Discover How To Write A Follow Up On Email After No Response With 15 Best Templates

What is a Follow Up Email?

A follow-up email is a message sent to someone after you have not received a response to your initial email. It's a polite way to remind the recipient of your previous email and encourage a reply.

Follow-up emails are important because they help keep the conversation going and show that you are serious about your request or offer.

Following up on an email after no response can be crucial. Often, people miss emails because they are busy. A polite follow up email can bring your email back to their attention. Studies show that sending a follow-up email can increase response rates by up to 48% (source: Yesware).

When to Send a Follow Up Email

Timing is key when sending a follow-up email. You should wait a few days before sending your first follow up email strategy back-up. Waiting too long might make the recipient forget your previous email.

On the other hand, sending too soon can seem pushy. A good rule is to wait about three to five days before following up.

Key Elements to Include While Writing a Successful Follow Up Emails

1. Include Contact Info and Details

It's important to include your contact info in your follow up email. This makes it easy for the recipient to get back to you.

Why it Matters:

Including contact info ensures the recipient knows who you are and how to reach you. Providing relevant details helps jog their memory about your initial email, making it easier for them to respond.

Here’s what to include:

• Your Full Name: Make sure they know who you are.
• Your Job Title: This helps them understand your role.
• Company Name: Let them know where you work.
• Email Address: They might want to reply directly to your email.
• Phone Number: Sometimes, a brief phone call can solve things faster.

Add Relevant Details:

• Mention the date of your previous email.
• Briefly restate the purpose of your initial email.
• Reference any previous conversation or meeting.

For example, you can end your email with:

Hi [Recipient's Name],

I hope you are well. I am following up on my email from last Monday regarding our potential collaboration on the new project. Please let me know if you need any more information or if we can schedule a brief phone call to discuss this further.

Thank you,

[Your Name]

[Your Job Title]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

2. Use Clear Calls to Action

A clear call to action (CTA) is very important in follow up emails. This tells the recipient what you want them to do next.

Why it Matters:

A clear CTA guides the recipient on what steps to take next. It helps them know how to respond and what is expected of them. Without a clear CTA, the recipient might be unsure of how to proceed, leading to further delays.

Here are some tips for writing effective CTAs:

• Be Direct: Use simple language. For example, "Could you please reply with your availability for a quick call?"
• Be Specific: Tell them exactly what you need. For instance, "Please let me know if we can schedule a meeting next week."
• Be Polite: Use polite phrases like "Could you please" or "Would you mind."

Here is an example of a clear CTA:

Hi [Recipient’s Name],

I hope you are well. I wanted to follow up on my previous email about scheduling a meeting to discuss [Topic]. Could you please let me know your availability for a brief phone call next week?

Thank you,

[Your Full Name]

3. Avoid Spam Filters

Spam filters can stop your email from reaching the recipient's inbox.

Why It Matters:

Spam filters are designed to block unwanted emails from reaching the recipient's inbox. If your follow-up email gets caught in a spam filter, the recipient will never see it. Avoiding spam filters ensures that your email reaches the intended recipient, increasing the likelihood of a response.

Here's how to avoid it:

• Use a Clear Subject Line: Avoid using all caps, excessive punctuation, or spammy words like "free" or "urgent."
• Personalize Your Email: Include the recipient's name and reference any previous email or conversation. Personalized emails are less likely to be marked as spam.
• Avoid Large Attachments: Large files can trigger spam filters. Instead, provide links to documents if necessary.
• Check Your Email Content: Tools like MailTester can help you check if your email content is likely to be marked as spam.
• Authenticate Your Domain: Setting up SPF, DKIM, and DMARC can help ensure your emails are delivered. According to Return Path, authenticated emails have higher delivery rates.

Consider these email subject line examples to improve your open rates.

Example:

Subject: Following Up on Our Previous Conversation

Hi [Recipient's Name],

I wanted to follow up on my previous email regarding our discussion about [topic]. Please let me know if you have any questions or need more information.

