We’ve all been there: you send a well-crafted, thoughtful email, and then… nothing. It’s easy to feel disheartened, but don’t lose hope just yet.
Enter: Follow up email.
Follow-up emails keep conversations going, show your persistence, and, most importantly, demonstrate your interest and commitment. In many cases, these follow-ups can be the difference between closing a deal and losing one.
But why are they so essential?
You’ve probably been on the other side of the subject line: it’s easy for emails to get lost in the shuffle or buried under an avalanche of other incoming messages. A follow-up email is a gentle reminder of your initial message and gives your recipient another opportunity to respond.
Let’s see how to prepare an effective email follow-up after no response.
What is a follow-up email in sales outreach?
A follow-up email in sales outreach is a communication method used by sales professionals to engage with potential customers who have not responded to previous emails or communications. This could be after an initial cold email, a sales pitch, a meeting, a proposal, or any other interaction where the prospect has not taken the desired action.
A follow-up email aims to re-engage the recipient, remind them of your previous conversation or message, provide additional information that may prompt them to respond, move them further down the sales funnel, and boost the reply rate by 49%. It’s an essential tool in sales outreach as it allows sales professionals to maintain contact with potential customers, demonstrate their persistence, and increase the chances of closing a sale.
It’s worth noting that follow-up emails should be polite, professional, and respectful of the recipient’s time, providing value rather than just asking for a response.
Crafting the Perfect Follow-Up Email
Whatever the reason prospects didn’t respond to your first email, it’s essential not to take it personally or get discouraged. This is where the follow-up email comes into play, helping to get a response and bring your message back to the top of their inbox and mind. Here are some tips to help you craft an effective follow-up email that encourages a response.
Tone: Your follow-up email should maintain a professional and respectful tone. Avoid coming across as desperate or pushy, which can turn prospects off. Instead, aim to sound courteous and understanding, acknowledging that the recipient is likely busy.
- Don’t be passive-aggressive.
- Be polite and respectful.
- Don’t send breakup emails.
Language: Keep your language simple, clear, and direct. Avoid industry jargon and overly complicated sentences. Personalize your email using the recipient’s name and referencing previous discussions or connections. This makes your message more engaging and shows that you’ve taken the time to understand them and their needs.
- Be as clear and concise as possible.
- Personalization is key.
- Don’t forget to add an explicit what-to-do-next CTA.
Content: Begin your follow-up email by gently reminding the recipient of your initial email and its key points. They might have forgotten or missed it among their other emails. Then, add something new to the conversation–this could be additional information about your product or service, a special offer, or valuable content like a blog post or white paper. This provides value to the recipient and gives them a reason to respond.
- Start with a reference to your last contact.
- Provide additional value (content, offer).
- Change your follow-up message after your first follow-up.
When and How Often to Send Follow-Up Emails
Knowing when and how often to send follow-up emails is crucial in maintaining professional communication and securing a response.
Ideal time frame: Generally, waiting at least 48 hours before following up on your initial email is advisable. This gives the recipient enough time to go through their inbox and respond. If you still haven’t heard back, sending a polite follow-up email is appropriate.
Hour of the day: HubSpot’s recent study shows that 47.9% of B2B marketers see the most activity between 9 AM and 12 PM. But don’t forget, it’s always a good idea to do your A/B testing with your cold email software to see if these results hold up for you, too.
Frequency: After your first follow-up, if you still don’t receive a response, sending another follow-up email is acceptable. A good rule of thumb is to wait about a week between follow-ups. Anything more frequent than this can come across as pushy or desperate.
Protip: It's essential to remember that each situation and each recipient is unique. Factors such as the nature of your relationship with the recipient, the urgency of your request, and the recipient's typical response time should all be considered when deciding the timing and frequency of your follow-ups.
Balancing Persistence and Annoyance
Striking the right balance between being persistent and avoiding annoyance is key. You want to show your interest and enthusiasm without becoming a nuisance. Here are a few tips:
- Keep it Polite and Professional: Always maintain a respectful and courteous tone in your emails. Express understanding for the recipient’s busy schedule and thank them for their time.
- Provide Value: Each follow-up email should add something new to the conversation. This could be additional information, a relevant resource, or a special offer.
- Know When to Stop: It might be time to move on if you’ve sent several follow-ups and still haven’t received a response. Constantly sending follow-up emails can harm your professional image and annoy the recipient.
6 Follow-Up Email Templates
A few solid follow-up email templates can save you time and help ensure your message is clear, concise, and effective. Here are several templates tailored for different scenarios and explanations of how and when to use each one.
