I still remember the frustrating days of waiting to hear back about a job opportunity, only to be left wondering if my application had gotten lost in the void. It was then that I learned the importance of how to write a good follow-up email – a simple yet powerful tool that can make all the difference in getting a response. For years, I’ve seen people struggle with this, believing that follow-up emails are either too pushy or ineffective. But the truth is, a well-crafted follow-up email can be a game-changer, helping you stand out and get the attention you deserve.
In this article, I’ll share my step-by-step guide on how to write a good follow-up email that actually gets results. You’ll learn how to craft a clear and concise message, avoid common mistakes, and increase your chances of getting a response. Whether you’re waiting to hear back about a job, a business opportunity, or simply trying to reconnect with someone, this guide will give you the practical advice you need to take action and get the outcome you want. By the end of this article, you’ll be equipped with the skills and confidence to write a follow-up email that sparks meaningful conversations and helps you achieve your goals.
Table of Contents
- Guide Overview: What You'll Need
- Step-by-Step Instructions
- How to Write a Good Follow Up Email
- Best Time to Send a Follow Up Email for Maximum Impact
- Effective Email Follow Up Techniques That Work
- Nailing the Follow-Up: 5 Essential Tips to Get You Noticed
- Key Takeaways for Crafting Effective Follow-Up Emails
- The Power of Persistence
- Sealing the Deal with a Perfect Follow-Up
- Frequently Asked Questions
Guide Overview: What You'll Need
Total Time: 30 minutes to 1 hour
Estimated Cost: free – $10
Difficulty Level: Easy
Tools Required
- Computer (with internet connection)
- Email Client (e.g., Gmail, Outlook)
Supplies & Materials
- Pre-written Email Templates (optional)
- Grammar and Spell Checker (e.g., Grammarly)
Step-by-Step Instructions
- 1. First, define the purpose of your follow-up email: What is the main goal you want to achieve with this email? Are you looking to schedule a meeting, request feedback, or simply keep the conversation going? Having a clear objective in mind will help you stay focused and ensure your email is effective.
- 2. Next, review the previous conversation: Go back to the original email or meeting notes and refresh your memory on what was discussed. This will help you pick up where you left off and show that you’re genuinely interested in the other person’s time and thoughts.
- 3. Then, craft a strong subject line: Your subject line should be clear, concise, and relevant to the conversation. Avoid using generic phrases like “Follow-up on our previous discussion” and instead opt for something like “Next steps on the project we discussed last week”.
- 4. Now, write a compelling opening sentence: Your opening sentence should be attention-grabbing and relevant to the purpose of your email. Try to personalize it by referencing a specific point from your previous conversation or showing that you’ve done your research on the recipient.
- 5. After that, provide value in the body of your email: Whether it’s sharing an article, offering a solution to a problem, or simply providing an update on your progress, make sure you’re giving the recipient a reason to respond. Keep it concise and to the point, avoiding lengthy paragraphs or unnecessary details.
- 6. Next, include a clear call-to-action: What do you want the recipient to do next? Make it easy for them by including a specific request, such as scheduling a call or meeting, and provide a few options for dates and times to make it convenient for them.
- 7. Then, proofread and edit your email carefully: A well-written email with proper grammar, spelling, and punctuation will make a much better impression than a sloppy one. Take your time to review your email and make sure it’s free of errors before hitting send.
- 8. Finally, follow up again if necessary: If you don’t receive a response within a week or two, it’s okay to send another follow-up email. Just make sure to space out your emails and avoid coming across as spammy or aggressive. A simple “Checking in on the status of…” or “Wanted to follow up on my previous email…” can be an effective way to reinitiate the conversation.
How to Write a Good Follow Up Email
When it comes to crafting a successful follow-up email, timing is everything. You want to send your email at the best time to send a follow-up email, when the recipient is most likely to respond. This can vary depending on the context, but a good rule of thumb is to wait a few days after the initial email. This allows the recipient to process the information and respond when they’re ready.
In terms of content, it’s essential to keep your follow-up email brief and to the point. You can use follow-up email templates for sales teams as a starting point, but be sure to customize the email to fit your specific needs. Remember to include a clear call-to-action, such as requesting a meeting or discussion. Effective email follow-up techniques also involve being polite and respectful, so make sure to thank the recipient for their time and consideration.
By following these tips and using email follow-up etiquette rules as a guide, you can increase the chances of getting a response. For example, if you’re waiting to hear back about a job interview, you can send a follow-up email to inquire about the status of your application. This shows that you’re interested in the position and helps keep you top of mind for the hiring manager.
