They say squeaky wheels get grease.
But squeaky wheels can also be annoying and cause a person to throw away an entire shopping cart.
Translation: How you phrase your follow-up emails matters.
So in this post, I’ll show you how to write follow-up emails for almost any scenario, then provide copy-and-paste templates and examples.
content
How to write a follow-up email
There are different types of follow-up emails, so some of these tips apply and others don’t.don’t forget the general email copy Best practices apply here – especially keep it short.
please be clear
If you’re following up after an interview, introduction, or meeting, personalize it by including something specific to the person you’re mentioning — ideally, you can tell them something that’s particularly meaningful to them. This can help jog their memory, while also showing that you are listening intently.
sincere
Yes, follow-up emails are very predictable and formulaic. But that doesn’t mean you can’t communicate honestly. Don’t use generic, empty messages. Actually reflect on the specific item you’re mentioning to jog their memory.If allowed, keep one conversation tone if you can. It’s easier to read and write, and people won’t feel the need to use a formal tone in their responses.
Include original message
If you’re following up on a previous email, don’t let recipients search the original email, and don’t rewrite the email. Reply all of your emails and remove yourself from the recipient list so that person can get all the context they need.
Also, if the original email has attachments, reattach them.
have a clear requirement
All that said, don’t make them re-read the original email. Distill it into clear questions like “Just follow up on my request in the email below. Do you think you can provide data for the April 25th to May 31st date range?”
Even if the original email has multiple requests or data points, requesting something simple or smaller may increase your chances of a response.
Query follow-up email template
Send such emails to people who get in touch with your business, such as through your web page. If they left a phone number, call them first to leave a voicemail, then follow up with an email like this.
Subject Line: In response to your inquiry
Hello [Name],
Thanks for contacting us. I just left you a voicemail. [Briefly answer their question].
I’d be happy to share more details and answer any other questions you have – when is the best time to contact you? Or, if that’s easier, feel free to stick to email communications.
Looking forward to connecting!
[Name]
Contact information
example
Here is an example of a query follow-up email using the above template:
Content download follow-up email template
Of course, the contact form on your website is just one of many ways generate leads for your business. Content downloads are another big issue.Ideally, you would have a series of follow-ups lead magnet Set up to help them move through your channels, such as:
These emails can be a drip series, where you send each email at a set time at a pre-specified time, or a nurture series, where the timing of each offer and email depends on the prospect’s previous actions.
Here’s a generic template you can emulate:
Subject Line: Thank you for downloading our guide!
Hello [Name],
Thanks for downloading [guide name] and congratulations on taking the right steps [achieve their desired outcome]!
as [outcome from tips in first guide], [introduce new pain point or need]. So I attach our [additional resource name] You may also find it helpful – feel free to reply with any questions.
keep up the great work,
[Name]
example
Using this template, here is an example of a content download follow-up email:
Discovery Phone Follow Up Email Template
between you and Potential customers.
Subject line: [Your company] X [Client] follow up
Hello [Name],
It’s a pleasure to talk to you about your [topic needs/goals] today.
I’ve attached the slides from our conference call in case you or anyone on your team wants to see what we discussed.
I’m sure you’re still in research mode, so I thought I’d provide some resources to help you decide if we’re right for you:
- resource
- resource
- resource
Any questions, please don’t hesitate to contact us! You can also click here to schedule another call – I’d love to chat with you.
talk to you later!
Name
example
Here is an example of a discovery call follow-up email using the template above:
Discovery call follow-up email with action item
This email is for the same situation as above, but with some more specific items.
Subject line: [Your company] X [Client] follow up
Hello [Name],
Had a great time chatting with you today! I just wanted to follow up our meeting with a few things.
- answer you about [topic], [answer question].
- As we discussed, I will [action item]
- I have attached the questionnaire for you to fill out and email it to me. Let me know if you have any questions!
PS you can look at this [resource] See how other companies use it [product/solution] arrive [achieve goal].
talk to you later!
[Name]
Quote or suggestion to follow up
If you do not receive a response to your offer, please send this follow-up email or business proposal. Depending on your business model and the number of follow-up emails, you may offer demos and/or share case studies or resources.
Subject line: [Your company] X [Client] follow up
Hello [Name],
I didn’t hear back from you after sending the quote, so just thought I’d check in.
- I’ve re-attached it in case the original gets lost in cyberspace.
- You may find this case study for a similar client helpful.
