How To Right A Follow Up Email

Checklist: Things To Consider After The Interview Itself

Email Marketing Tutorial: How to Write Follow Up Emails [Tips & Templates]

There are a number of questions to think about if you want to figure out exactly why your hiring manager has not reached out to you with a job offer:

  • Did you send a thank you email after the interview?
  • Did you dress appropriately for the interview?
  • Did the hiring manager ask a lot of repetitive questions about your resume?
  • Was your interview surprisingly short?
  • Did you forget to bring key items along?
  • Did your hiring manager seem bored?
  • Did your hiring manager make it seem like you probably wont get the job?

These could all point to a less than an ideal interview. Regardless, you should send a follow-up email even if youre fairly confident that your interview went south.

Related: 18 Signs Of A Bad Interview

When Youre Sent To Someone Else

Sometimes, that account youre chasing turns out to be a wild goose.

If Recipient 1 bounced you to another person, keep in mind the context with this new person:

These are the steps to take with your follow up email:

  • you first emailed to increase your chances of a reply by 12%.
  • Ask yourself, what pain point does my company solve? How exactly does it solve it?
  • Turn this into a problem-solution specific to your recipients role in his/her org.
  • And remember, do your homework by visiting their company site and social media to make it even more personable.

    Heres a template that one of our sales consultants uses regularly:

    Save this follow-up email as a template:

    Hi ,

    I just spoke with over the phone who pointed me your direction.

    I reached out to because I noticed that your team is , which we hear is a major challenge .

    would automatically . suggested we have a conversation.

    Could you and I arrange 15 minutes this week to explore how could leverage ?

    Pro tip: Try adding a testimonial link to your . Social proof makes your company more compelling, and hyperlinks let you track clicks.

    Like this:

    When Should I Follow Up After No Response

    A three-day minimum period to reply when they don’t respond. After no response from clients, a follow-up is critical to help get your relationship and project back on track.

    In addition to organizing all your client documents in one place, Content Snare also allows you to send automatic reminders to your clients when they havent sent the information yet. Keep the process moving without having to worry about when and how to follow up while also not wondering if you received the documents yet or if they are lost in your emails.

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    Anatomy Of The Perfect Follow Up Email

    Taryn Elliott from Pexels

    Now you know what to do and what not to do. Here are the elements of the perfect polite follow-up email

    • State who you are
    • Add value could be a compliment, a service/product, or valuable information
    • Be specific about how you can help
    • Make an explicit call to action
    • Write the subject line last

    Here is a template with these elements in action

    Subject Line:Lets work on

    Hi ,

    It was great meeting you at ! It was fascinating hearing about .

    Id love to help you so you can .

    Are you available next week to chat?

    Email me back and let me know when it works for you.

    Looking forward to hearing from you,

    Scenario : Following Up After Sending Something That Requires Action And Waiting To Hear Back

    How to Write A Follow

    Email subject line: Form for

    Hi ,

    Hope youre having a great week!

    Have you had a chance to look over the form I sent you last week?

    Do you have any questions about it?

    Let me know if you need me to send you another copy or if you need more time or have questions.


    Tip: Keep the follow-up email brief. Ask if theyve looked over the thing you sent them and if they have any questions to confirm theyve received it and understand whats needed. Finish by including a call to action about what you want them to do.

    Also Check: How To Recover Old Email Account From Years Ago

    What To Say In A Follow

    As previously mentioned, theres no single solution to the follow-up email, and much of what youll write will depend on the purpose of the original email and the recipient. However, there are a few core elements that will guide you in composition and allow you to write follow-up emails suitable for any situation.

    How Long Should You Wait After An Interview To Follow Up

    You should follow up five business days after your job interview if you havent heard feedback from the employer. Or, if the employer provided an expected date for feedback after the interview, follow up one business day after that date has passed.

    For example, if the hiring team said that they would inform you about the next steps within three days of your job interview, wait four days, and then send a follow-up email.

    The idea is this will help you avoid looking too eager and desperate.

    Note that you should also send a thank-you email within 24 hours of the interview!

    Dont use these follow-up templates to email the company a day after your interview employers need time to make their decision. However, companies appreciate a brief thank you before theyve even made a decision.

    You can use this article to write a thank-you email.

    Recommended Reading: How To Send Videos That Are Too Large For Email

    Think About Context And Objective

    The context of your original message will also determine how you write your follow-up email. Firstly, you should open your follow-up message with a reminder of what the original email contained alongside the date/day of the week you sent it.

    Secondly, you should consider your original intentions and what you hope to achieve from your follow-up. Here are a few examples to get you started:

    • Information requests

      When requesting information, you should clearly define the questions that you need answers to. Your follow-up email should aim to clarify any grey areas and reframe the questions so that the recipient can answer quickly and efficiently.

    • Meeting Requests

      If you have requested a meeting for a specific date, your follow-up email should offer other prospective dates that might be more suitable. Additionally, a link to your calendar or scheduling app with multiple date options can speed up the process.

    • Deadline Reminders

      Reminders of an impending deadline can be short and to the point particularly if it is someone who you contact regularly. Clearly indicate what needs to be completed by what date and ensure that all required resources are included or linked to.

    Email Follow Up Guidelines

    How to Write A Follow Up Email Sequence After No Response

    If you hesitate to follow up on an unanswered email becauseyou’re worried about pestering the recipient, you’re not alone. That same fearkeeps many people from following up on their unanswered messages.

    If the original email was important, though, it’s probablystill important. You should follow up on your important emails with noresponses.

    Note: If you’ve got atrue emergency that must be addressed immediately, email is usually not thebest way to contact someone. You’ll have far more success making a phone callor seeing them in person .

