Are you searching for the best way to write follow-up emails? Look no further; I will reveal the SIMPLEST steps of writing follow up emails that will SURELY make your clients send a response now!
Here are the things that you will learn in this article:
- Why Write a Follow-up Email
- How to Write a Follow-up Email
- Why Follow- up Emails Work
- How Many Follow-up Emails to Send to get a Response From Clients
- Sample Follow-up email When no Response From the Client.
Let us start the tutorial!
1. Why Write a follow-up Email
Writing a follow-up email is important if you want to establish a connection with your clients, friends, or acquaintances.
Keep in mind that one of the keys to building a good relationship to clients is constant communication; thus, you need to keep sending follow-up emails.
Sending several emails affirms your interest to do business with a certain person or group. Doing a follow-up also sends a clear signal that you value the clients, and make you a reliable person as well.
Based on studies conducted by Iko System, the initial email would only generate 18% response rate, 30% for the fourth attempt, and 27% response for the sixth try. Thus, if you want to have a positive result or if you want something to be realized, you must not stop sending follow-up emails when there’s no response from the clients.
In whatever field, the power of follow-up email is overwhelming. A study even revealed that 70% of the unanswered email chains are due to not sending even a single follow-up email.
So, before you think that a client is not interested in your deal, product, or service, make sure to send a follow- up email first.
2. How to Write a Follow-up Email
Before writing a follow-up email, make sure that you know your objective. Follow-up emails may fall into these objectives: to catch up, to request a meeting, to ask for information, and to extend gratitude.
To create an effective follow-up email, make sure to polish the following parts:
Make the Best Subject Lines:
It is very important to write a subtle email subject line since it is the first thing that will pop up in the receiver’s inbox. In fact, 47% of opened emails were judged merely based on the structure of the subject line.
Write a subject line that is sweet and short. You must immediately tell the purpose of your email and then make the reader feel that you sympathize for them. Experts suggest that 30-50 characters subject line is more than enough to yield positive results.
Give Value to the Recipient:
Adding value means you are offering a reward to the receiver in exchange for reading your email. You can provide freebies like e-books, magazine, journal, and other digital resources that would change the outlook of the recipient towards your emails. However, just be careful in doing this because there are people who are only after for the reward and not for the content of your email.
Reveal the Context of Your Email:
You must establish a connection between you and the receiver. It could be a previously sent reference email or a common friend who introduced you in your first meeting. This would help the recipient recall your intent and will also consider the context why you kept sending follow-up emails for an extended period of time.
Directly Cite the Purpose of the Email:
It is very important to immediately reveal the purpose of the email. The purpose must be concise and clear to catch the attention of the recipient.
3 Examples of Expressing the Purpose of Your Email
- It would be better to hear more about this [topic] because I believe I have something to contribute to its success.
- As I told you earlier, here’s the profile [link] of the computer website developer that could help enhance the performance of your website.
- I would like to invite you to [event] to enhance your skills in writing.
There are also techniques that will surely increase the response rate of your email. Just refer to the following techniques and guides.
Simple Steps to Insanely Increase the Follow- up Email Response Rate
Step #1: Apply Personalization:
You need to personalize your follow-up email to get the recipient’s attention. You must send an email that is completely different from the others to stand out. You have to remember that customizing email constitutes giving worth to the recipients.
You can personalize your follow- up email through integrating merge tags. Using merge tags is simply designing a unique email interface to a particular client or prospect. This could be writing the first name of the prospect at the beginning of the email.
Step #2: Research Like a Pro:
If you think that sending a handful of cold emails will do the job in increasing the email response rate, you’re wrong. Don’t ever expect any reliable results from automated emails!
To get the best results, you need first to research and find out the interests of the subject before sending an email. There are lots of ways to check the character of your client; you just need to be patient.
Step #3: Check Your Data:
Reading an email with perfect grammar could also increase the response rate. To do this, you need to clean your data. This means that you need to delete the previous draft and write new and improved follow-up email that is free from any grammar issues.
Step #4: Make your Emails Short:
It is worst to write a long piece without anyone reading it. The long email could drain the attention of the recipient which will eventually turn down his or her interest. Instead, what you need to do is to write a short email that counts.
