Sending a Follow Up Email After No Response: Sample to Get Replies

Following up with an email after not getting a response can feel uncomfortable. However, it's important to know that about 80% of sales need at least five follow-ups to close, while most people stop after one or two.

That leads to many missed chances! Whether you're reaching out to a potential client or following up after an interview, a good follow-up email can really help.

This guide will give you useful tips, attention-grabbing subject lines, and effective templates to re-engage your recipient's memory and achieve positive results.

How to Write a Follow Up Email

1. Start with Context to Jog Their Memory

Begin by reminding the recipient about your own previous message or email. Mention key details like the topic, date, or action discussed. This makes it easy for them to recall your earlier message.

What to Include:

• Reference your previous email politely. Example: "I sent an email last week about our meeting proposal."
• Highlight important points from the initial message or conversation.
• Use a gentle reminder tone to avoid sounding pushy.

People are busy. A quick recap helps them connect the dots without digging through their inbox.

Example: "Just following up on the email I sent on Monday regarding our project collaboration."

2. Provide New Value

In your follow-up email, don’t just follow up email format, repeat what you said before. Add something new. This could be extra details, insights, or a helpful resource.

How to Add Value:

• Share a relevant article, data point, or tool.
• Address a potential pain point they might have.
• Offer a solution or free resource they can use.

Providing value shows you’re not just following up on busy person for the sake of it. It creates a reason for them to respond.

Example: "Here’s a case study showing how similar clients achieved 25% faster results using our tool."

3. Craft a Compelling Subject Line

Your subject line is the first thing the recipient sees. It decides whether your email is opened or ignored. A strong subject line grabs attention without being pushy or vague.

What Makes a Good Subject Line:

• Personalization: Use the recipient’s name or reference their company name. For example, "Quick Update for [Company Name]."
• Clarity: Avoid vague phrases. Be direct about why you’re writing. Example: "Following Up on Our Last Conversation."
• Curiosity: Spark interest with specific yet intriguing language. Example: "Can We Revisit This Opportunity?"
• Avoid using the same subject line repeatedly, as it may come across as generic or uninteresting.

Tip: Use action words to encourage a response, like "Join" or "Review." Avoid words that trigger spam filters, such as "Free" or "Discount."

Example: "Still Interested in Our Solution?" or, "Quick Follow-Up: Your Feedback on the Proposal"

4. Use Clear, Actionable Language

Once they open your email, the content must be easy to read and actionable. Don’t overwhelm the reader with too much information.

Start your follow-up with a personalized greeting to create a friendly and approachable tone. Use simple sentences and avoid jargon. Break text into short paragraphs or bullet points for easier reading.

How to Make It Actionable:

• Include a clear call to action (CTA). For example, "Please reply with a time that works for a brief call."
• Be specific. Don’t say, "Let me know if you’re interested." Instead, say, "Does Thursday at 2 PM work for a quick chat?"
• Mention a timeline. Example: "Please respond by Friday to move forward."

Key Details to Add:

• Recap your previous email briefly. For example, "As mentioned, I wanted to discuss how we can help with your project."
• Address any potential pain points to show understanding. Keep the tone polite yet firm to avoid sounding desperate.

Example: "I’m following up on my earlier email about the marketing solution we discussed." or, "Are you available for a brief phone call on Thursday to finalize details?"

5. Add a Polite Yet Firm Call-to-Action

A call-to-action (CTA) tells the recipient what you want them to do next. It’s essential to be polite, but clear about your expectations.

Be specific about the action. For example, "Can we schedule a brief phone call on Tuesday?" Use a polite tone. Avoid phrases that sound demanding, like "You must respond immediately."

Add a timeline to meeting request to create urgency. For instance, "Please reply by Friday if this works for you."

How to Write a CTA:

• Use simple, direct sentences.
• Mention what they’ll gain by taking the action. Example: "This call will help finalize the project timeline."
• Avoid vague phrases. Instead of "Let me know," say, "Can we set up a meeting on Zoom?"

Example: "Are you available for a quick chat on Wednesday?" or, "Please confirm if you’re interested by replying to this email."

6. Keep It Short and Skimmable

Most people don’t have time to read long emails. A short, well-organized email message is more likely to get a response.

