Spencer Lanoue
Writing a follow-up email might seem straightforward, but crafting one that gets results takes some finesse. Whether you're following up on a job application, a sales pitch, or just trying to get a response, a well-written email can make all the difference. Let's break down how to do it right, so you can hit send with confidence.
Start With a Clear Purpose
Every email should have a purpose, but with follow-ups, clarity is especially important. You’re reaching out again, so make sure it’s clear why. Are you looking for feedback? Trying to remind someone of an earlier conversation? Whatever it is, define it before you start typing.
Define Your Goal
Before you begin writing, take a moment to pinpoint exactly what you want to achieve with your email. Are you hoping to rekindle a conversation, remind someone of a task, or perhaps confirm a meeting? Knowing this will help you craft a clearer message. For example, if you're following up on a job application, your goal might be to inquire about the status of your application.
Keep It Simple
Once you know your purpose, don't overcomplicate things. The person on the other end is likely busy, so get to the point quickly. A straightforward approach is often the most effective. For instance, "I wanted to check in regarding my application for the marketing position. Please let me know if there have been any updates."
Use a Direct Subject Line
Your subject line is the first thing the recipient will see, so make it count. It should be direct and to the point. Something like "Follow-Up on Job Application – [Your Name]" or "Checking In: Project Proposal Discussion" works well. Avoid vague subjects like "Hello" or "Just Following Up."
Timing Is Everything
The timing of your follow-up can significantly impact its effectiveness. Too soon, and you risk annoying the recipient; too late, and you might miss your opportunity.
Consider the Context
Timing can vary depending on the situation. For a job application, a week might be a good rule of thumb. For a sales follow-up, you might wait only a few days after an initial pitch. Always consider the context and act accordingly.
Avoid Being Pushy
While timeliness is important, you don't want to come off as pushy. Give the recipient enough time to respond before you send a follow-up. If you're unsure, err on the side of caution and wait a bit longer.
Use a Gentle Reminder
If you're following up after a reasonable amount of time, consider a gentle nudge. Phrases like "I understand you're busy, and I appreciate any updates you can provide when you're able" show respect for the recipient's time while keeping the conversation open.
Keep the Tone Professional
While you want your email to be engaging, maintaining a professional tone is key. This doesn't mean your email has to be stiff or formal, but it should reflect the nature of your relationship with the recipient.
Match the Tone
Consider the tone of your previous interactions and mirror that in your email. If past exchanges have been formal, maintain that formality. If they were more casual, you can relax your tone a bit but still keep it professional.
Be Polite and Courteous
A little politeness goes a long way. Use polite language and expressions, such as "please," "thank you," and "I appreciate your time." This not only shows respect but also makes your email more pleasant to read.
Stay Positive
Even if you're frustrated by a lack of response, it's important to remain positive. Avoid sounding annoyed or demanding. Instead, express enthusiasm and appreciation for any help the recipient can provide.
Provide Context
Without context, your follow-up might leave the recipient confused. Briefly remind them of your previous interaction or the topic at hand to jog their memory.
Reference Past Conversations
Start by referencing your last email or meeting. For example, "I wanted to follow up on the proposal I sent last week" or "Following our conversation at the conference, I wanted to touch base on..."
Be Specific
Specificity helps the recipient quickly understand what you're referring to. Mention dates, names, or titles if they help clarify your message. For instance, "During our call on March 10th, we discussed..."
Keep It Brief
While context is important, avoid overwhelming the recipient with too much information. A brief reminder is usually sufficient. You want to provide enough information for them to understand without having to reread previous emails.
Add Value
A follow-up email shouldn't just be a reminder; it should add value to the recipient. Consider how you can make the email beneficial to them.
Offer Something New
If possible, include new information or insights that weren't part of your initial conversation. This could be an update on a project, a new idea, or an article related to your discussion. It shows you're proactive and invested in the relationship.
Provide Useful Resources
Share resources that might be helpful to the recipient. This could be a relevant article, a link to a helpful tool, or a piece of data that supports your previous conversation. For example, "I came across this article on market trends that might interest you."
Show Genuine Interest
Express genuine interest in the recipient's work or situation. A simple "I hope your project is going well" or "I'm eager to hear your thoughts" can make your email more engaging and personable.
Include a Call to Action
Every follow-up email should include a clear call to action (CTA). This tells the recipient what you want them to do next.
Be Clear and Direct
Your CTA should be specific and direct. Whether you're asking for feedback, a meeting, or a response, make it clear what you're hoping for. For example, "Could we schedule a call next week to discuss this further?"
Provide Options
When appropriate, offer options to make it easier for the recipient to respond. For instance, "Would you be available for a meeting on Thursday or Friday?" This shows flexibility and consideration for their schedule.
Keep It Simple
Avoid overwhelming the recipient with multiple requests. Stick to one clear CTA to avoid confusion. If you need multiple actions, consider prioritizing or breaking them into separate emails.
Proofread and Edit
Even the most well-crafted email can fall flat if it's riddled with errors. Proofreading is a crucial step in the process.
Check for Typos and Grammar
A single typo can undermine your professionalism, so take the time to carefully review your email. Tools like Grammarly can help catch errors you might miss.
Read Aloud
Reading your email aloud can help you catch awkward phrasing or unclear sentences. It also ensures your tone is friendly and conversational.
Keep It Concise
During proofreading, look for any unnecessary words or phrases. Conciseness is key to keeping your email clear and to the point.
Utilize Tools to Simplify the Process
In today's tech-savvy world, numerous tools can assist with writing and sending follow-up emails. These can save you time and ensure your message is polished.
Use Email Templates
If you frequently send follow-up emails, consider creating a template. This saves time and ensures consistency. Just be sure to personalize each email to fit the recipient and context.
Track Your Emails
Email tracking tools can show you when your email was opened, providing insight into the best time to send another follow-up. This data can help you refine your strategy over time.
Consider AI Assistance
AI tools, like Spell, can help draft, edit, and perfect your follow-up emails. They offer suggestions for improvement and help maintain consistency in tone and style. Try Spell for free here.
Final Thoughts
Crafting a follow-up email that gets results takes a bit of strategy, but with these tips, you're well on your way to writing emails that recipients will appreciate and respond to. And remember, tools like Spell can help you write, edit, and format your emails in seconds, saving you time and helping you focus on what truly matters.