Step #5: Call-to-Action:
To create an emphatic follow-up email, you must include a strong call-to-action (CTA). CTA is a remark use to prompt an immediate response to a certain request or deal. The key to effective CTA is to consider the comfort of the recipient, like asking his or her preferred date and place before setting up a meeting.
Find the other factors to consider in making an effective CTA here.
Step #6: Wrap up:
You need to close your email the way that it is sympathetic to the recipient. You can do this by asking for any clarifications, suggestions, or eliciting new topic for future discussions.
3. Why Follow- up Emails Works?
You have to consider that the standard email has only 34.1% opening rate. Hence, you need to send follow- up emails to get more response rate.
You can even get a stunning 80% rate of client approval once you send at least five follow- up in the entire duration of your transaction.
Primarily, sending follow- up emails constitutes a higher response rate since it gives more worth to the recipient. This would also mean eagerness to impart something beneficial to the recipient.
Whatever the purpose is, you must not forget to throw a single follow- up message to your prospect client.
4. How Many Follow-up Emails to Send to get a Response from Clients?
There’s no specific number of follow-up emails that would ensure a response from the clients. But what is clear is the necessity to do a follow-up. In fact, a Woodpecker study states that a single follow up email is capable of lifting the mail response rate by 13%.
According to an article published by Steli Efti, the number of follow up request is determined by the kind of interaction between the sender and the recipient. If you are just starting to build a connection through sending a cold email, sending more than two emails is considered as spam.
So, before you decide how many email attempts you would like to take, make sure to classify the
Cold prospects are fresh contacts that you would like to build a connection. These people do not know your personal thrust and have no idea regarding the services that you would like to share to them. You must be careful with the cold heads because they have the shortest tolerance in receiving multiple emails.
Better if you are dealing with the warm leads since these are the people that you already met or engaged in a particular venture. You can send follow-up emails to these people even ten times.
How frequent should we send follow-ups emails?
Steli Efti recommends the following sequence of sending follow up emails:
- Day1- First Follow up (+2)
- Day3- Follow up (+4)
- Day 7- Follow up (+7)
- Day 14- Follow up (+14)
- Day 28- Follow up (+30)
- Day 58- Follow up (+30)
5.Sample Follow-up Email When no Response From the Client.
Take these follow-up email samples as your templates and expect an email revert from your client soon.
1. Follow-up Email Template (Sample Follow-up Email to a Client After Sending a Proposal)
Last night I sent my proposal regarding the website improvement of your business. Since my last email, I hadn’t heard from you again. I would like to ask if my proposal meets your standards or if you have further clarifications regarding my proposal?
I’d like to arrange a phone call later to discuss these matters. Would Wednesday at 8 PM work for you? I’m excited about working with you soon and make my proposal possible!
2. Follow-up Email Template (Signature Requirement)
I’m excited to include you in the company’s roster of regular employees. I am very much eager to finish the registration ahead of time; however, I am stuck due to some signatory requirements.
In order to finish the process, I need you to fill out and affix your signature in the following documents attached to this email.
Please acknowledge receipt of these documents and submit to me by DATE.
If you have any clarifications, questions, or any other concerns feel free to send a message to me.
3. Follow-up Email Template (Payment Follow up)
I write this letter to follow- up the outstanding balance of the laptops that you purchased from [Company]. The unpaid invoice was sent to you on DATE.
Since I get no response from my last email, I just wanted to make sure if the invoice really reached your end.
I know that there are instances that the emails would be marked as spam and will no longer reach your inbox.
There are also instances wherein certain emails are deleted by accidents. With these reasons, I attached again the unpaid invoice for your reference.
4. Follow-up Email Template (Business Venture)
It was a great pleasure and honor to talk to you last night regarding the expansion goals of our business.
I would just like to follow up you with a link that will suffice the feasibility of the expansion of [BUSINESS NAME]. You can find the attached link HERE.
Let me know if you find the content of the link helpful and reliable.
5. Follow-up Email Template (Product/ Item Follow-up)
I hope you recall the last time when I informed you about the wholesale package of our company. That time, we are offering 20% off of our computer products.
Currently, we are running a month- long 30% discount on all of our computer- related items and products. I would like to know if you are interested to avail the offer this time.
You can check the items on sale HERE, and I would be very glad to talk to you if you want to order some items.
These are the things that you must know to write an effective follow- up email.
Indeed, writing a follow- up email isn’t that difficult, right?
Please SHARE your thoughts in the comment section below!