Your email should be easy to read at a glance. Use bullet points or short paragraphs. Avoid overloading with details. Stick to the key information.

How to Write Skimmable Emails:

• Use headings or bold text for important points.
• Include only key details. Save long explanations for later discussions.
• Add spacing between sections to make it visually appealing.

Example Format:

• Greeting: "Hi [Name],"
• Recap: "I’m following up on my previous email about [topic]."
• CTA: "Please let me know if we can schedule a call by Thursday."
• Closing: "Looking forward to hearing from you!"

When to Send a Follow Up Email

Timing is everything when sending a polite follow up email. If you send it too soon, the recipient might feel rushed. Wait too long, and they might forget who you are.

Give the recipient time to read your first message and respond before you send follow ups. A good rule of thumb is to wait 2-3 days after sending your first email. If there’s no waiting period and still no reply, plan your next follow-up.

Sending too many follow ups to the same thread recipient can reduce your chances of a response. Don’t send too many and write follow up emails close together. This could annoy the recipient. Instead: Wait a week after your second follow-up. If there’s still no response, send a third one after another week.

Emails sent on Tuesdays and Thursdays often get higher response rates. Aim for mid-morning or early afternoon when people are most likely to check their inbox.

"Stop Guessing—Schedule Emails with Precision Using Alore!"

12 Follow-Up Email Template

Follow up email templates save time and ensure consistency in your outreach efforts. Below are the templates to refer to:

1. The Friendly Nudge

This template is great for checking in without sounding pushy. Use it when your recipient might have missed your previous email. It shows you’re thoughtful while gently reminding them of your request.

What to Include:

A warm greeting. A polite mention of your initial cold emailing, or conversation. A friendly request for an update.

Example Template:

2. Add Value with Insights

If your first follow-up didn’t get a reply, offer something new. This could be helpful information or a resource they can use. Adding value keeps the conversation alive and makes your email stand out.

What to Include:

A quick recap of the previous conversation. A relevant resource or tip that addresses a pain point. A simple call-to-action.

Example Template:

3. The Gentle Reminder

This works best if you’re waiting for a specific response, like scheduling a meeting or hiring process or getting feedback. It provides clarity and a timeline, making it easier for the recipient to respond.

What to Include:

A polite reminder email about the pending task. A clear call-to-action with a timeline. A professional tone.

Example Template:

4. Offer a Fresh Angle

Sometimes, rephrasing your message or presenting it differently can grab attention. This is helpful when your initial approach didn’t work. A fresh angle keeps your email interesting and shows that you’re willing to adapt.

What to Do:

Share a new perspective on your previous email or topic. Add a new benefit or solution that wasn’t included earlier. Use a casual and friendly tone to make the email approachable.

Example Template:

5. Create FOMO (Fear of Missing Out)

FOMO can be a powerful motivator. Highlighting urgency or exclusivity can encourage your recipient to act quickly. Creating a sense of urgency can make recipients prioritize your email over others.

What to Do:

Mention a limited-time offer or opportunity. Highlight benefits they might miss out on if they delay. Use a professional but persuasive tone.

Example Template:

6. Leverage Social Proof

Social proof builds trust by showing that others have benefited from your offer or solution. Social proof reassures recipients and makes your email more credible and trustworthy.

What to Do:

Share a success story or testimonial from a similar client. Include relevant data to back up your claims. Make it relatable to their industry or role.

Example Template:

7. Address Possible Concerns

Sometimes, your recipient might hesitate in moving forward because of unanswered questions or doubts. Addressing these concerns directly can clear up misunderstandings. By proactively addressing concerns, you show care and professionalism, which builds trust.

What to Do:

Mention common challenges or concerns they may have. Offer solutions or information that eases their worries. Be empathetic and professional in your tone.

Example Template:

8. Highlight Missed Benefits

If the recipient hasn’t responded, they might not see the value in taking action. Highlighting all the details and benefits they’re missing can nudge them to reply. This approach keeps the focus on the recipient’s needs and shows the value of your offer.

What to Do:

Emphasize what they stand to gain. Use specific examples or data to make your case stronger. Keep the tone positive and encouraging.

