer will help you take it from there.

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