Follow up email templates

Are you looking for the right follow up email template? Are the ones you’ve been using so far not getting the job done or maybe you haven’t even used any yet? If so, then you’ve landed in the right place – we’ll show you polite follow up emails that are sure to get results.

A well-crafted follow up email sequence can help seal the deal and convert leads into paying customers. So, let’s get into it.

The importance of sending follow up emails

There’s no doubt that an effective follow up email is important, yet there are still many people who don’t send them. Why is that?

Sometimes people are afraid of seeming “pushy” or think that their product or service will sell itself. The truth is, most people need a little nudge to remind them that you’re there and that you can solve their problem.

Follow up emails come in handy as a reminder. They show that you’re interested in staying in touch with the person you’re emailing, as well as that you value their time and opinion. Following up also shows that you’re organized and capable of keeping track of important details.

A well-crafted follow up email is sometimes all it takes to close a deal that you’ve been working on for weeks. So if you’re not already sending follow up emails, now is the time to start.

How to title a follow up email

When emailing someone after meeting them, a good rule of thumb is to include the name of the event or occasion where you met in the email subject line. For example, “It was great meeting you at [conference name]”. This helps jog the recipient’s memory and starts the conversation off on a friendly note.

In emails to potential customers, who might be interested in your product demo or service, make sure to include a relevant keyword in the email subject line. For example, “Are you still interested in [product/service]?”

Don’t write too much in the email subject line if you’re unsure what to say. The goal is to make it easy for the recipient to know what the email is about so that they can quickly decide whether to open it or not.

Follow up email subject line examples

• Following Up
• Re: [Meeting/Conference]
• Re: [Previous Email]
• Still interested in [Product/Service]?
• Hoping to hear back from you soon
• Checking in
• Quick question about [Topic]
• Thought you might want an update on [Specific Project]
• Just wanted to make sure I hadn’t lost your attention…
• Hello again!
• Just left a voicemail

How to write a follow up email

Here are a few good practices to keep in mind when writing a follow up email:

• Be clear about what you’re emailing about – the recipient should be able to quickly understand the purpose of your email. You can also include a brief summary of the previous interaction you had with that person.
• Keep your follow up email template really short – not everyone likes reading long emails, so make sure to get to the point quickly.
• Don’t be afraid of including attachments – add extra information if you believe the person you’re emailing would find it useful. Even if you’ve sent something before, it’s still worth including it again.
• Give it a double check – once you’re done writing your email, take a step back and read it out loud. Does it sound like something you would want to read? If not, chances are the recipient wouldn’t either. Make sure to remove any filler words or sentences that don’t add anything to the email. You should also proofread for grammar and spelling mistakes.
• Include a CTA – make sure there’s a clear call-to-action in your email so the recipient knows what you want them to do next. For example, if scheduling a meeting, specify a date and time that you’re available.
• End on a positive note – always end your email on a high so the recipient feels good after reading it.

That said, it’s important to strike the right balance with a polite follow up email. You don’t want to come across as pushy or overly attached, but you also don’t want to seem like you aren’t bothered to follow up at all. The key is to find a middle way between being respectful of the person’s time and showing that you care to stay in touch.

What to include in follow up email

Follow up email examples and templates

Now that you know the basics of writing a follow up email, let’s take a look at some specific examples and templates that you can use.

Quick question about your project

Check-in after meeting

Follow up after conference call

Follow up on [specific topic]

It was great meeting you!

Quick question about our next meeting

Re: [name of the conference]

Re: materials I sent last week

Thought you might want an update on [specific project].

Hello again!

Just wanted to make sure I haven’t lost your attention

Let’s catch up soon!

Long time no talk

Looking forward to seeing you soon!

Just Left a Voicemail

Phone call next week?

How to write a second follow up email

Sometimes, one follow up email is not enough. If you haven’t heard back from the person you’re trying to reach, it might be time to send a second follow up email.

When writing a second follow up email, there are a few things you should keep in mind:

• Mention that you recently sent a follow up email – this way, they know you’re not just emailing them out of the blue.
• Keep it short and to the point – if they haven’t replied to your first email then they’re probably busy, so don’t take up too much more of their time.
• Politely inquire whether there’s anything else you can do or if there is a better time to reach them – sometimes, all that is needed is a little push in the right direction.
• Refer to your initial interaction – remind them of where you met or what you talked about so they can refresh their memory.
• Highlight your interest in meeting/speaking with them – let them know that you’re still interested in connecting and why.
• End with a call to action – make it easy for them to reply by suggesting a specific day and time or asking if there’s anything else you can do.
• Tell them that you won’t bother them again – this might seem counterintuitive, but it works. By telling them that you won’t email them again, they may feel a sense of urgency to reply because they will know that you’re not going to keep bugging them.
• Thank them for their time – even if they don’t reply, show gratitude for taking the time to read your email anyway.