- If you have any hesitations, I will be happy to discuss with you via email or phone.
looking forward to hearing from you!
[Name]
example
The template might look like this:
This is a different approach. You can quickly review the quotes you sent and/or end with questions.
Hello [contact name],
I want to follow up and check the quotes I send [day]which covers the functionality we can provide [contact’s company name] help you improve [pain point].
As a reminder, this will include
Can I answer any other questions?
the best,
Name
sign
Invoice Follow-Up Email Template
No one wanted to send this email, but it happened. Especially for B2B businesses that involve the finance department. This is an easy way to follow up on unpaid invoices.
Subject line: Friendly reminder! Unpaid Invoice #XXXX
Hello [Name],
I hope this note finds you. I’m sending emails to follow up on my emailed invoices (#5824) [date]. I haven’t received the payment yet, so I just want to make sure you do.
Warm reminder, payment due date [date]. I have re-attached the invoice in case you need it.
Thank you and have a great week!
[Name]
example
Here’s an example of an invoice follow-up email using the template above:
Request Follow-Up Email Template
Use this email to follow up on a request you send to someone, either High domain authority ask for one backlinks or to colleagues who request information.
Subject Line: Reply: [Original subject line]
Hello [name]
I just wanted to rephrase my request below in case it gets buried in your inbox. Have you considered adding our link to your post?
Thank you in advance!
Name
example
Here is an example of a request follow-up email based on the template above:
Web Follow Up Email Template
Building relationships within your niche is one of the most important things to do for your business. Use this email if you want to cement the connection you’ve made with someone.we also have many web email template here.
Subject Line: Nice to meet you, [name]!
Hello [Name],
glad to be there last night [event name]. I like our conversation [topic]especially [something specific].
you mentioned [something specific] remind me [this/these resource(s)]so I thought I’d share them in case they’re of any use.
keep in touch,
[Name]
example
Here’s an example of a web follow-up email using the template above:
Network follow-up emails to continue the conversation
Let’s say you meet someone you want to build a relationship with or meet for coffee. Use this email template.
Subject line: hello from [your name] (Event name)
Hello [Name],
nice to talk to you [event name]. Fun to learn [something that stuck out to you]. As for finding a time for a coffee, I’d love to talk to you!
Are you free this week or next week?Good times for me are [let the good times roll here], but I’d be happy to work on your schedule. Let me know what works for you.
the best,
[Name]
Interview Follow Up Email Template
This is the most sensitive of the follow-up emails. It is important to maintain a very formal tone here. Not a robot, but an official one. Use something like this:
Subject Line: Thank you for your time
Hello [Name],
Thank you for taking the time to meet me today to get to know me and tell me more about [company name] and [role].
I really admire/love to hear [something specific mentioned]. It is clear [something nice].
use my foreground [relevant experience] arrive [contribute to a clear initiative/mission] An exciting topic for me, and I look forward to speaking with you again soon.
Please let me know if I can provide any additional information in the meantime.
Thanks again,
[Name]
example
Here’s an example of an interview follow-up email using the template above:
Follow-up emails after no reply
Open-ended questions are best avoided here. If the person doesn’t answer, they either don’t have the time or enough interest.
Subject Line: Reply: [Original subject line]
Hello [Name],
I haven’t heard back from you so I just want to ask – are you still interested? I know things will get busy and timelines will change, but I don’t want to bother either. Let me know where you are and I’ll adjust my communication accordingly.
Thanks!
the best,
[Name]
Here’s one that makes it very easy for recipients to reply:
Subject Line: Reply: [Original subject line]
Hello [Name],
They say squeaky wheels get grease…but squeaky wheels can also be really annoying – I don’t want that! So on my last attempt to connect, you can indicate your response by only replying with one of the following numbers:
0 – I’m really busy, but still interested.
1 – Not interested
Thanks!
[Name]
example
Based on the first template, here is an example of a follow-up email after no response:
Follow up email words and phrases
I’ll end with some words and phrases that you can use in follow-up emails.Some terms will be more applicable to B2B emailso if you are B2C businesstake what is applicable, and keep the rest.
- i thought i would
- I think
- I am sending an email to
- I’m looking back
- loop
- give you a call
- Send friendly reminders
- resurfaced
- Put this email at the top of your inbox
- check in
- touch base
- put on your radar
- loop
- remind
- revisit
- add it to the top of your inbox
- gently remind
