Hey there!
Are you tired of sending out emails that go unanswered? Or perhaps you’ve been waiting for a response for weeks and it’s starting to feel like your message was lost in cyberspace.
We’ve all been there. Sometimes, all that’s required is a simple follow-up email to get the ball rolling again. But the question is, what do you say in that follow-up email without coming across as pushy or impatient?
Well, fret no more! In this article, we’ll be sharing just following up email samples that you can use as a template for your own correspondence. From a friendly nudge to a polite reminder, we’ve got you covered.
And the best part? These samples are fully customizable, so you can edit them to suit your specific needs and circumstances.
So, whether you’re trying to close a business deal or just looking to hear back from a friend, read on for some practical advice and time-tested scripts that will help you craft the perfect follow-up email.
The Best Structure for Following-Up Emails
Following up on emails is an essential part of building and maintaining professional relationships. However, it can be a daunting task, especially when you’re not sure how to structure your message effectively. To help you out, here’s the best structure for just following up emails:
Paragraph 1 – Introduction: In this paragraph, you’ll want to remind the recipient of your previous correspondence and why you’re reaching out. It’s helpful to refer to a specific conversation or email chain and provide context for your follow-up message. For example, “I hope this email finds you well. Last we spoke, we discussed the upcoming project you’re leading at XYZ Company and I wanted to touch base on our progress.”
Paragraph 2 – Recap: This is where you can summarize the key points of your previous communication and any action items that were discussed. This can help ensure that you and the recipient are on the same page and can facilitate a more productive conversation moving forward. For example, “As a reminder, we agreed to have a call this week to review the project timeline and discuss any challenges we foresee.”
Paragraph 3 – Call-to-Action: In this paragraph, you’ll want to clearly state what you’re hoping to achieve with this follow-up message and what specific next steps you’re requesting from the recipient. This demonstrates that you’re not just checking in for the sake of it but have a clear objective in mind. For example, “I wanted to see if we can schedule that call for later this week to make sure we’re on track. Can you let me know if Tuesday or Thursday works better for you?”
Paragraph 4 – Friendly Close: This is where you can wrap up your message on a positive note and express appreciation for the recipient’s time and attention. For example, “Thanks again for your work on this project, and I look forward to connecting soon.”
By following this structure, you’ll be able to craft a clear and organized follow-up email that effectively communicates your intentions and expectations. Remember to stay polite and professional throughout your message, and you’ll have a much better chance of getting the response you’re looking for.
7 Follow-up Email Templates for Different Occasions
Following up on a Job Application
Dear [Hiring Manager’s Name],
I hope this email finds you well. I wanted to follow up on my application for the [Position Name] role at [Company Name]. I submitted my application on [Date], and I am very excited about the opportunity to join your team.
I believe my experience and skills align perfectly with the job description and requirements. As someone who has experience in [job-related experience], I believe I can bring value to the company and thrive in this position. If there is any additional information you need from me, please let me know.
Thank you for considering my application. I look forward to hearing from you soon.
Best regards,
[Your Name]
Following up on a Sales Call
Dear [Prospect’s Name],
It was a pleasure speaking with you on our call last [Date]. I enjoyed learning more about your business and how we can help you achieve your goals. I wanted to follow up on our conversation and see if you had any additional questions or concerns that I can assist you with.
Based on our conversation, I believe our product/service will be a perfect fit for your business. It can help you [Value Proposition/Benefits]. With our [Features/Unique Selling Points], we can provide your business with the edge it needs to perform better than the competition.
Please let me know if you are interested in learning more about our offering, or if you have any additional questions. I am looking forward to hearing back from you.
Best regards,
[Your Name]
Following up on an Interview
Dear [Interviewer’s Name],
I hope this email finds you well. I wanted to thank you for taking the time to interview me for the [Position Name] role at [Company Name] on [Date]. I appreciate the opportunity to discuss my qualifications and interest in the position with you.
After our conversation, I am convinced that I can bring great value to your team. I believe my experience complements the requirements of the job description, and I was impressed by the company’s culture and mission.
If there is anything else you would like to know about me, or if there are additional steps to the hiring process, please let me know. I am eager to learn more about the company and the opportunities available.
Thank you again for your consideration and time. I am looking forward to your response.
Best regards,
[Your Name]
Following up on a Payment
Dear [Client’s Name],
I hope this email finds you well. I wanted to follow up on the invoice I sent you on [Date]. I understand that unforeseen circumstances can sometimes delay payments, so please let me know if there is an issue or concern regarding the invoice.
However, it is important that we receive payment as soon as possible to ensure a steady flow of business and maintain a good working relationship. If you have any questions regarding the payment or the invoice, please do not hesitate to contact me.
Thank you for your prompt attention to this matter. I look forward to hearing back from you soon.
Best regards,
[Your Name]
Following up on a Referral
Dear [Referral’s Name],
I hope this email finds you well. I wanted to follow up with you regarding the referral that [Referring Person’s Name] gave me. I am very grateful for the introduction, and I am excited about the opportunity to discuss [Value Proposition/Benefits] with you.
I believe our product/service will be a perfect fit for your business, and our [Features/Unique Selling Points] can help you achieve your goals. If you are interested in learning more or scheduling a call to discuss further, please let me know.
Thank you again for the referral, and I am looking forward to hearing back from you soon.
