Home Guides How to Write a Follow-up Email: The Ultimate Guide

How to Write a Follow-up Email: The Ultimate Guide

by Naseem Kaloo
write a follow-up email

One of the most common question arises in individuals : how to write a follow-up email

Writing a successful and respectful follow-up email that gets an answer can be complicated. You’re trying to get an answer, but you don’t want to be too judgmental.

Suppose you’re creating a polite follow-up email when you’re seeing someone at a network gathering, sending an invoice, or sending emails with no answer. In that case, we’re going to share suggestions to help you improve the probability of receiving a response.

If you want your email activities to deliver results and protect revenue, you’ll need more than a smart subject line or a nice GIF. You’re going to need a schedule to write a follow-up email. 

This post is here to understand how the follow-up emails have a higher chance to read and reply.

how to write a follow -up email

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Why Are Follow-up Emails essential?

It would help if you established confidence in your prospect to prosper, and that occurs over time, across several points of contact. 

Though email is an essential method in the sales cycle, it also has a significant drawback: the messages you send have a brief shelf life. In reality, an unprecedented 19 percent of email campaigns are open within the first hour of sending. Within 24 hours, the odds of an email opens fell below 1%. Follow-up emails offer an incentive to meet your prospects, even though your initial letter is ignored.

how to write a follow-up email

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Follow-up emails often usually lead to massive response rates.

Sending the Follow-Up Email

Timing is a significant element in email marketing and will decide if you’re productive. A 30-minute timeframe could be the distinction between clicking and reading your email and being discarded without a moment’s delay.

There’s a lot of advice on when to send a follow-up text, but it’s important to note that nothing will be as successful as checking your results.

It is also essential that you use quality sales control systems to track statistics to devise successful strategies.

  • Don’t send follow-up emails on Fridays.

At the end of every week, most individuals spend their time completing their jobs and dreaming about their weekend activities. These practitioners are not in the best mood to start dreaming about new goods or opportunities, so it’s safer to stop sending emails on Fridays.

  • Avoid the Monday Purge
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Most of the specialists begin their week by arranging their assignments and going through the emails they got when they were abroad. They will always erase something that seems insignificant or unsolicited, so you can stop sending the messages or emails on Saturdays, Sundays, or Monday morning.

  • You are using the records to decide the right time for you to deliver follow-up emails.

You will reduce the amount of scrutiny that your email gets and reduce your Click-through rate. 

How Do You Write a Follow-Up Email?

How to write a follow-up email

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The subject line, messaging, and composition of your email follow-up will also play a significant role in deciding how effective you are.

1.Define the intention of the follow-up email

First things, You want to know precisely why you’re sending your follow-up note. If you have a comprehensive sales enclosure, this move would be much simpler.

Let’s say that a team member met with potential at a business event weeks ago. The lead has cooled down since then, so you want to move it down the marketing funnel. 

Now that you’ve got this target in mind, you should think about how to do it with your inbox. For example, you might plan to submit a piece of academic material about your service or product that requires a follow-up discussion.

2.Build a new Crispy Email Subject Line

In your subject line, you have a limited window of time to catch your recipient’s interest. But you’ve got to capitalize on that as soon as you can. Here are the characteristics of the most potent forms of email subject line:

  • Catered

The appropriate subject lines shall be established using quantitative metrics. You should please ensure that the subject lines are specific to your audience, based on the main demographic details, the computer they use, and the email app.

  • Short 

Research shows that the ideal length of the subject lines is 41 characters over seven words. Although the particulars can vary based on your data, it gives you a decent benchmark to reach for: keep it short and find an innovative way to get to the topic.

  • Detailed

Your target group has a finite amount of time because they want emails that respect the words. You should make sure that the opening sentence is as straightforward as necessary and lets the user know whether to review it.

  • Engaging

Finally, you must try to find a way to engage the subject line without sounding obtrusive. Our minds are hard-wired to expend more time and energy on wordplay. In other terms, you can catch the interest of your recipient by using creative strategies.

3. Using the direct and unambiguous terms in your follow-up email

Many email subscribers receive an average of 125 emails a day. In other words, you have to be brutal in deciding whether an email is worth the effort and interest of your readers.

If an email wastes the reader’s time, it will harm your friendship with your prospect. In the other words, you can make sure that any email you send is straightforward and straightforward. 

Your client would understand that you value their time because you will be much more likely to receive a reply. It lets you develop good emotions, too.

4. Get Professional assistance

Any company shares obligations in several ways. In individual businesses, sales professionals are responsible for producing their follow-up emails. In some, the publicity staff may be responsible for developing templates and draughts.

Whatever approach you want to follow, your emails must be of the highest quality. To make sure it’s all right, you’ll want to get the help of a professional writer, so you can pick your foot forward by composing an impressive text.

5. Prepare for writing the Next Follow-up email

Dedication is crucial when it comes to email marketing. An analysis reveals that the 6th email in a marketing series will get a big boost in success rate.

You need to plan your email with your sales enclosure in mind. If your receiver doesn’t respond to this text, what will be the next step, and how do you naturally align it?

Final words

Follow-up emails can turn leads, bring new customers, create good partnerships, and close deals. The most challenging thing is that your email recipients want to read your email and then react to it.

Please think of the essential features of your follow-up email to make it eye-catching, exciting, and meaningful for your recipients. Work along the above steps to write a follow-up email with a goal, a meaning, an intent, and a clear subject line. First, decide the appropriate time to deliver an email so that the client is expected to read it.

 Then sit back and watch the mailbox fill with reactions.

And note, if you ever need extra assistance or help when it comes to your email follow-up strategies, HubSpot’s online sales program is a fantastic site. 

With email models, sequences, meeting planning resources, the Sales Hub will allow you to bring your follow-up emails to the next stage. And you can start improving your lead generation and conversion instantly.

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