Spencer Lanoue
You've sent out your email, waited diligently, and yet... crickets. We've all been there, staring at our inbox, wondering if our message got lost in the digital ether. The art of the follow-up email can be a game-changer in these situations. Let’s break down how to craft a follow-up email that actually gets a response.
When to Follow Up: Timing is Everything
Before you hit "send" on that follow-up, consider the timing. Patience is a virtue, but so is knowing when to nudge. As a general rule, waiting a week after your initial contact is a safe bet. This gives the recipient enough time to read, process, and respond to your original message. However, if your email is time-sensitive, a shorter timeframe, like three days, might be appropriate.
Consider the nature of your relationship with the recipient as well. If it’s a job application, waiting a week or even two might be prudent. For business inquiries or networking, a quicker follow-up could be more effective.
Crafting the Perfect Subject Line
Your subject line is your first impression, so make it count. It should be clear, concise, and give a hint of what the email is about. Avoid generic lines like "Just following up" or "Checking in." Instead, try to be specific and relevant to the original email. For example, "Following Up on Our Meeting Proposal" or "Quick Update on Our Discussion Last Week."
Here's a quick tip: if you're using Spell, it can help brainstorm effective subject lines tailored to the context of your email content.
Personalize Your Greeting
Personalization goes a long way in making your follow-up more engaging. Start with a friendly, yet professional greeting. If you’re on a first-name basis, use their first name. Otherwise, stick to a more formal approach with their last name.
Example:
Hi Sarah,
or
Dear Ms. Johnson,
Starting your email on a personal note shows that you’ve put thought into your message and that it’s not just a copy-paste job.
Remind Them of the Context
People receive a lot of emails, and your recipient might not immediately recall your conversation. Briefly remind them of the context of your previous email. Keep it short and to the point.
Example:
I hope this message finds you well. I wanted to follow up on the proposal I sent last week regarding our potential collaboration on the marketing campaign.
Notice how this not only reminds them of the previous conversation but also hints at the main topic of your follow-up email.
Get to the Point
In a world where everyone seems to be pressed for time, brevity is appreciated. After your brief reminder, state the purpose of your follow-up clearly. Whether you're looking for feedback, confirmation, or a decision, it’s essential to be direct.
Example:
I'm eager to hear your thoughts on the proposal and discuss any adjustments you might suggest. Your feedback would be invaluable in moving forward.
Being clear about what you want can help the recipient provide you with a more focused response.
Add Value Where You Can
Always aim to add value in your follow-up. This could be anything from providing additional information, sharing relevant articles or insights, or simply offering assistance. This shows that you’re genuinely interested in helping, rather than just seeking something for yourself.
Example:
I've attached a recent case study that highlights the success of a similar campaign we conducted, which might provide some useful insights.
Providing value not only makes your email more interesting but also demonstrates your expertise and willingness to contribute positively.
Make It Easy for Them to Respond
End your email by making it easy for the recipient to respond. Ask specific questions that require a straightforward answer, or offer times for a call if that’s applicable. This reduces the effort on their end, making it more likely they’ll get back to you.
Example:
Could we schedule a brief call to discuss this further? I'm available on Tuesday and Thursday afternoon, but I'm happy to adjust to your schedule.
By offering specific options, you make it easier for the recipient to take action, rather than leaving the decision entirely up to them.
End with a Polite Closing
Your closing should be polite and professional. Use phrases like “Looking forward to your response” or “Thank you for your time” to wrap up your email. It leaves a positive impression and reiterates your anticipation for their reply.
Example:
Thank you for considering my proposal. I look forward to your feedback.
Closing on a positive note helps maintain a friendly tone and keeps the door open for further communication.
Proofread Before Sending
It may sound obvious, but always proofread your follow-up email before hitting send. Typos and grammatical errors can distract from your message and make you appear less professional. Consider reading your email out loud to catch any awkward phrasing or errors.
Here’s where Spell can be incredibly helpful. Not only can it assist in drafting your email, but it also provides suggestions and corrections to ensure your message is polished and clear.
Examples of Effective Follow-Up Emails
Seeing examples can be incredibly helpful, so let’s look at a few sample follow-up emails for different scenarios.
Follow-Up After a Job Interview
Subject: Following Up on Our Interview
Hi [Interviewer's Name],
I hope you're doing well. I wanted to thank you once again for the opportunity to interview for the [Job Title] position at [Company Name]. It was a pleasure to learn more about the team and the exciting projects ahead.
I'm writing to see if there have been any updates regarding my application status. I'm very enthusiastic about the possibility of joining [Company Name] and contributing to the team with my skills and experiences.
Thank you for your time and consideration. I look forward to hearing from you soon.
Best regards,
[Your Name]
Follow-Up on a Business Proposal
Subject: Proposal Follow-Up: [Project Name]
Dear [Recipient's Name],
I hope this email finds you well. I wanted to follow up on the proposal I submitted last week regarding [Project Name]. I am eager to hear your thoughts and discuss any questions or concerns you might have.
Please let me know if there's a convenient time for us to have a call or if you prefer further details via email.
Thank you for your consideration.
Warm regards,
[Your Name]
Follow-Up After a Networking Event
Subject: Great Meeting You at [Event Name]
Hi [Recipient's Name],
I hope you remember me from [Event Name] last week. I truly enjoyed our conversation about [Topic Discussed] and learning more about your work at [Company Name].
I would love to continue our discussion and explore opportunities to collaborate. Please let me know if you're available for a coffee meeting or a phone call in the coming weeks.
Looking forward to reconnecting.
Best,
[Your Name]
Final Thoughts
Writing a follow-up email that gets noticed involves timing, clarity, and a touch of personalization. Remember to keep it brief and to the point, while adding value and making it easy for the recipient to respond. By using tools like Spell, you can craft polished and effective follow-up emails in no time. Happy emailing!
