The truth is, you can\u2019t control if, when, or how someone responds to your emails. But what you can do is put your best foot forward to encourage better response rates.<\/p>\n
Over 67%<\/a> of marketers worldwide confessed that their email campaigns experienced a rise in open rates.<\/p>\n If you\u2019re ready to learn how to write a follow-up email that gets results<\/a>, stick around.<\/p>\n In this article, we\u2019ll walk you through eight simple steps to setting up a follow-up plan that can get you one step closer to your goals.<\/p>\n And speaking of goals \u2026<\/p>\n What’s your goal for following up? What do you hope the recipient will do? For instance, hire you? Collaborate with you? Fix a problem?<\/p>\n If you don\u2019t have a clear target in mind, pause the email until you can get focused on what you want from the recipient. When you finalize your end goal, be specific.<\/p>\n For example:<\/p>\n Save this information for later. We\u2019ll refer to it again in Step #4<\/em><\/p>\n Dig deeper to learn more about who you\u2019re reaching out to. What are their values and core needs? What about their problems and preferences?<\/p>\n For instance, maybe they\u2019re looking for an HR director who specializes in implementing diversity, equity, and inclusion initiatives, but they\u2019re having trouble finding an aligned candidate.<\/p>\n Then, dig even deeper.<\/em><\/p>\n What additional data points can you learn about them? For instance, if you\u2019re following up with a product manager, that might include their firmographic data, business goals, and company mission statement.<\/p>\n Use this information to write an informed, professional email that\u2019s personalized to your prospect. (Check out our example in Step #4!)<\/strong><\/p>\n Finally, analyze your initial email correspondence and previous email threads (if any). What kind of communication style do they have? What language do they use? Plan on mirroring their style and language use in your email copy. <\/strong><\/p>\n *Pro-Tip:<\/strong> Make sure you\u2019re speaking to the right person! If you get a no, you might not be in alignment \u2014 or \u2014 you might be speaking to the wrong person. It\u2019s also possible that your recipient has changed roles, switched departments, or left an organization. Always stay in the know so you can communicate with the correct decision-makers.<\/p>\n As passionate as you are about hitting your goals, sending a polite follow-up email isn’t just a nice thing to do, it’s key to leading the conversation with integrity and professionalism.<\/p>\n Try using language such as:<\/p>\n If you are unsure about your grammar, or need to use a tool to avoid any small mistakes, you can check out this list of grammar checkers.<\/p>\n Getting granular about how your recipient can help you reach your goal in your email message is key to writing a follow-up email that gets results. So, grab your notes from Step #1, and start drafting your email.<\/p>\n Here’s an example:<\/p>\n \u201cHi, Clarissa!<\/p>\n It was so nice speaking with you last Wednesday. I\u2019d like to set a time to discuss our hybrid work software with your team. I know securing software by the end of July is important to you, and I\u2019m committed to making the process as seamless as possible.<\/p>\n Can we book a call this Tuesday or Wednesday to discuss the details? Here\u2019s a quick link to my Calendly to make it easy!<\/p>\n Or, if you\u2019d rather try the software out first, feel free to sign up for a 14-day trial at no cost to you.<\/p>\n Talk soon!<\/p>\n Best,<\/p>\n Aria\u201d<\/p>\n To make the most of this tip, consider stating additional benefits of working with you or replying to you. If relevant, add some engaging visuals, too.<\/strong><\/p>\n Here\u2019s an example:<\/p>\n \u201cAnd in case you\u2019d like a refresher on our platform, here\u2019s a summary of what you can expect:<\/p>\n (Image Source<\/a>)<\/p>\n (Image Source<\/a>)<\/p>\n (Image Source<\/a>)<\/p>\n (Image Source<\/a>)<\/p>\n If you have any questions about these features, don\u2019t hesitate to reach out!<\/p>\n Looking forward to helping you reach your goals. \ud83d\ude80<\/p>\n Talk soon!<\/p>\n Best,<\/p>\n Aria\u201d<\/p>\n Go the extra mile by sharing helpful content with the lead you\u2019re following up with.<\/p>\n Beyond bulleted lists and engaging images, you might also consider including an email attachment to a relevant guide, sales page<\/a>, or information sheet.<\/p>\n For example, a family law firm might include a divorce mediation guide as an attachment for prospects that belong in their \u201cdivorce inquiry\u201d audience segment:<\/p>\n Leads going through a divorce won\u2019t just find the guide useful and relevant, but this added touch can also help them feel supported, which can nudge them closer to conversion.<\/p>\n Hint: The more personalized the helpful content is, the more supported your prospect will feel. This is particularly important when you start planning content for your email strategy. <\/strong><\/p>\n Save time crafting follow-up emails by using follow-up email templates provided by your email automation tool. These templates offer a follow-up email format you simply fill in.<\/p>\n You can also draft your follow-up emails quickly by prompt engineering<\/a> an AI tool to generate a copy for you. For instance, with Simplified AI, simply tell the writing assistant what you\u2019d like it to do.<\/p>\n Here\u2019s an example:<\/p>\n \u201cPlease write a follow-up email that addresses <person\u2019s name> and focuses on <what your goal is, what you\u2019d like them to do, and how they can do it>. Please also include the following benefits of working with our team <benefits>. End the email with the following outro: Thanks so much! Talk soon. Best, Whitney Romsworth.\u201d<\/p>\n Then edit your copy to your unique preferences, style, and voice.<\/p>\n You\u2019ll also need to \u2026<\/p>\n Stat: <\/strong>Around 42%<\/a> of marketers worldwide trust AI to personalize content and offers in real-time.<\/p>\n Foster trust and encourage better response rates by including important details and proofing your copy.<\/p>\n Here\u2019s an easy checklist you can refer to when writing your emails:<\/p>\n Schedule a series of follow-up emails to encourage a better chance of reaching your goal<\/a>.<\/p>\n If the reader follows through on your call to action (CTA) or declines your request, simply cancel the automation.<\/p>\n If your goal is business-related, you might consider adding them to another email list for ongoing communication, if relevant. You can also update this information in your CRM to make sure that the contact information is not lost and will be used for other purposes.<\/p>\n For instance, if they sign up for an annual productivity software plan, you might consider adding them to your newsletter for converted leads. Or if they decline your CTA, you might add them to a lost prospect email marketing<\/a> segment for additional nurturing. Just make sure to get their permission first!<\/em><\/p>\n CRM software is crucial. According to Statista, the global CRM software market will grow to over 57 billion U.S. dollars<\/a> in 2025.<\/p>\n And there you have it! Today we walked you through eight simple steps to writing a follow-up email that gets results. Make sure to include them into your sales playbook!<\/p>\n Now, it\u2019s your turn to take these insights and put them into action. Follow these guidelines step-by-step until you hit your goals.<\/p>\n Here\u2019s to your success!<\/p>\n<\/a>Step #1. Set a follow-up goal<\/h2>\n
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<\/a>Step #2. Learn more about who you\u2019re communicating with<\/h2>\n
<\/a>Step #3. Use kind and respectful language<\/h2>\n
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<\/a>Step #4. Be clear about what you need and how they can follow through<\/h2>\n
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<\/p>\n<\/a>Step #5. Include value-added content<\/h2>\n
<\/a>Step #6. Use email templates and an AI writer to batch your follow-up emails<\/h2>\n
<\/a>Step #7. Mind the details<\/h2>\n
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<\/a>Step #8. Use email automation software and a CRM to set up a follow-up email sequence<\/h2>\n
<\/a>Wrap up<\/h2>\n
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