How to Write a Follow Up Email
Tired of writing follow up emails that seem to get lost in space? Getting frustrated with the lack of response to your email masterpieces? Here are some tips and tricks to help improve your follow up email game and get better results from all those emails that are seemingly going unnoticed.
If the thought of writing a follow up email makes you nervous or even feel a little uncomfortable, you’re not alone. If someone hasn’t replied to our first email, we automatically assume they’re not interested, and we worry that they’ll be annoyed if we attempt to contact them again.
Fortunately, our instincts are often wrong. Very few employers or prospects will respond to an initial email. The average office worker receives 121 emails each and every day. Meanwhile, 86% of those same workers say that email is their favorite mode of communication. This simply means that although people are bombarded with emails every day, it is still their preferred method of communication. How do you break through the web and clutter of someone’s email inbox?
How to Write a Follow Up Email After a Business Meeting
Having the ability to write a clear and concise follow up email after a business meeting or phone call will allow you to build off the success of the meeting and wrap up anything that wasn’t discussed or confirmed in the meeting itself. Take a look at these aspects that should be included in a follow up email after a business meeting:
First and foremost, you’ll want to thank the individual or team of people that you met with for their time. A sincere thank you can add a lot of weight, and it can make anyone, even a senior level executive feel respected. For inspiration, search the web for a sample thank you letter after business meeting document or an example of a thank you email after sales meeting document to get a few ideas.
Often, a business meeting or phone call can last for an hour or more. Many ideas are brought to the table and different topics about different facets of the business itself could be discussed. It’s beneficial to everyone involved if you provide a quick recap email after meeting in order to ensure that everyone is on the same page in your follow up email after meeting with them. You don’t want to write a long, drawn-out email that explains everything you discussed, but the email should briefly reiterate and highlight specific talking points instead.
An important goal for any follow up email, but particularly for one after a business meeting is to discuss potential next steps. You want the individual or team to be fully aware of what your expectations are for next steps and clearly define how these steps will be executed. The individual or team should also have clear direction on what they need to do next and how you are there to help them if needed. Be sure to research a business follow up email sample or a sample thank you letter after business meetings to get ideas on how this type of email should be crafted.
Follow Up Email After Sending Proposal
In the event you send a sales proposal to a prospect, it’s important to practice confidence and patience. You don’t want to follow up too quickly or you’ll sound desperate. However, you also don’t want to wait too long and allow a competitor to take away potential business from you. This is always a tricky situation to deal with and it can feel stressful, but understanding some key tips can help you put your best foot forward and land the sale. Take a look at how to craft a warm follow up email after a proposal has been sent here:
Don’t Sound Desperate
The last thing you want to do in any follow up email is to sound desperate. This goes back to understanding your recipient’s priorities and knowing that you likely aren’t at the top of their priority list. One way to avoid sounding desperate is to not send your follow up email within hours after sending over the proposal. This will make you look like someone who only cares about closing the deal, instead of someone who genuinely cares about the prospect and their potential business needs. Having the ability to stay patient and wait for the prospect to either respond from the proposal you sent or wait several days to send your follow up email after sending proposal will significantly increase your chances of closing the deal.
Consider Different Scenarios
As mentioned earlier, an average worker receives 121 emails every single day. Unless your only job is to respond to emails all day, no one has time to thoughtfully respond to 121 emails. Given the fact that people have to be in meetings throughout the day, answer phone calls, or finish a project for their boss, you can’t expect someone to respond to your first initial email immediately. There are a variety of other reasons why you have not received a response yet:
- They opened the email and then forgot they had opened it
- They opened the email and are planning to respond, but haven’t had time
- The email ended up in their spam folder or they accidentally deleted it
- They opened the email and simply aren’t interested
- They forwarded the email to someone else and asked them to respond to you
Given the numerous things that could have happened to your email, as well as different selling points you might be making to each different prospect, you should make one follow up email template to clients for a variety of different scenarios. This will allow you to have a library of different follow up email templates that you can simply pull from, saving you an immense amount of time. For more direction on how to write follow up emails to different clients, be sure to search for a sample follow up email to client after sending proposal or a sample follow up email to prospective clients. For more information on providing a lighter touch in following up, be sure to look at a polite follow up email sample and a gentle follow up email sample.
Interview Follow Up Email
If you’ve been a candidate for a job and been through a formal interview process, you know how nerve-wracking it can be when you’re waiting to hear back from the employer. Unfortunately, employers don’t always keep applicants informed about the status of their application. Therefore you may need to take initiative and be the first one to reach out after an interview.
If done strategically, knowing how to write a follow up email after an interview can be a great way to reinforce why you are qualified for the job, and can even get your application a closer look. Whether it’s an email after an in-house interview or a follow up email after phone interview, a quick and easy follow up email can be the difference between getting the job or not. Here is what you need to know if you’re wondering how to write a follow up email after an interview:
It’s important to always be friendly in your follow up email after meeting potential employers. People want to work with polite, thoughtful, courteous, and professional people. Therefore, you should write a short and sweet follow up email after interviews.
Reinforce Your Qualifications
While you don’t want to come off as arrogant or sound like a broken record, it’s important to highlight one or two reasons in your follow up email as to why you believe you’re the best person for the job. In your follow up email after final interviews, you should keep your message very brief as the employer will be well aware of your qualifications by that point, but do still highlight them.
Consider Another Email
If you have sent one follow up email and still haven’t received a response from the employer, you may consider sending a second follow up email. A second follow up email after interviewing likely sounds more nerve-wracking than writing the first one, but being persistent can show a sign of commitment and desire for the job. Be sure to wait at least two weeks for the original follow up email and wait another week to send the second follow up email.