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    Use Case: Immediately After Leaving A Voicemail

    Voicemail and email go together like bacon and eggs, cold calling supplemented by an email gives the prospect that extra nudge and shows that youre committed to actually getting their attention. The impact of following one with the other will often work in your favor. The secret here is to be quick. Send the email within minutes after leaving the voicemail to generate the full effect of this classic double act.

    Follow Up Email: What To Do After No Response

    • Email Outreach

    Here are the steps to write a follow up email after no response:

  • Connect with your email recipient on social media, e.g.
  • Craft a subject line that doesnt feel spammy and try to demonstrate core values
  • Give context as to why youre emailing them and what you need from them
  • Answer the question whats in it for me?
  • Add a strong call-to-action
  • Automate your follow up email sequence
  • Well also share six follow up email template examples with you templates that you can use right away.

    If you want to start getting responses to your cold emails, read on.

    this article is dedicated to polite follow up email messages for business purposes, not a job search, job interview, job offers or any type of message sent to a hiring manager during the hiring process.

    Also Check: How To Send A Video Too Big For Email

    Follow Up Email After Sending Estimate

    After sending an estimate, a decision will need to be made by your client which may take some time, consulting with others and/or approval. So just check in to make sure they have all the information to make their decision.

    Subject Line: Any questions about the proposal?

    Hi ,

    I hope youre having a great week!

    I was wondering if youve had a chance to look over the quote I sent you for ? I would love to get started on so you can .

    Feel free to let me know if you have any questions!



    Scenario : Following Up After A Meeting Or Call To Move To Next Steps In Doing Business Together

    How To Write A Follow Up Email [6 Templates To Use Right Away]

    Email subject line: Next steps for

    Hi ,

    It was great meeting you the other day and chatting about . Id love to get started on working on so you can .

    Ive attached a form for you to fill out with your basic information so we can get started. The next step is to

    Please fill this out and send it back as soon as you can so we can move to the next step.

    Looking forward to working with you,

    Tip: Include something personal and give them context about who you are. People are often so busy that just seeing your name in their inbox may not be enough to remind them of who you are. Focus on adding value by reiterating a problem you can solve for them or benefit/goal you can help them achieve. Finish with a call to action telling them what you need them to do and why its important.

    Also Check: How To Write An Email To Professor

    After You Send A Proposal And Dont Hear Back

    The client has outlined their project and asked you to send over a detailed proposal . Youre excited to bring a new client on board and so get onto this right away, but you never end up hearing back from them.

    As frustrating as this is, dont worrythe below email should help kickstart the process.

    Subject: Got any questions about the proposal?

    Hi NAME,

    Last week I sent through the proposal doc you asked for as part of your website redesign project. I hadnt heard back from you since and so I just wanted to check in and ask if you have any questions?

    In any case, Id love to organise a quick call to talk it over in more detail. Would Tuesday at 3PM work for you? Im really excited about the project and am keen to get it started as soon as possible!



    Several Tips To Remember When You Write A Follow

    • Use automation and segmentation. You wont have time to create hundreds of emails per day and send them to each recipient. It is inefficient and wastes a lot of time. Instead, try to set up automation to approach larger amount of audiences and improve customer experience, as well. Also, you should segment your potential lists into different groups in order to easily manage the follow-up campaign and customize your emails by using marketing tools for more efficiency. Check out the most popular SMTP for Magento 2.

    • Be relevant. If you want to get a response from prospects, you should provide them with relevant information, which is what they actually need and care about. What value that recipients can get from your offerings is very important because it is one of the factors that can attract them to start a conversation with you.

    • Add a video. This is an effective way to boost your follow-up campaign. 64% of users have a tendency of buying a product online after watching a video. So, try to make your follow-up email more interesting by inserting a short video to increase the clickthrough rate as well as the chance of getting a reply from the recipients.

    • Leave a question. If you add one to three questions in the text, people might want to answer it. Remember a direct CTA? Yes, using questions is a great way to address your purpose, which helps prospects easily understand what they might need to respond after reading your emails.

    Recommended Reading: Mail Worldsecureemail

    Explain Why Youre Emailing

    Go on to explain the reason for your follow-up email, in a manner thats both direct and concise. Just tell the recipient what you want. If this hasnt changed since your previous email, remind them.

    • could really help you more effectively. Id love to have a quick chat to find out if Im right.
    • could really help you and I wondered if youd be interested in trying it out for a month or so .
    • Weve just launched , and it could make a big difference to . Theres a link to a resource that will tell you more just below, but itd be great if we could also discuss your current needs so I can figure out exactly how might help you.

    Focus on them here. Remove I statements from your text. They honestly dont care much about you or what you think or believe.

    Make It Easy For Them To Respond

    How to Write Follow Up Emails

    The easier you make it for the recipient to respond, the more likely they are to reply. The best way to do this is to ensure the action youd like them to take is clear. For example, if youre trying to arrange a meeting with a colleague or client, suggest a specific date and time.

    Does 3.30pm on Friday work well for you?

    If youre interested in trying out for free, just reply yes and well send over some more information.

    Read Also: Printing Email From Outlook

    Book Way More Meetings With These Email Templates

    We just covered a lot of what NOT to do.

    And if youve read this far, you believe in adding the power of science to your sales approach.

    Since building pipeline today is more important than ever, why not give yourself the upper hand?

    Ill look the other way while you steal these11 Hyper-persuasive Sales Email Templates.

    Youll get a how-to for every kind of sales email, from prospecting to proposal, and everything in between.

    Take em. Its as easy as copy/paste/win.

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