Best,

[Your Name]

4. Review the Initial Email

Why It Matters:

Reviewing your initial email helps you understand why the recipient might not have responded. It ensures you address any issues or gaps in your ideal follow up sequence email. By reflecting on your previous message, you can make necessary adjustments to improve your communication.

Here's how to review the initial message:

• Check for Clarity: Ensure your initial email was clear and easy to understand. If not, clarify your points in the follow-up email.
• Include Key Details: Make sure you included all relevant information. If you missed anything important, add it in your follow-up.
• Be Polite and Professional: Review the tone of your initial email. If it was too casual or too formal, adjust your approach in the follow-up.
• Add a Call to Action: Ensure you had a clear call to action in your initial email. If not, include it in your follow-up to guide the recipient on what to do next.

Example:

Subject: Follow Up on Previous Email - Meeting Request

Hi [Recipient's Name],

I hope you are well. I am following up on my email from last week about scheduling a meeting to discuss [topic]. I wanted to see if you had time to review it and if you are available for a brief phone call next week.

Looking forward to your response.

Best regards,

[Your Name]

5. Identify the Right Person

Why It Matters:

Sending your automated follow up sequence email to the right person is essential. If your email goes to someone who cannot help, it wastes time for both you and the recipient. Identifying the right person ensures your message reaches someone who can take action.

Here's how to identify the right individual:

• Research the Contact: Use LinkedIn or the company website to find the correct person to email.
• Verify Email Addresses: Double-check email addresses to avoid sending it to the wrong person.
• Use Clear Job Titles: Look for job titles that match your needs, like "Manager" or "Director."
• Ask for Guidance: If unsure, you can ask in your initial email if you are contacting the right person.

Example:

Hi [Recipient's Name],

I wanted to follow up on my previous email regarding our discussion about [topic]. Can you please confirm if you are the right person to discuss this further? If not, could you direct me to the appropriate contact?

Thank you,

[Your Name]

6. Understand the Recipient's Memory

Why It Matters:

Understanding that recipients may forget your initial email is crucial. People receive many emails daily and might not remember your message. A gentle reminder helps jog their memory and brings your email back to their attention.

Here's how are some ways to do it:

• Include Previous Emails: Mention the previous email in your follow-up and its main points.
• Summarize Key Details: Briefly recap the important information from your initial email.
• Be Polite: Use polite language to remind the recipient without sounding pushy.
• Use Clear Calls to Action: Tell them what you need them to do next, like scheduling a brief phone call.

Example:

Hi [Recipient's Name],

I hope you are well. I am following up on my email from last week about our potential collaboration on [topic]. I wanted to see if you had a chance to review it and if we can schedule a quick call to discuss it further.

Looking forward to your response.

Best,

[Your Name]

7. Ideal Waiting Period Before Sending a Follow Up

Why It Matters:

Knowing when to send a follow up sequence email is crucial. If you send it too soon, it might annoy the recipient. If you wait too long, they might forget about your initial email. Finding the right waiting period helps ensure your email gets noticed and appreciated.

Here's what to do:

• Wait 3 to 5 Days: After sending your initial email, wait about 3 to 5 days before sending a follow-up email. This gives the recipient enough time to read and respond to your first email.
• Be Mindful of Weekends and Holidays: If you send your initial email on a Friday, it’s best to wait until mid-week of the following week to follow up. Weekends and holidays can delay responses.
• Monitor Your Sent Emails: Keep track of when you sent your emails. Tools like email trackers can help you know if and when your emails are opened.

Example:

Hi [Recipient's Name],

I hope you are doing well. I wanted to follow up on my email from last Tuesday regarding our potential project collaboration. Please let me know if you have any questions or need more information.

Thank you,

[Your Name]

8. Avoid Too Many Follow Ups

Why It Matters:

Sending too many follow-up emails can come across as pushy and annoying. It’s important to find a balance between being persistent and respectful. Avoiding too many follow-ups ensures you don’t overwhelm or frustrate the recipient.

