Following up effectively is crucial in business communication. Especially with new contacts. You can turn an inquiry into an opportunity. Or, you can be annoying causing lost creditbility and results.
A well-thought-out follow-up strategy can help you stay top of mind without becoming pushy. You don’t want to be annoying or pushy. That’s called lost opportunity.
Here are some tips to craft effective follow-up emails and calls:
Wait a Reasonable Amount of Time
Timeframe: Typically, give at least 2-3 business days after your initial email before sending a follow-up. For urgent matters, 24-48 hours might be appropriate.
Meetings & Proposals: If you follow up after a meeting or proposal, wait about a week for the first follow-up.
Craft a Clear and Friendly Subject Line
Maintain clarity: The subject should indicate it’s a follow-up but remain friendly and inviting. Examples:
“Following up on [topic]” “Checking in: [topic of discussion]” “Just wanted to circle back on [proposal/discussion]”
Keep the Follow-Up Brief
Acknowledge your previous communication to remind them without being repetitive.
Reiterate your main point or purpose. Example:
“I wanted to follow up on my last email about the proposal we discussed. Have you had a chance to review it?”
Offer Value or New Information
Provide an update or offer additional value to the recipient in the follow-up.
If possible, share a new insight, resource, or relevant information to keep the conversation alive. Example:
“I came across this case study that might be helpful as you consider our proposal.”
Include a Call-to-Action (CTA)
Be specific in your request for the next steps. Avoid vague language like “just wondering…”
Ask for a decision, a meeting, or feedback. Examples:
“Could we schedule a quick call this week to discuss your thoughts?” “Please let me know if you need any additional information to move forward.”
Show Understanding and Flexibility
Acknowledge their time or other priorities to make your email sound considerate rather than demanding. Example:
“I understand you might be busy, but I wanted to ensure you received my previous message.”
Use Different Mediums if Needed
If email doesn’t work, consider a polite phone call or connecting through a professional network (like LinkedIn).
Phone Script Example:
“Hi [Name], I’m following up on the email I sent regarding [topic]. I wanted to see if you had a chance to review it and if there’s anything further I can provide to help with your decision.”
Space Out Multiple Follow-Ups
If you don’t hear back after the second follow-up, wait longer before sending another one (e.g., 5-7 days).
Gradually increase the time between each follow-up to avoid seeming impatient.
Know When to Stop
Limit to 2-3 follow-ups. If the recipient isn’t responding after several attempts, it might be time to let it go.
Your final follow-up can include a polite message signaling you won’t be reaching out again unless you hear back. Example:
“This will be my last attempt to reach you, but I’m still available if you have any questions or need further information.”
End with Gratitude
Close every follow-up with a positive note of appreciation. Example:
“Thank you again for your time, and I look forward to your reply.”
Sample Follow-Up Email Format:
Subject: Following Up on [Previous Topic/Email]
Hi [Recipient’s Name],
I hope this message finds you well and wanted to follow up on the email I sent last week regarding [topic or proposal]. I understand you may have a busy schedule, but I wanted to check if you had any questions or needed additional information.
Would you be available for a quick call this week to discuss any next steps?
Thank you again for your time, and I look forward to hearing from you.
Best regards,
[Your Name]
It’s Easy — Perform Like a Professional
Combining a clear message, value, and respectful persistence will increase your chances of receiving a response while maintaining professionalism.
Use these tips to your advantage, and you’ll find your business communications shine and stand out from the rest. That is good for your career and your business’s bottom line.
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