Best regards,
[Your Name]
Following up on a Networking Event
Dear [Contact’s Name],
It was great to meet you at the [Event Name] on [Date]. I enjoyed our conversation and learning more about your business and professional goals. I wanted to follow up and see if there were any opportunities for us to work together or collaborate.
As someone who has experience in [job-related experience], I believe I can bring value to your business and help you achieve your goals. If there are any projects or opportunities that you think I can assist you with, please let me know.
I am looking forward to hearing back from you, and I hope we can stay connected and continue our conversation.
Best regards,
[Your Name]
Following up on a Complaint
Dear [Customer’s Name],
I wanted to follow up on the complaint you made regarding [Issue/Problem] on [Date]. I am sorry that our product/service did not meet your expectations, and I understand how frustrating it can be when things do not go as planned.
I want you to know that we are taking your feedback seriously, and we are committed to addressing the issue and ensuring that it does not happen again. We value your business and want to make things right.
If there is anything else we can do to help resolve the issue or if you have any additional concerns, please do not hesitate to get in touch with us. We are here to listen and assist you in any way we can.
Thank you for your understanding and patience, and we hope to hear back from you soon.
Best regards,
[Your Name]
Mastering the Art of the Follow-Up Email: Tips and Tricks
Following up on an email can seem like a daunting task. You don’t want to come across as pushy or overeager, but you also don’t want your message to get lost in the recipient’s inbox. Luckily, there are a few tricks of the trade to help you perfect the follow-up email.
Timing is Everything
One of the biggest mistakes people make when following up on an email is waiting too long. The longer you wait, the less likely the recipient is to respond or even remember your initial message. A general rule of thumb is to send a follow-up email within 24-48 hours of your original message. If it’s a time-sensitive matter, follow up within a few hours.
Keep it Short and Sweet
Your follow-up email should be concise and to the point. Don’t beat around the bush or waste the recipient’s time with unnecessary pleasantries. Instead, get straight to the point and ask for what you need. If you’re following up on a job application, for example, remind the recipient of your interest in the position and ask if there are any updates.
Personalize Your Message
If you want your follow-up email to stand out, make sure to personalize your message. Address the recipient by name, mention something specific from your previous interaction, and show that you’ve done your homework. This will not only make your message more memorable but also increase the likelihood of a response.
Provide Value
One way to entice the recipient to respond to your follow-up email is to provide value. This could mean sharing an interesting article related to your previous conversation or offering your help with a project they’re working on. By being helpful and offering something of value, you’re more likely to get a response.
End with a Clear Call to Action
Just like any good email, your follow-up message should end with a clear call to action. Let the recipient know what you’re expecting from them and what next steps they need to take. Be specific and avoid leaving anything up to interpretation. By being clear and direct, you increase the chances of a timely response.
Wrapping Up
Following up on an email doesn’t have to be a stressful experience. By following these tips and tricks, you’ll be able to master the art of the follow-up email and increase your chances of getting a response. Remember to stay polite, professional, and to the point, and you’ll be well on your way to success.
FAQs on Following Up Email Sample
What is a follow-up email?
A follow-up email is a message you send to reconnect with someone after a previous interaction or to inquire about the status of a previous request.
When is it appropriate to send a follow-up email?
You can send a follow-up email anytime you need additional information or if you haven’t heard back from the recipient within a reasonable amount of time after your initial message.
How do I begin a follow-up email sample?
You can start a follow-up email by acknowledging your previous interactions and explicitly stating the reason for reconnecting. You can also express interest in the recipient’s wellbeing, or any recent news you may have learned about them.
What should I include in a follow-up email sample?
Your follow-up email should include your reason for reaching out, a quick recap of previous interactions if necessary, and a call to action that outlines your next step or the action you want the recipient to take.
Is it okay to follow-up multiple times?
It is okay to follow up multiple times, as long as you give the recipient enough time to respond between messages and you don’t come across as pushy or demanding.
How long should I wait before sending a follow-up email?
The amount of time you wait before sending a follow-up email will depend on the urgency of your request, the nature of your previous interaction, and your relationship with the recipient. A general rule of thumb is to wait at least 5-7 business days before sending a follow-up email.
What tone should I use in a follow-up email sample?
Your tone should be friendly, professional, and respectful. Avoid being too casual, pushy or aggressive as this may put the recipient off. Use polite language and show appreciation for the recipient’s time.
How can I make sure my follow-up email is not seen as spam?
You can make sure your follow-up email is not seen as spam by personalizing it and including relevant details of the previous interaction. Also, don’t overuse exclamation marks or capitalize your entire text, as this can look like spam. Ensure that your email’s subject line is clear and straightforward.
What should I do if I don’t get a response to my follow-up email?
If you don’t get a response to your follow-up email, you can send a polite reminder email, wait a few more days, or try reaching out to the recipient via a different channel like phone, instant messenger, or social media.
How can I track my follow-up emails?
You can track your follow-up emails by using email tracking tools. These tools let you know when your emails have been opened and read so that you can follow up at the right time. Some of these tools include Yesware, GMass, and Bananatag.
Wrap it up!
So, there you have it – a sample of a casual follow-up email. I hope this will help you get your foot in the door and build better relationships with your colleagues and clients. Remember, it’s always important to follow up on a regular basis and keep your communication open. Thanks for reading, and don’t forget to check back in for more helpful tips in the future!