Here's how to avoid too many sales follow up:

• Limit to Two or Three Follow Ups: Generally, it’s best to limit your follow-ups to two or three emails. If you don’t receive a response after the third follow-up, it might be time to move on.
• Space Them Out: Give some time between each follow-up email. After your initial follow-up, wait about a week before sending the next one.
• Change Your Approach: If you haven’t received a response after the first follow-up, try changing your approach. You can offer new information, ask a different question, or propose a new idea.

Example:

Hi [Recipient's Name],

I am following up again regarding my previous emails about our potential collaboration. I understand you are busy, but I would appreciate a brief response when you have a moment. If now is not a good time, please let me know, and I can reach out at a later date.

Best regards,

[Your Name]

9. Using the Same Subject Line vs. New Subject Line

Why It Matters:

The subject line is the first thing your recipient sees. It can determine whether they open your email or ignore it. Choosing between using the same subject line or a new one can impact your email’s success.

Here's how to use the same subject line vs new subject line:

Using the Same Subject Line:

• Consistency: Using the same subject line reminds the recipient of your previous email. It creates a sense of continuity.
• Easy Recognition: The recipient can quickly recognize the email thread, making it easier for them to understand the context.
• When to Use: If your initial email was clear and direct, using the same subject line can be effective.

Example:

Subject: Project Collaboration Proposal

Hi [Recipient's Name],

I wanted to follow up on my previous email regarding our potential project collaboration. Please let me know if you need any more information.

Thank you,

[Your Name]

Using a New Subject Line:

• Fresh Attention: A new subject line can grab the recipient's attention if they missed or ignored your previous email.
• Highlight Urgency: If your follow-up is urgent, a new subject line can convey this urgency.
• When to Use: If your initial subject line didn’t lead to a response, trying a new approach can be beneficial.

Example:

Subject: Quick Follow Up on Project Collaboration

Hi [Recipient's Name],

I hope you are well. I am following up on my email from last week about our potential collaboration. Please let me know if you are available for a brief phone call to discuss this further.

Best,

[Your Name]

15 Best Follow Up Email Templates

1. Following Up After No Response

This template is for when you haven’t received a response after your first email.

Why It’s Important:

Following up shows persistence and keeps your request top of mind for the recipient. According to Yesware, sending a follow-up email can increase response rates by 25%.

How to Do it:

• Use a polite and clear approach.
• Reference your previous email.
• Provide any additional information that might help.

Example Template:

2. Follow Up After Initial Email

This template is for following up after your initial email, ensuring the recipient received it.

Why It’s Important:

It’s possible that your initial email was missed or overlooked. Following up ensures that your email is seen and considered. According to HubSpot, 80% of sales require five follow-ups after the initial contact.

How to Do it:

• Restate the purpose of your initial email.
• Politely ask for a response.

Example Template:

3. Follow Up After Previous Email

This template is for when you need to follow up on an email you sent previously, where you might have discussed some details or asked for specific actions.

Why It’s Important:

This keeps the conversation going and shows that you are attentive and organized. Following up after a previous email helps to ensure that nothing falls through the cracks.

How to Do it:

• Mention both your initial and previous follow-up emails.
• Express understanding of their busy schedule.
• Ask for a quick response.

Example Template:

4. Follow Up After Previous Message

This template is for when you need to send follow up emails after sending a previous message that did not receive a response.

Why It's Important:

Following up after a previous message shows persistence and ensures that your initial email is not overlooked. It reminds the recipient of your initial contact and shows that you are serious about getting a response.

How to Do it:

• Mention the previous message.
• Politely ask for a response.
• Keep it short and to the point.

Example Template:

5. Follow Up After Previous Conversation

This template is used to write follow up emails after a previous conversation, such as a meeting or a call, where no follow-up action has been taken yet.

Why It's Important:

Following up after a conversation helps to solidify the relationship and ensure that any discussed actions are taken. It keeps the momentum going and shows that you are proactive.

How to do it:

• Reference the previous conversation.
• Clearly state the next steps.
• Be polite and concise.

Here is a follow up email example to guide you.

Example Template:

6. Follow Up After Missed Call

This template is for following up after a missed call, ensuring the recipient knows you tried to reach them and prompting them to respond or reschedule.

