follow up email examples

If you’ve sent an email but haven’t received a response, a well-crafted follow-up email can increase your chances of getting a reply. In this article, we’ll provide you with a collection of follow up email examples that you can use as inspiration. You can edit these examples to fit your specific needs and send them to potential clients, customers, or colleagues.

The Perfect Follow-Up Email Structure

Crafting a follow-up email that gets noticed and drives action can be tricky. To increase your chances of success, follow this battle-tested structure:

**1. Attention-Grabbing Subject Line:**

Your subject line is like a movie trailer for your email. It should entice the recipient to open it. Keep it concise (under 50 characters) and highlight the key takeaway. For example: “Quick Update on Project X,” or “Did you see this new feature?”

**2. Friendly Greeting:**

Start with a warm greeting, such as “Hi [Recipient’s Name].” Personalize it by mentioning their name or a recent conversation. This creates a connection and makes your email feel more genuine.

**3. Polite Reminder:**

Reminding the recipient politely about the initial email or conversation is crucial. Briefly summarize the context without sounding pushy. For example: “I’m following up on our meeting last week about project X.”

**4. Value Proposition:**

Explain how your follow-up email benefits the recipient. Highlight any new information, updates, or solutions you’re providing. Don’t just repeat the same old stuff. For example: “I’ve made some progress on the project and would love to share my findings with you.”

**5. Call to Action:**

Clearly state what you want the recipient to do. For example, “Could you schedule a meeting to discuss the next steps?” or “Please let me know if you have any questions.” Make it easy for them to respond.

**6. Closing Salutation:**

End your email with a professional yet friendly closing, such as “Best” or “Thanks again.” Keep it short and to the point.

Sample Follow-Up Emails

Follow-Up Email Etiquette: Tips and Examples to Close the Deal

Following up after an initial email is crucial to move prospects through the sales pipeline. Use these tips to craft effective follow-up emails that increase your chances of engagement and conversion.

  • Send a timely follow-up: Don’t wait too long to follow up, but also give the recipient some time to respond to your initial email. A good rule of thumb is to wait 2-3 business days before sending a follow-up.
  • Personalize your subject line: The subject line is the first thing the recipient will see, so make sure it’s attention-grabbing and relevant to the email. Include the recipient’s name, mention a specific topic, or ask a question.
  • Write a short and to-the-point message: Keep your follow-up email concise and easy to read. Focus on the most important points and avoid rambling. Use a clear call-to-action that encourages the recipient to take the next step.
  • Offer value: Don’t just ask for something; offer something in return. This could be additional information, a discount, or a free consultation. Providing value makes the recipient more likely to engage with your email.
  • Proofread carefully: Before sending your follow-up email, proofread it carefully for any errors in grammar, spelling, or formatting. A well-written email makes a professional impression and reflects positively on your business.

Example Follow-Up Emails:

Example 1: Checking in on a proposal

Hi [Recipient Name],

I hope you had a chance to review the proposal I sent you last week. I’d be happy to answer any questions you may have.

Let me know if you’re interested in moving forward with this project. I’d be excited to collaborate with you and bring your vision to life.

Best regards,
[Your Name]

Example 2: Asking for a meeting

Hi [Recipient Name],

I’m following up on my previous email regarding a potential meeting. I’d like to set up a time to discuss how our services can help you achieve your business goals.

Please let me know what time works best for you. I’m available [list available times].

Looking forward to hearing from you soon.

[Your Name]

FAQs on Follow-up Email Examples

How do I start a follow-up email?

Start with a friendly and professional greeting, such as “Hello [Name]” or “Good afternoon, [Name].” Briefly mention the previous conversation, meeting, or email exchange.

What should I include in the body of the follow-up email?

Provide a concise summary of the key points discussed or agreed upon. Add any updates or additional information that has become available. Ask any questions or request any necessary actions.

How do I write a polite follow-up email?

Use polite and respectful language throughout the email. Avoid being overly demanding or aggressive. Express gratitude for the recipient’s time and attention.

How do I close a follow-up email?

Restate the purpose of the follow-up, such as requesting a response or scheduling a meeting. Thank the recipient for their attention and offer any assistance they may need.

When should I send a follow-up email?

Follow up after a specific time period has passed, typically within 1-3 business days. If you are following up on a meeting, send the email as soon as possible after the conclusion.

What if I don’t receive a response to my first follow-up email?

Send a gentle reminder 1-2 days after your initial follow-up. You may want to slightly rephrase your request or offer alternative contact options.

How do I follow up on a job application?

Thank the hiring manager for considering your application. Express enthusiasm for the position and highlight any relevant skills or experience. Inquire about the status of your application and request further information if needed.

Thanks for Dropping By!

That’s it, folks! We hope you found these follow-up email examples helpful. Remember, the key to successful follow-ups is to be genuine, concise, and timely. If you’re looking for even more tips or inspiration, be sure to swing by again soon. We’ve got tons of other great content waiting for you!