Did you know that the main struggle nowadays is coming up with the perfect follow-up email? Well, many people think this is an impossible task, as they don’t know where to start. What is even more interesting is that we can divide this situation into two groups. Those people who write a follow-up email without any consideration, and those people who spend a lot of time brainstorming about it and end up unable to leverage the advantages of a follow-up email. Hence, we took the time to share in this article our top tips and guidelines on how to follow up by email. By the end of this article, you will be able to create the most compelling follow-up email!
How to follow up via email like a professional
So, before you start writing your content, you should take into account the following fact. There are five stages of writing a follow-up email:
- Establishing a goal
- Choosing a suitable email opener
- Clearly sharing your goal
- Choosing a relevant and catchy subject line
- Sending the follow-up email.
Now that you know the main steps of crafting a follow-up email, we will discuss each stage so that you gain a deeper understanding of how to make the best of it.
#1 Establishing a goal for a follow-up email
The first thing you need to do (before you write your email’s body) is to brainstorm your goal. This will allow you to finish your follow up email with a compelling and efficient call-to-action that will encourage your recipient to respond or engage with you. Amongst the main objective of a follow-up email, we can include:
- Sharing requested information – in some cases, your recipient might’ve contacted you during a meeting or via a telephone. And he or she might’ve asked for further information. As a result, you will need to craft a follow-up email clearly and concisely. At the same time, if you need some details or data from your recipient, you can also create a clear message in which you underline your needs and expectations from your part.
- Meeting a request – if you are planning to send a follow-up email so that you present your business’ product or to request a customer testimonial, you should focus on clearly underlining your expectations. As such, you should speak about the value your recipient might provide for your company.
- Catch up – when it comes to how to follow up on an email, many people look to catch up. This means you want to encourage your recipient to reinitiate contact after a period in which you haven’t seen him or her interact with your business. At the same time, you can write a follow-up email to catch up with your correspondents and share the latest news about your company.
- Thank you – this is one of the most swaying follow-up email objectives. Mainly, you will express your gratitude for an action performed by your recipient. As an example, you can thank your recipient for a review, referral, testimonial, or even for his or her help concerning a specific situation.
#2 Choosing a suitable email opener
An email opener is an important component of any follow-up email. This is meant to make your email stand out amongst the bundle of messages your recipient might receive. Some of the most powerful email openers you can use include:
- As you recall, we met last week at …;
- I was deeply moved after your speech at …;
- Our friend, …, encouraged me to reach out;
- I’m reaching out in regards to your previous order so that you can … (ex: share your opinion about the product);
- I am looking forward to your opinion…
#3 Clearly sharing your goal
After you carefully followed the first two stages of a follow-up email, you will have to focus on the content. When it comes to how to follow up by email, you will have to mention your expectations or goals as clear as possible. In this way, your recipient won’t dismiss the message, and your chances to initiate communication will be higher. Some of the most common approaches to a follow-up message are:
- I want to invite you to join me/us at …, as I do believe you will find it inspiring/ helpful/an excellent means to understand what our business values are;
- As we discussed during our meeting, I send you here the name of the person I think has the skills to help you with your situation;
- It would be fantastic to hear more about it… since I’m working on something similar for my business.
#4 Choosing a relevant and catchy subject line
The truth is that in the digital world we live if you don’t send a follow-up email with a memorable subject line, the chances are your message will be ignored entirely. Experts say you should include a truthful description of the content of your email. As an example, you can opt for a catchy phrase such as: `3 ideas that could help your business grow` or `3 reasons why you should try this…`. Overall, the goal is to be concise, truthful, and use something that will catch the attention of your recipient almost instantly.
#5 Sending the follow-up email
The timeframe in which you send a follow-up email is extremely important. Based on the situation you are in, you will have to send your message:
- Within 24 hours, so that you express your gratitude after a meeting, sale, interview or any other similar event;
- Within 48 hours, so that you check the status of your previous inquiry or after submitting essential documents;
- Within 1 to 2 weeks, so that you check up the status of a meeting request, if you didn’t receive any confirmation for your previous email;
- Every 3 months, so that you reinitiate communication with a previous buyer, prospective employer, or simply to gain additional knowledge of new business developments.
Follow Up Email Samples and Examples
Hey Ron, Since the last time I reached out, you’ve closed a $2M round of funding. Congratulations! This is probably one of the busiest periods of your company’s life — have you thought about how you’ll scale your onboarding process? If that’s on your agenda, let’s set up a quick call. I have a few ideas that may help. Best, Nir
Dear Dhananjay Yadav, Thank you for enrolling in 'Free Scrum Webinar and Virtual Instructor-led Training for Scrum Fundamentals Certified (SFC™) Certification.' Enrollment Details Enrollment Id: xxxxxxx Name: Dhananjay Yadav Email Id: firstname.lastname@example.org Name of Company/Organization: NA Regards Abhishek https://www.interviewsortout.com/
So, if you were looking for information about how to follow up via email, these are our top five steps that we highly encourage you to follow. Besides, you can always take into account the following tips:
- Be clear
- Don’t use template emails
- Use empathy
- Use a personal touch
- Include the original email in your follow up
- Use humor
- Concentrate your attention on the entire customer journey, not just on the follow-up email.