Why It's Important:

Following up after a missed call shows that you value the communication and are keen to connect. It ensures the recipient knows you tried to reach them and encourages them to respond or reschedule.

How to Do it:

• Mention the missed call.
• Propose a new time to connect.
• Keep the tone friendly and understanding.

Example Template:

7. Follow Up After Networking Event

This template is for following up after meeting someone at a networking event.

Why It's Important:

Following up after a networking event shows that you are interested in maintaining the connection. It helps to remind the person of your meeting and keeps the conversation going.

How to Do it:

• Mention the networking event.
• Reference the conversation you had.
• Keep it friendly and professional.

Example Template:

8. Follow Up After Sales Inquiry

This template is for following up after receiving a sales inquiry from a potential customer.

Why It's Important:

Following up after a sales inquiry ensures that the potential customer knows you are attentive and eager to assist them. It can help move the sales process forward and increase your chances of closing the deal.

How to Do it:

• Mention the sales inquiry.
• Provide additional information or answers.
• Encourage further communication.

Example Template:

9. Follow Up with Call to Action

This email template is for follow-up emails that include a clear call to action.

Why It's Important:

Including a call to action in your follow up email template can guide the recipient on what to do next. It helps to make your request clear and increases the likelihood of a response.

How to Do it:

• Clearly state the action you want the recipient to take.
• Keep it simple and direct.
• Provide any necessary information or links.

Example Template:

10. Follow Up After Discovery Call

This template is for following up after a discovery call.

Why It's Important:

Following up after a discovery call shows that you value the discussion and are keen to move forward. It helps to clarify any points discussed and plan the next steps.

How to Do it:

• Mention the discovery call.
• Summarize the key points discussed.
• Propose the next steps.

Example Template:

11. Follow Up for Meeting Request

This template is for following up on a meeting request.

Why It's Important:

Following up on a meeting request shows persistence and interest in scheduling the meeting. It ensures that your request is not forgotten.

How to Do it:

• Mention the initial meeting request.
• Propose a few dates and times.
• Keep it polite and concise.

Example Template:

12. Follow Up After Email Thread

This template is for following up after an email thread where the conversation might have stalled.

Why It's Important:

Following up after an email thread ensures the conversation continues. It shows you are proactive and keen to resolve any pending issues.

How to Do it:

• Reference the email thread.
• Recap the main points.
• Ask for a response or propose the next steps.

Example Template:

13. Follow Up After Quick Chat

This template is for following up after a quick chat.

Why It's Important:

Following up after a quick chat shows that you value the brief interaction and are eager to continue the conversation. It helps to keep the momentum going and move towards your goals.

How to Do it:

• Mention the quick chat.
• Recap the main points discussed.
• Suggest the next steps.

Example Template:

14. Follow Up After Moving Forward

This template is for following up after agreeing to move forward on a project or decision.

Why It's Important:

Following up after deciding to move forward shows that you are committed and organized. It helps to send follow ups to confirm the details and ensure everyone is on the same page.

How to Do it:

• Mention the agreement to move forward.
• Confirm the next steps.
• Provide any necessary details or documents.

Example Template:

15. Follow Up After Days Ago

This template is for following up after a certain number of days have passed since your last interaction.

Why It's Important:

Following up after a few days shows that you are persistent and still interested in getting a response. It keeps the conversation fresh in the recipient's mind.

How to Do it:

• Mention the number of days since the last interaction.
• Reference the previous email or message.
• Ask for an update or provide new information.

Example Template:

Conclusion

Following up on email after no response is crucial for keeping the communication alive. Using follow up email templates helps you save time and ensures you cover all key details.

Remember to craft clear subject lines to grab attention. Always include a call to action in your follow ups. This encourages the recipient to respond. Don’t send too many follow ups. This can annoy the recipient.

Instead, space them out. Mention previous emails or conversations to jog the recipient's memory. This shows you are organized and serious about getting a response.

Use and incorporate data to back your email marketing strategies. This proves persistence is key. With these, your follow up emails will be more effective and increase your response rates.

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