Best Time to Send a Follow Up Email for Maximum Impact
When it comes to sending a follow-up email, timing is everything. You want to give the recipient enough time to consider your initial message, but not so much time that they forget about you. I recommend waiting 3-5 business days after the initial email before sending a follow-up. This allows the recipient to prioritize their tasks and respond to your email when they have a moment.
Sending your follow-up email at the right time of day is also crucial. I suggest aiming for late morning or early afternoon, when the recipient is likely to be checking their email. Avoid sending follow-ups on Mondays or Fridays, as these tend to be busy days for most people. By sending your follow-up at the right time, you can increase the chances of getting a response and moving your conversation forward.
Effective Email Follow Up Techniques That Work
To take your follow-up emails to the next level, consider a few key techniques. First, personalize your message by referencing a previous conversation or interaction. This shows you’ve taken the time to understand the recipient’s needs and helps build a connection. Additionally, keep your follow-up emails concise and to the point, focusing on a clear call-to-action. This could be scheduling a meeting, discussing a proposal, or answering any outstanding questions.
By incorporating these strategies, you’ll be able to craft follow-up emails that are engaging, effective, and more likely to get a response. Remember, the goal is to keep the conversation going, not to overwhelm or bombard the recipient with information. With a little practice and patience, you’ll be writing follow-up emails that yield real results and help you achieve your goals.
Nailing the Follow-Up: 5 Essential Tips to Get You Noticed
- Keep it concise and to the point, focusing on adding value rather than repeating your initial message
- Personalize your follow-up email by referencing specific details from your previous conversation or interaction
- Use a clear and direct subject line that indicates the purpose of your follow-up, such as ‘Following up on our discussion’
- Avoid being too pushy or aggressive, instead opting for a friendly and polite tone that encourages a response
- Include a clear call-to-action, such as scheduling a meeting or call, to provide a clear next step for the recipient to take
Key Takeaways for Crafting Effective Follow-Up Emails
Develop a pre-follow-up checklist to ensure you’re sending timely and relevant emails that add value to the conversation, rather than coming across as pushy or spammy
Structure your follow-up emails with a clear purpose, whether it’s to request an update, provide additional information, or simply keep the conversation warm, and always include a specific call-to-action
Experiment with different follow-up email strategies, such as the ‘1-2 punch’ of a brief introduction email followed by a more in-depth follow-up, to find what works best for your goals and audience
The Power of Persistence
A good follow-up email is not just a reminder, it’s a chance to rekindle the conversation, to reiterate your value, and to show that you’re still invested in the opportunity – so don’t be afraid to send one, and watch how it can turn a maybe into a yes.
Rachel Evans
Sealing the Deal with a Perfect Follow-Up
As we’ve explored the art of crafting a good follow-up email, it’s essential to remember that the key to success lies in personalization and a clear call to action. By breaking down the process into manageable steps, from researching the recipient to timing the send, you’ve already taken significant strides towards making your follow-up emails more effective. Don’t underestimate the power of a well-timed and well-crafted follow-up; it can be the difference between landing a deal and being lost in a sea of emails.
So, the next time you find yourself wondering if you should send a follow-up email, recall that consistency is key. Believe in the value you bring, and don’t be afraid to remind others of it. With practice and patience, your follow-up emails will evolve from mere reminders to opportunity catalysts, paving the way for meaningful connections and lasting relationships. Keep pushing forward, and remember, every successful outcome starts with a single, well-planned step.
Frequently Asked Questions
What is the ideal length and tone for a follow-up email to ensure it gets read and responded to?
Keep your follow-up email concise and friendly, ideally between 100-150 words. Aim for a tone that’s polite, yet persistent. Remember, the goal is to rekindle the conversation, not to overwhelm. Use a clear subject line and a gentle nudge to refocus attention on your initial message.
How do I avoid coming across as pushy or aggressive in my follow-up emails without losing their effectiveness?
To avoid being pushy, focus on adding value in your follow-up emails. Ask open-ended questions or offer additional resources related to your initial conversation. This shows you’re invested in their needs, not just your own agenda. Keep it concise and friendly, and always include a clear call-to-action.
Can I use templates for follow-up emails or should each one be uniquely crafted for the specific situation or recipient?
While templates can save time, I recommend tailoring each follow-up email to the specific situation and recipient. This personal touch shows you’ve taken the time to understand their needs and priorities, making your email more likely to resonate and get a response.