Example Template:

9. The “Break-Up” Email

If they still haven’t replied after multiple polite follow up email, it might be time to let them go. A break-up email can create a sense of urgency and give closure. It’s a respectful way to end communication while leaving the possibility of a future response open.

What to Do:

Keep it short and polite. Mention that you won’t follow up again unless they reach out. Leave the door open for future conversations.

Example Template:

10. Offer a Quick Win

Sometimes, your recipient needs something simple and actionable to feel motivated to reply. Offering a "quick win" can make them see value instantly. Providing quick, actionable value helps build trust and shows that you care about their success.

What to Do:

Share a small but helpful tip, tool, or action they can implement right away. Keep the tone optimistic and supportive. Focus on solutions tailored to their needs.

Example Template:

11. Ask for Feedback

Feedback requests are a great way to re-engage someone who hasn’t replied. People often enjoy sharing their opinions. Asking for feedback makes the initial email itself feel less like a sales pitch and more like a conversation.

What to Do:

Ask for their input on your previous email or suggestion. Keep it simple and direct. Show that their feedback matters to you.

Example Template:

12. Include a Free Resource

Everyone loves free stuff, especially when it’s useful. Sharing a relevant resource can grab attention and show your willingness to help. Offering a free resource positions you as helpful and builds goodwill, increasing the likelihood of a response.

What to Do:

Share a guide, tool, or article that solves a pain point. Explain how the resource can benefit them. Avoid being overly promotional.

Example Template:

How to Craft Subject Line That Get Responses

1. Personalize with Specifics

Personalizing your email subject line examples makes the email feel tailored just for the recipient. Mentioning their name, company, or a recent networking event they participated in can grab their attention.

Why It’s Important: People are more likely to open emails that feel relevant to them. Data shows that personalized subject lines can increase open rates by up to 50%.

How to Implement:

• Use the recipient’s name or company in the subject line.
• Reference a recent conversation or action, such as downloading a guide or attending a webinar.
• Keep it concise while making it about them.

Examples: "Hi [Name], Quick Question About [Company]" or, "[Name], Here’s a Solution for [Pain Point]"

2. Spark Curiosity Without Being Vague

A curious subject line piques interest and encourages the reader to open the email. But it’s important to avoid sounding too mysterious or clickbait-like.

Why It’s Important: When your subject line makes people wonder, they are more likely to engage. However, vague or misleading lines can harm your credibility.

How to Implement:

• Pose a thought-provoking question.
• Share an unexpected statistic or benefit.
• Give enough information to intrigue, but leave them wanting more.

Examples: "Did You Know [Stat or Fact] Could Save You [Benefit]?" or, "This Simple Idea Could Change [Recipient’s Industry]"

3. Ask a Thought-Provoking Question

Asking a question in your subject line encourages the reader to think and engage. It can focus on their pain points or spark curiosity about a solution.

Why It’s Important: Questions grab attention because they demand mental engagement. When people see a question relevant to their challenges or interests, they’re more likely to open the email to find the answer.

How to Implement:

• Frame the question around the recipient’s problem or goal.
• Be specific and keep it short.
• Avoid vague or irrelevant questions that may confuse the reader.

Examples: "What’s Holding You Back From Achieving [Goal]?" or, "Did You Know This Could Save You [Time or Money]?"

By making the question about them, you create a sense of personal relevance and urgency.

4. Highlight Value or Benefits Clearly

Your subject line should communicate what the reader will gain by opening your email. Focus on a specific benefit or outcome they care about.

Why It’s Important: People are busy and don’t have time to guess the value of your email. Highlighting clear benefits upfront ensures your email stands out in their crowded inbox.

How to Implement:

• Use action words to emphasize benefits.
• Mention numbers or specifics, like "10% faster" or "3 easy steps."
• Avoid overpromising or using generic phrases like "Best Deal Ever."

Examples: "Save 20% on [Product] Until Friday" or, "3 Quick Ways to Improve Your [Metric]"

By clearly stating what’s in it for them, you make it easier for recipients to see why they should care.

