They say the squeaky wheel gets the grease. But sometimes, a squeaky wheel can be annoying and make you want to get rid of the whole cart. In other words, understanding how to write and compose a follow-up email is important.
First, you must set a clear goal for your message, such as requesting information, scheduling a meeting, catching up, or saying thank you. Then, include context to remind the recipient of previous interactions. Clearly state your purpose and use a compelling subject line. Finally, send your email at the right time for the best chance of a response.
Effective Tips On How To Compose a Follow-Up Email
Here are some simple and effective tips for you.
1. Set a Clear Goal
After meeting or talking with someone, it’s time to send a follow-up email. Before writing it, decide what you want to achieve:
- Information Needed: If you forgot to ask something or need more details, clearly state what information you need. This helps the recipient give you the right details quickly.
- Meeting Request: If you want another meeting to discuss something, explain what you want to talk about and why it’s important. You can also include a link to a scheduling tool to make it easier for them to pick a time.
- Catch Up: If it’s been a while or you’ve heard news about them, reach out to reconnect. Mention the news and ask how things are going. This can show you’re interested in their updates and may help you offer support when needed.
- Thank People: Always thank people when they help you, like giving referrals or writing reviews. This leaves a positive impression and keeps the relationship strong.
Make sure your email clearly states its purpose and provides a simple way for the recipient to respond or act.
2. Start with Context
How many emails do you get each day? Probably a lot. Because people get so many emails, it's important to include a personal touch or shared interest in your message when composing a follow-up email. This helps the person remember you, especially if this is your first follow-up or if you haven't talked in a while.
Start your email by reminding them who you are and why you're following up. This way, they won't be confused. You can start the email with sentences like, I was inspired when we last talked about (topic), or We met last week at (place).
3. Mention the Purpose Clearly
Now, clearly state why you’re sending the follow-up email. Be direct about what you want. This helps avoid sounding spammy or confusing. For example, instead of saying, Let’s grab coffee and chat, say, I’d like to meet to learn how you meet your goals because I’ve been having trouble with mine.
This way, your contact will understand why you’re reaching out and be more likely to respond.
4. Write an Effective Subject Line
Did you ever have a teacher who said to write your introduction after writing the body of your essay? You can do the same with follow-up emails.
When you are composing a follow-up email, write the email (opening, body, closing, and signature), then write the subject line. This helps you create a subject line that grabs attention and matches your email content. Here are some tips for strong subject lines:
- Use specific numbers and times.
- Create urgency with tomorrow, or mention a date.
5. Send the E-mail!
Your follow-up email is ready! It's clear, has a purpose, and is a subject line. Next, decide the best time to send it. Here are some timing tips:
- Within 24 Hours: Say thank you after meetings or special events.
- Within 48 Hours: Follow up on important documents or urgent matters.
- Within 1-2 Weeks: Check in on meeting requests or job offers.
- Every 3 Months: Catch up with old contacts and see if anything has changed.
That's it! You’ve composed a strong follow-up email that should get a good response.
How do you politely write a follow-up email?
Start with a friendly greeting. Remind them of your previous email. Politely ask for an update or response. Thank them for their time.
How do you put a follow-up on an email?
Reply to the original email with a brief message. Mention that you are following up on your previous email. Ask if they need any more information.
What is a gentle follow-up?
A gentle follow-up is a polite way to check in on something or remind someone about a previous request without being pushy or aggressive.
To Sum Up
In short, it is essential for you to understand how to compose a follow-up email in order to build a strong relationship and get a response. Effective ways include setting a clear objective, starting with context, an effective subject line, and mentioning the purpose clearly. If your email meets all the demands mentioned above, your follow-up email is good to go!
If you are reluctant or not trained enough in email personalization or automation, we at LISTGIANT can help. We can not only help you craft effective email campaigns but also provide you with high-quality email lists for sale. You may contact us to learn more.