Below, you can find a few second follow up email templates.

Just wanted to follow up for the last time

Just wanted to check in

Quick follow up

Just following up

Don’t want to bother you again…

Of course, you should always tailor these follow up email templates to fit your own voice and style. But hopefully the above examples give you a good starting point for what to say in a second follow up email.

Best practices for follow up emails

While we already covered what to say in your second follow up email, there are a few other best practices to keep in mind.

Always have detailed information on why you are following up

When you follow up with someone, make sure you have all the information from your previous interaction at hand. This will help refresh their memory and they’ll be more likely to engage in conversation with you.

Additionally, having detailed information shows that you’re professional, organized, and taking your work seriously. These are all important factors in building trust but also great harbingers of your potential collaboration.

Make it low pressure

When you’re crafting a follow up email, make sure to keep the tone casual and low pressure. No one wants to feel like they’re being hounded, and if you come on too strong then you run the risk of pushing the recipient away.

A good rule of thumb is to avoid phrases like “I need” or “I must have”, since they can come across as demanding. Instead, focus on phrases like “I would appreciate” or “I’m interested in”.

This small change in language can make a big difference in how your email is received.

Personalize your follow up email template

A follow up email template can be a great starting point for what to say in a second follow up email. Make sure to personalize each email you send. A good way to do this is to mention something specific from your previous interactions, which could be anything from a shared interest to a piece of advice they gave you.

Such personalization will help the recipient feel valued and appreciated, making them more willing to engage with you. Even if you don’t have anything specific to mention, a simple “I hope you’re doing well” or “I’m just following up on our previous conversation” can go a long way.

Be timely with your follow ups

When you’re crafting a follow up email, make sure to reference how much time has passed since your last interaction. This helps set expectations for the recipient and shows that you value their time.

Wait at least a few days before sending your first follow up email. For subsequent emails, give busy people even more time to respond. A good rule of thumb is to wait at least a week before each follow up.

Of course, these timelines can vary depending on the situation. In case of an emergency or a time-sensitive matter, you can follow up more quickly.

Track your follow up emails

If you’re sending a lot of follow up emails, it can be helpful to keep track of them. By email tracking, you can easily reference previous conversations and know when would be a good time to send the next follow up message.

There are a few different ways to do this. You could create a spreadsheet with all the relevant information, use a customer relationship management (CRM) tool, or email tracking software. By tracking your follow up emails you can stay on top of your conversations and build better relationships with your contacts.

Tracking also helps you avoid following up too often as it can come across as pushy.

Share added value in your follow up emails

When you’re following up with someone, make sure to include added value. This could be anything from an article you think they would enjoy to a new product launch that’s relevant to your interaction or their interest.

By doing so, you not only show that you’re thinking of the recipient but also that you want to help them in some way. This reinforces your relationship and makes the email recipient more likely to engage with you in the future.

Add courteous closing phrases

When you’re finishing up your email, make sure to include some courteous closing phrases. This could be something as simple as “thank you for your time” or “I look forward to hearing from you”.

Such phrases show that you value the recipient’s time and are interested in continuing the conversation. They also leave a good impression, making the recipient more likely to respond positively to any future interactions.

Less is more

When it comes to follow up emails, less is usually more. Keep your messages short and to the point. This will make them easier to read and more likely to be responded to.

In case you have a lot of information to share, consider breaking it up into a few different emails. That way, you can focus on one thing at a time and avoid overwhelming the recipient. You should also leave some white space in your emails to make them more visually appealing and easier to read.

Summary

Mastering follow up emails can be time consuming, but very rewarding. You can develop strong relationships, acquire more clients, and achieve your business goals.

By following the simple tips above – personalizing your message, staying brief and to the point, being polite and respectful of your recipient’s time – you will make a good impression and increase your chances of improving your response rate.

When sending a follow up email, be sure to mention what you originally spoke or emailed about so the recipient can refresh their memory of it. Highlight your interest in meeting/speaking with them and let them know why you’re still interested in connecting. End with a call to action, making it easy for them to reply by suggesting a specific date and time for a meeting or conversation.

If your follow up email template ticks all of these boxes, you’ll be well on your way to achieving your goals. Best of luck.