5. Create a Sense of Timeliness or Urgency

Timely subject lines push the reader to act quickly. Words like “limited time” or “last chance” signal urgency and importance. This technique ensures your email isn’t ignored or delayed.

Why It’s Important: In a crowded inbox, emails with urgent subject lines stand out. Urgency taps into the fear of missing out (FOMO), which drives faster action.

According to research, emails with urgent subject lines see higher open rates, especially during promotions.

How to Implement:

1. Use specific deadlines or timeframes (e.g., “Offer Ends Tonight”).
2. Highlight exclusive opportunities (e.g., “Only 5 Spots Left”).
3. Keep it simple and direct to avoid confusion.
4. Add action words like “Hurry,” “Act Now,” or “Don’t Miss Out.”

Examples: “Hurry! Only 24 Hours Left to Save 20%.” or, “Last Chance to Claim Your Free Resource.”

Automate Follow Up Emails with Alore

Automating your follow-up emails can save time and ensure consistency. Alore’s tools make this process easy and effective, providing features tailored for seamless email automation.

Here's how you can use Alore to improve your follow-up strategies:

1. Set Up Your Campaigns

Alore allows you to manage multiple campaigns. Organize your emails based on categories like "Marketing," "Consulting," or "IT Services." Use the campaign dashboard to track each campaign's progress.

A structured campaign ensures every email reaches the right person and audience at the right time. This organization improves response rates.

Use the sidebar to switch between campaigns. Name each campaign clearly to avoid confusion. Monitor performance using Alore’s analytics dashboard.

2. Design Personalized Mail Sequences

Alore’s platform supports customizable mail sequences with placeholders like {{firstName}}. You can create a series of emails to send automatically, spaced at specific intervals.

Personalized emails feel more genuine and are more likely to get replies.

Create placeholders for names, company details, or previous email references. Use the scheduling feature to time emails for optimal delivery. Adjust intervals between emails based on your target audience’s preferences.

3. Use Performance Metrics to Improve Emails

Alore offers detailed metrics such as open rates, reply rates, and bounce rates. These metrics help you understand which emails perform best.

Metrics give you insight into what works and what doesn’t, allowing for continuous improvement.

Check open rates to see if your subject lines are effective. Use reply rates to identify engaging email content. Adjust poorly performing emails based on feedback.

4. Automate Reply Handling

The platform includes a dedicated section for managing replies. You can track responses in real-time, ensuring timely follow-ups with prospective customers and interested leads.

Prompt responses build trust and improve conversion chances.

Check the "Replies" section daily. Use Alore’s tools to segment interested leads for further engagement. Set up reminders for your ideal follow up sequence actions.

5. Schedule Emails for Maximum Impact

With Alore, you can schedule emails based on time zones and preferred delivery times. This ensures your emails are sent when recipients are most likely to open them.

Timing can significantly affect open and response rates.

Research your target audience and their active hours. Use Alore’s scheduler to match email delivery to recipient time zones. Monitor analytics to refine timing over time.

6. Ensure Domain Health

Alore includes domain health checks to ensure your emails are delivered successfully. Features like DMARC and SPF policy alerts protect your domain’s reputation.

Healthy domains improve email deliverability and avoid spam filters.

Use the domain health feature to check for issues regularly. Follow recommendations to fix any warnings.

Automating follow-up emails with Alore simplifies the process while enhancing efficiency. By setting up structured campaigns, personalizing sequences, and using analytics, you can create an effective follow-up strategy.

Use Alore’s automation tools to save time, increase response rates, and build stronger connections.

Pricing and Plans

1. Starter Plan: At $19 per month, this plan is ideal for those beginning their outreach efforts. It includes:

• Free email verification.
• Unlimited connected email accounts for sending cold emails.
• Connection of up to 5 unique domains for warming up.
• 1,000 uploaded accounts.
• A monthly email volume of 5,000.

2. Professional Plan: Priced at $49 per month, this plan suits growing teams aiming to enhance their outreach. It offers:

• All features of the Starter Plan.
• Connection of up to 20 unique domains for warming up.
• 25,000 uploaded accounts.
• A monthly email volume of 100,000.

