Follow Up Email

How To Write A Follow Up Email?

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Introduction

Writing a follow up email differs significantly from creating the first cold email.

With initial cold emails, you aim to step into the conversation, offer your original pitch, and start connecting with potential clients.

Follow up email is used to re-initiate communication with unresponsive leads, build upon the existing relationship and push forth towards your final objective.

Research shows that sending 2- 3 follow up email is optimal.

Shockingly, 48% of salespeople don’t send any follow up correspondence, while 44% quit after just one single follow up call. Interestingly, 80% of all sales require at least five follow ups.

Sadly, many people experience issues getting potential clients to respond even after several follow up emails have been dispatched.

If this happens with numerous prospects, it can lead to confusion about the cause.

  • Was it due to something that you mentioned
  • Are your prospects too occupied for replies?
  • Should you reach them one more time?

The answer to that last question is most certainly YES!

This time, though, adopt the right strategy.

In this article, we will explain how to create a compelling follow up email which encourages responses and moves transactions along

How to write a follow up email?

We are far along in this explanation involving John who seems unsure about the benefits of good follow up emailing strategies. Let’s maintain our focus on him..

Taking advice from Mark he finally decides to perfect his skills in composing and dispatching engaging follow up emails. During his journey through this process, he discovers specific strategies that transform his correspondence from dull notes to engaging conversations with increased reply rates.

A solid email subject line is essential, and we cannot disregard it. However, since it’s a broad topic in itself worth an independent blog, let’s skip directly to the topic of composing an effective follow up email..

Dispatch a follow up email on the initial chat thread.

Sending your follow up email on the original thread keeps that conversation alive.

It’s like a chat.

Your prospect can easily understand why you’re sending a reminder when it’s in an existing email thread. This method feels more like a tip than beginning an entirely new conversation, making it easier and increasing the chances of getting a reply.

Make your follow up email meaningful.

Furnish your email with details about the earlier communication. A friendly reminder about previous discussions draws your prospect’s attention and stimulates initial interactions.

Here are some lines John now begins his follow up email with,

  • I saw you opened my earlier email on {email subject line}. I’d love to explain how this could benefit your team.”
  • I’m checking in on {pending item} we talked about. I have some new information which I think will answer your queries.”

Add worth to your follow up email

Composing a good follow up email is crucial. John understands the importance of adding value.

He now offers valuable resources such as formats, case studies, free instrumentations, success accounts, and webinar invites. However, ensure that any resources provided are relevant and of superior quality.

Practicing the 2 Gives 1 Ask strategy, he gives twice before asking for anything. This approach makes John’s emails more interactive and valuable.

State reasons for following up

Now, John immediately goes to the reason behind following up in his emails. He expresses it concisely, allowing prospects to picture what they will gain by interacting with him.

He draws attention to changes since his last email.

Currently, he makes his cold emails friendly and informal. He discovered that this method improves his response rates. His follow up email focus primarily on the potential client so he limits using ‘I’ and ‘We’.

The following are some examples he utilizes,

  1. “Think about how [Product Name] simplify your [aspect of prospect’s role] tasks. Let’s talk if it’s the right solution for you.”
  2. “Curious if [Product Name] can ease your [aspect of prospect’s role]? Interested in exploring this option?”
  3. “As your job includes a lot of [aspect of prospect’s role], you might find [Product Name] appealing. Can we discuss how it can improve your workflow?”
  4. “Your work involves much of [aspect of prospect’s role]. I wonder, can [Product Name] streamline your processes? Shall we probe into it?”

A clear call to action is critical.

Through experimenting with different methods, John gained a vital insight into effective cold emailing, ensuring the call to action is readily apparent and brief to achieve optimal outcomes. 

Ask yourself. What do you want from prospective clients? John guides them towards action, whether arranging a call, viewing a demonstration, or simply replying.

The following are some calls to actions that John employs,

  • “Can we arrange a quick call to discuss this further? What about next Wednesday at 3 p.m.?”
  • “Would you like further information? I can send you a detailed presentation. Respond ‘Yes’ if you would like that.”
  • “Experience our new software’s functionality with a live demonstration. Might I schedule one for next Tuesday at 11 a.m.?”

End Gracefully

John believes concluding an email conversation naturally and consistently with earlier interactions makes a strong impact. He knows that a pleasant goodbye sticks in the mind of the recipient.

Here are some of John’s goto closing statements,

  • “Eager to get your opinion. Your ideas matter greatly. Best, John”
  • “Let’s work on this opportunity collaboratively. Feel free to ask any questions. Warmly, John”
  • “Should you have any queries or need more information, feel free to ask. Eager for your response. Best, John”

Vary Your Follow Up Strategies

It would help if you tried different follow up approaches to boost success or generate responses.

Multichannel Outreach

Research shows WhatsApp and text messages enjoy an impressive 98% open rate, delivering a competitive advantage when used concurrently with email, which sits at 22% open rate (Source).

Multichannel outreach means connecting with your customers across various communication platforms. This method lets you know how your prospect prefers to interact. Besides emails, LinkedIn, Twitter, Instagram, and other social media platforms can be used along with phone calls or direct messages for added personal touch. You also have the option of using WhatsApp to reach out to prospects.

Widening your outreach through multiple mediums increases your chances of successfully reaching your audience where they’re most receptive. 

Data from Backlinko suggests that reaching out multiple times boosts chances of getting a reply by 160% 

Video Messages

Video messages are an effective method to lend a personal touch to your follow up email. 

Instead of only text, recording short videos where you mention the recipient’s name and address their needs or interests may also be beneficial.

You can let your personality shine through with videos, establish rapport, and create a solid emotional connection. Briefly summarize what you’re providing in your videos, share stories of previous successes, or give a quick demo.

You can use tools like Loom and Vidyard to include these videos or embed YouTube links in your emails.

Using a cold email software

This software could resolve all of your follow up issues.

 Automated Follow up email

The software allows for automated follow up sequences. You can set up a series of follow up emails at specific times so that prospects receive messages that are both timely and relevant without any need for manual input.

Personalization

This software helps add recipient names, company names, and other customized details using merge tags, which increases the personal feel of your emails.

Close More Deals with Actionable Follow up Email

We know that most email opens occur within 24 hours. If the receiver is going to respond, it will most likely happen during that period.

If you are still waiting for the response you wanted, no harm will be posed by following up.

Following up has its advantages.

Campaigns including just one follow up email increases lead generation by 22% compared to those with none.

You increase your response rate by following these tips and high-quality email lists from myEmailVerifier, leading to more business closures.

Your use level determines our reasonably priced services. Register freely to experience our services.

FAQs

What is the number of follow up email to send?

There’s no specific number for sending follow up email. However, a common suggestion is to send between 39 strategic follow up emails for getting a response from prospects.

What is the purpose of sending follow ups?

Follow ups are sent to renew contact and maintain conversations, which may lead to successful connections and deals over time.

How frequently should you send a follow up email?

The best time for first-ups is 13 days after your first reach out. For cold contacts, gradually increase the time between follow ups. Start one week after the original email, then two weeks after the first remider, then 34 weeks for extra messages. The aim is to stay memorable without being annoying.

What actions should be taken if there’s no response, even after multiple follow-up emails?

If you receive no response even after several attempts with many follow up emails, it’s suggested to focus on other prospects.

How can I automate a follow up email in Gmail/Outlook?

Gmail and Outlook do not have an inbuilt feature for automatic follow up. You need to use an external email outreach tool to send automated follow-up emails.

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