1. Gentle Reminder Template
This template is ideal for a first follow-up when you haven’t heard back from your initial email.
Subject: Checking in on my previous email
Hi [Recipient's Name],
I hope this email finds you well. I'm following up on my previous email that I sent on [date]. I understand that you're busy, and it's possible my email may have slipped through the cracks.
I believe our [product/service] could provide significant value to your business. When would be a good time for us to discuss this further?
Looking forward to your response.
Best,
[Your Name]2. Adding Value Template
Use this template to follow up while providing additional value or information.
Subject: New Insights on [Subject/Proposal]
Hi [Recipient's Name],
I trust this email finds you well. I wanted to follow up on the [subject/proposal] I sent over on [date] and share some new insights that could be of interest.
[Insert new information or value proposition here.]
I look forward to hearing your thoughts.
Best,
[Your Name]3. Offer Help Template
This template is ideal for offering assistance or clarifying any confusion from the initial email.
Subject: Offering Assistance Regarding [Subject/Proposal]
Hi [Recipient's Name],
I hope this email finds you well. I wanted to follow up on the [subject/proposal] I sent over on [date]. Perhaps you may have questions or need further clarification?
I'm available at your convenience to provide any assistance.
Thank you,
[Your Name]4. Scheduling a Meeting Template
Use this template to propose a meeting or call to discuss the subject further.
Subject: Proposing a Meeting to Discuss [Subject/Proposal]
Hi [Recipient's Name],
Following up on my previous email regarding [subject/proposal], I thought it might be beneficial to have a call or meeting to discuss it in more detail.
I'm available on [provide dates and times], but I'm flexible if there's another time that suits you better.
Looking forward to hearing from you.
Best,
[Your Name]5. Sharing Relevant News or Updates Template
This template can be used when you have relevant news or updates that might spark the recipient’s interest.
Subject: Exciting News Regarding [Subject/Proposal]
Hi [Recipient's Name],
I trust you're doing well. I wanted to share some exciting news/updates that I believe could significantly benefit our discussion on [subject/proposal].
[Share the news or updates here.]
Would love to hear your thoughts on this.
Best,
[Your Name]6. Follow-Up After a Demo or Meeting
This email template is ideal for following up after a demo, meeting, a brief phone call, or any significant interaction with the recipient. The aim is to continue the conversation, address any questions or concerns, and move the recipient further down the sales funnel.
Subject: Next Steps After Our Recent Meeting
Hi [Recipient's Name],
It was great discussing how our [product/service] can assist [their company]. As discussed, I'm attaching the [proposal/quote/information] for your review.
Please let me know if you have any questions or need further information. I look forward to our continued discussions.
Best,
[Your Name]These templates are starting points and should be customized to fit your specific situation and relationship with the recipient. Remember, personalization is key in getting your emails read and responded to. And always maintain a respectful and professional tone, regardless of the number of follow-ups you’ve had to send.
Conclusion: Embrace the Power of Persistence
Follow-up emails are not just a courtesy; they are a necessity–serving as gentle reminders of your value proposition and demonstrating your continued interest.
Throughout this article, we’ve highlighted the critical role of follow-up emails, particularly when there’s been no initial response.
Understanding these strategies is the first step, but real progress comes from putting them into action. By integrating these tactics into your outreach efforts, you’re not just boosting your chances of getting a response but also forging meaningful connections with your prospects.
FAQs
How do you write a follow-up email after receiving no response?
Writing a follow-up email requires tact and precision. Start by crafting a compelling subject line that grabs attention. In the body of the email, be polite and concise. Refer to your previous email and remind the recipient of the purpose of your original message. It’s also essential to provide value in your follow-up, something that makes responding worthwhile for the recipient.
How soon should you send a follow up email after no response
The timing of your follow-up email largely depends on the nature of your original email. However, a general rule of thumb is to wait at least 48 hours to a week before sending a follow-up.
How do you write a professional follow up email?
A professional follow-up email should maintain a respectful tone, clearly state its purpose, and reference the initial email. Be sure to keep it concise, as busy professionals appreciate brevity. Personalize where possible to show the recipient that the email isn’t generic but specifically tailored to them.
What is a good follow-up email after no response template?
See here for six follow-up email templates.
How do you politely follow up on an email with no response?
Politeness in follow-up emails comes from your tone and choice of words. Always start by acknowledging the recipient’s busy schedule. Then, gently remind them about your previous email and its purpose. Close your email by expressing gratitude for their time and patience.