Master the Art of the Follow-Up: Your Complete Guide to Email Follow-Ups

October 13, 2023
min read time
Iryna Koshelieva
Iryna Koshelieva
Senior Growth Marketer,
Master the Art of the Follow-Up: Your Complete Guide to Email Follow-Ups

In the fast-paced world of business, sending just one email often isn’t enough. Think about the number of emails you receive in a day; now imagine you’re a busy executive or a sales lead getting tons more. Your initial email might get buried under a pile, unseen, or forgotten. This is where the magic of the follow-up email comes in.

According to a recent study, an astonishing 70% of sales emails go unanswered. However, when individuals took the time to send a follow up email after no response, the reply rate jumped significantly. How significantly? Well, by the 6th email, the response rate was as high as 27%! That’s a pretty compelling reason to consider mastering the art of the email follow up.

Why is Following Up Important?

Imagine you sent a proposal to a potential client. A week goes by, and there’s silence. Do they hate your proposal? Did they never see it? Maybe they’re just too busy? Sending a follow-up email can clarify the situation, reaffirm your dedication, and keep the lines of communication open.

Let’s look at an example of follow up email used by a successful salesperson at a leading software company:

Subject: Following up on my previous email about the Software Proposal

Hi [Name],

I hope this message finds you well. I’m just following up on the proposal I sent last week. I wanted to ensure it didn’t get buried in your inbox or if you had any questions. Looking forward to your feedback.

Best regards,

[Your Name]

How to Craft the Perfect Follow-Up Email

A good follow up email template is like a Swiss army knife – versatile, effective, and always handy. Here are some steps and how to follow up on an email effectively:

  1. Be Timely: Wait 48-72 hours after your initial email before sending the first follow-up. Then, if there’s still no response, wait another week.
  2. Keep it Short: Busy people appreciate brevity. Get straight to the point.
  3. Provide Value: This could be in the form of additional information, a special discount, or even a reminder.
  4. Use a Clear Subject Line: Using phrases like “Following up on this email” or “Just following up” makes it easier for recipients to recognize the context.

Here’s a followup email template to illustrate:

Subject: Checking In

Hi [Name],

Just wanted to check in on the document I sent over on [Date]. Would you need any additional info?


[Your Name]

What if You Still Don’t Get a Response?

There’s a fine line between persistence and annoyance. If you’ve already sent several follow-ups and haven’t received a response, consider this polite gentle follow up email sample:

Subject: Final Check-In

Hi [Name],

I’ve reached out a couple of times, and I understand you’re very busy. I would like to follow up on my previous email one last time. If now isn’t the right time, do let me know how best to proceed.


[Your Name]

In Conclusion

Effective communication, especially in business, is a two-way street. If your initial email didn’t get the response you were hoping for, don’t be disheartened. Whether you’re sending a sales follow up email or just checking in after a meeting, persistence, politeness, and providing value are key.

Use the guidelines and templates provided here to craft your perfect follow up email and remember: the fortune is often in the follow-up!


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