Have you sent an email and still haven’t received a response? It might be time to send a follow-up email. Just like the email presentation discussed recently, the follow-up message is also very important and should not be improvised. It requires tact and precision. Here is everything you need to know to write impactful follow-up emails, while maintaining a good relationship with the recipient.
Why send a follow-up email?
Sending a follow-up email is crucial for maintaining momentum in professional communications. It serves to follow up by reminding the recipient of a previous discussion, encouraging action (response or decision-making), clarifying information, and managing expectations.
If your message has not been read or was forgotten among many others received, the follow-up helps to bring your communication back to the top of the list and increases your chances of getting a response.
It can also be an opportunity to rephrase your message to more easily reach the recipient.
Finally, sending a follow-up email can be a way to maintain and strengthen the relationship with your interlocutor, by showing that you are eager to collaborate with them.
How do I know if I should send a follow-up email?
The answer to this question depends on several factors, starting with the initial context. What was the nature of your first communication? If the initial email asked for a specific response or action, and you haven’t received a reply, a follow-up is appropriate.
Then comes the timing. Allow a reasonable amount of time before following up. The duration can vary depending on the context, but a week is often considered sufficient for a first follow-up. However, if the subject of your email is urgent, a shorter time frame may be justified. Assess the urgency and importance of the response or action required to determine the right timing.
Regarding the number of follow-ups, it is advised to limit to two or three times, spacing them a few days to a week apart, depending on the priority and importance of the subject. Beyond this, it may be preferable to seek other means of communication or to consider that the concerned person is not interested or not available.
Although it may seem obvious, it’s still worth mentioning that if you receive a response indicating that the recipient needs more time or asks you not to send any more messages, it is crucial to respect their request.
Follow-up email: scenarios and examples
1# The follow-up after a meeting or event
After a meeting or event, it’s important to thank the recipient for their time and briefly remind them of the context of your exchange. Highlight the key points discussed and propose concrete steps for moving forward.
Example
Subject: Thank you for our meeting – Next steps
Hello [Name],
I appreciate our enriching exchange earlier. I particularly appreciated our discussion on [specific subject]. To advance our project, I suggest that we [concrete action]. Could you confirm your availability for a follow-up next week?
Kind regards,
[Your name]
2# The commercial follow-up
In a commercial context, the goal is to maintain the prospect’s interest. It’s crucial to be polite, personalize the message, and remind them of the added value of your proposition.
Example
Subject: Your thoughts on our proposal – [Product/Service name]
Hello [Name],
I hope you are well. I wanted to follow up on our last exchange regarding [product/service] and know if you had any questions or needed further clarification. We are convinced that [product/service] can really bring [specific benefit] to [prospect’s company]. Would you be available to discuss how we could collaborate?
Best regards,
[Your name]
3# The follow-up for a payment or specific action
When it comes to following up for a payment or required action, it’s important to remain professional, precise, and direct, while avoiding being too pushy.
Example
Subject: Follow-up on your payment for [invoice or service]
Hello [Name],
I hope you are doing well. I wanted to inquire about the status of the payment for [invoice amount], which was sent on [date]. Could you please confirm the expected settlement date? This would help us to plan our accounts accordingly.
Thank you for your attention to this matter.
Kind regards,
[Your name]
Tips for writing effective follow-up emails
To write an effective follow-up email, it’s essential to follow a few key principles that ensure your message is professional and effective:
- Be clear and concise – Your email should be direct and to the point. Avoid superfluous information and focus on the main goal of your follow-up.
- Use an appropriate tone – Opt for a tone that reflects both the formality level of the relationship and the situation. Always stay professional, courteous, and positive.
- Personalize your message – Address the person directly by using their name. If possible, mention previous exchanges or situations with the interlocutor to show that your email is thoughtful and specifically addressed to them.
- Clearly indicate the expected action – Be specific about what you expect in return from this email. If you are looking for a response, a meeting, or a payment, state it clearly.
- Propose a follow-up – Offer options regarding the next steps, like suggesting a date for a call or a meeting, to facilitate the recipient’s response and action.
- Limit the number of follow-ups – Do not harass your interlocutor with too many emails. If you haven’t received a response after two or three follow-ups, it may be time to rethink your approach.
- Pay attention to timing – Choose the right moment to send your follow-up, considering work hours and business days to maximize your chances of getting a response.
- Proofread before sending – Make sure your email is free of mistakes. A well-written message reflects your professionalism and attention to detail.
Writing a follow-up email requires a balance! You need to be assertive without being intrusive, direct without being abrupt, and professional while still being cordial. By following these tips and adjusting your approach, your messages are more likely to be well-received and to get the desired response or action.