3. Expert Plan: At $149 per month, this plan is designed for businesses seeking to optimize outreach with expert guidance. It includes:

• All features of the Professional Plan.
• Connection of unlimited unique domains for warming up (subject to fair usage).
• 100,000 uploaded accounts.
• A monthly email volume of 500,000.

Each plan provides free email verification and unlimited connected email accounts, ensuring high deliverability and effective outreach. Alore's pricing structure is designed to scale with your business, offering the tools necessary for successful email marketing campaigns.

Tips to Recap the Previous Conversation Briefly

1. Highlight the Core Agreement or Topic

Start by summarizing the main point of your last email. Highlight the core agreement or the main topic discussed. This keeps the recipient focused.

Why It’s Important: It reminds the recipient of what you talked about before. It also saves them time, making your email easier to read. Recapping previous emails helps ensure you and your recipient are on the same page.

How to Do It:

• Use simple language like, “In our last email, we discussed…”
• Be specific about the topic, like “the marketing strategy for Q4.”
• Keep it short—one or two sentences are enough.

Example: “In my previous email, I shared a proposal about optimizing your sales funnel using automation tools.”

2. Mention Specific Action Items Discussed

Mention the action items or steps you talked about last time. This could include deadlines, tasks, or agreed-upon actions.

Why It’s Important: It shows you are organized and value their time. This also helps them recall what they were supposed to do next.

How to Do It:

• Reference exact tasks, like “You mentioned reviewing the draft by Wednesday.”
• Use bullet points for clarity if you’re listing multiple items.
• Be polite and assume they might need a reminder.

Example: “You planned to review the draft and share feedback by the end of last week. If you need more time, feel free to let me know!”

3. Use Dates or Timelines as Anchors

Referencing specific dates or timelines from your past communication helps the recipient recall the context. For example, mention the date of a meeting, a proposal deadline, or a conversation.

Why it’s Important: Dates act as memory triggers. They help your recipient quickly connect the dots. Without them, they might struggle to remember what you discussed.

How to Implement:

• Start with a statement like, "On [specific date], we discussed…"
• Mention key timelines: "We agreed to follow up by [date]."
• Always include a clear reference, e.g., "Your feedback on [specific document] on [date]."

By anchoring your recap to a specific timeline, your automated follow up sequence email feels structured and professional. It also reminds the recipient of their prior commitments.

4. Acknowledge Key Concerns or Priorities

Reaffirm any specific concerns or priorities discussed with potential clients in your previous conversation. For instance, if a client expressed a need for quick delivery, highlight that.

Why it’s Important: Showing that you remember their concerns builds trust. It shows that you listened and care about their needs. This makes your email stand out among generic sales emails that follow up.

How to Implement:

• Write a sentence like, "I recall you mentioned [concern or priority]."
• Connect the concern to your solution: "We’re addressing this by [specific action]."
• Keep it concise and relevant, focusing on the most important points.

Acknowledging their concerns signals that you value their input. It also shows you’re proactive in meeting their expectations.

5. Use Bullet Points for Clarity

Using bullet points makes your email clear and easy to follow. It helps the recipient quickly understand the key points of your previous discussion.

Why It’s Important: Long paragraphs can overwhelm or confuse your reader. Bullet points break the text into manageable parts. This is especially useful when you’re sending a follow up sequence email after no response. Bullet points show that you value the reader’s time.

How to Implement:

• Start with a clear summary. Open your email by mentioning you are following up on your previous email. Reference the date or topic to make it specific.
• Use concise bullet points. Highlight key agreements, timelines, or next steps discussed. For example:
  • Date of the last meeting: August 10th.
  • Main topics covered: Budget approvals and team deadlines.
  • Next steps: Finalize contract and schedule a follow-up call.
• Make it action-oriented. Use phrases like, “As discussed, please confirm…” or “Could you provide feedback on…”

"Ready to Take the Stress Out of Follow-Ups? Alore Has You Covered! Sign Up Today"

Conclusion

Following up after no response is a skill that requires clarity and strategy. By using the right follow up email examples and personalized email subject lines, you can improve your chances of getting a reply. Remember to keep your tone polite, focus on the recipient’s needs, and always add value. Use these tips and examples as a guide to craft the perfect follow-up email that gets results.

‍