How To Write a Follow-Up Email That Gets Results
Following up is crucial in today's competitive world. Whether you're chasing a job application, nurturing a sales lead, or simply checking in with a contact, a well-crafted follow-up email can significantly increase your chances of success. This guide will walk you through writing effective follow-up emails that get results.
Understanding the Importance of Follow-Up
Why follow up? Simply put, people are busy. Your initial email might get lost in their inbox, or they might not have had time to prioritize your request. A strategic follow-up demonstrates persistence, reinforces your message, and keeps you top-of-mind. It shows you're genuinely interested and committed, which builds trust and rapport.
Crafting the Perfect Follow-Up Email: A Step-by-Step Guide
1. Timing is Key
The timing of your follow-up is critical. Sending too soon can appear pushy, while waiting too long risks losing the opportunity entirely. Here's a general guideline:
- Sales/Networking: 2-3 business days after the initial contact.
- Job Applications: 5-7 business days after submitting your application (or after a stated deadline).
- General Inquiries: A week after your initial email.
Adjust this timeframe based on the context and your relationship with the recipient.
2. Subject Line: Grab Their Attention
Your subject line is the first (and sometimes only) impression. Make it concise, compelling, and relevant to the original email. Avoid generic subject lines like "Following Up." Instead, try these approaches:
- Referencing the initial email: "Regarding our conversation about [topic]"
- Highlighting a specific benefit: "[Benefit] for [Recipient's company/project]"
- Creating intrigue: "A quick question about [topic]"
3. Body: Refine Your Message
Avoid simply re-sending the original email. Instead, add value:
- Reiterate your key points briefly: Don't make them reread a long email again.
- Add new information: Have you found something relevant since your last email? Include it here.
- Offer a solution: Address any potential objections they might have.
- Suggest a next step: Propose a specific action – a call, meeting, or further discussion.
- Keep it concise: Aim for brevity and clarity.
4. Call to Action: Make it Clear
Always include a clear and concise call to action (CTA). What do you want the recipient to do?
- Schedule a call: "Would you be available for a brief call next week to discuss [topic]?"
- Review materials: "Please take a look at the attached document when you have a moment."
- Answer a question: "Let me know if you have any questions."
5. Professional Closing: Maintain Etiquette
End with a professional closing like "Sincerely," "Best regards," or "Kind regards," followed by your name and contact information.
Examples of Effective Follow-Up Emails
Example 1: Job Application Follow-Up
Subject: Following Up - Application for [Job Title]
Dear [Hiring Manager Name],
I hope this email finds you well. I'm writing to follow up on my application for the [Job Title] position, which I submitted on [Date]. I was particularly interested in [mention a specific aspect of the job description].
I'm confident my skills and experience in [mention relevant skills] align perfectly with the requirements outlined in the job description. I've attached my resume again for your convenience.
Would you be available for a brief call next week to discuss my qualifications further?
Thank you for your time and consideration.
Sincerely, [Your Name]
Example 2: Sales Follow-Up
Subject: Quick Question Regarding [Product/Service]
Hi [Prospect Name],
I hope this email finds you well. I'm following up on our conversation from [Date] regarding [Product/Service].
I wanted to quickly address your concern about [objection]. [Provide a solution or further information].
I've attached a case study that demonstrates how [company] has benefited from using [product/service] to achieve [result].
Would you be open to a brief call to discuss how [product/service] can help [prospect's company] achieve similar results?
Best regards, [Your Name]
Key Takeaways
Following up effectively is a skill that improves with practice. By focusing on timing, crafting compelling subject lines, adding value in the body, and including a clear call to action, you can significantly increase your chances of getting a positive response. Remember to tailor each email to the specific context and recipient for maximum impact.
