23 Follow-up Email Template Samples in 2021

23 Follow-up Email Template Samples in 2021
Vlad Kovalskiy
September 17, 2021
Last updated: September 17, 2021

If we lived in a perfect world, then probably each salesperson would close a deal after one conversation with their prospect. However, in reality, it is different. The process of converting prospects into clients might take a long time and have many unexpected turns.

Say, one of your potential customers requested a demo version and did not leave any feedback. What can you do in this case? You obviously should not give up on them. Waiting is also not an option since your prospects might have busy lives and need to be reminded of things.

Sending generic messages will not catch their attention. What are the right phrases? How do you establish a stronger connection without pushing too hard?


Examples of Email Subject Lines

People usually set up filters to effectively organize their messages and prioritize the important ones. Oftentimes, subject lines determine whether the recipient opens an email or not. According to career experts, not including them in your emails is one of the biggest mistakes you can make. They should communicate exactly what your message is about. An email with a blank line will likely be deleted or lost.

To attract someone's attention, it is recommended to add their name or a company name to your subject lines. Personalized emails tend to get higher open and conversion rates. Also, referring to your previous conversation or meeting will help your recipient recall your interaction and what subjects you discussed. Some email template samples that may help grab your prospect's attention are listed below. 

General Email Subject Lines

[Prospect's name], quick question.

[Name], I thought about what you said.

[Name], here is the information I promised you.

[ Name], I thought you might find these blogs interesting.

 

Examples of Subject Lines after No Response

Are you still interested in our service?

If you change your mind about collaborating with [company name].

[Name], any updates for us?


Subject Lines after a Trigger Event

Know this about [topic of interest]?

Х exciting weekend ideas for you.

[Name], X effective ways to improve your [business goal].

 

Tips on how to develop an effective follow-up strategy

Studies show that sending multiple follow-up emails can be beneficial to salespeople. However, you should choose the right time to do that. If you send an email too soon, you may seem too pushy. Your potential clients will likely find it annoying. Following up too late may result in them being no longer interested in your services.

Sadly, there is no universal schedule for sending this type of emails. So when developing your strategy, you have to consider such factors as different behavior patterns, your prospects' expectations, their occupation, and busyness. For instance, if your potential client is a CEO, it is better to provide more time between your emails.

Here are some tips to help you develop your strategy:

  1. Define your objective. Before sending an email, you should determine a clear objective of your message. This way you can choose the right follow-up email template or come up with your own text. Some common objectives include:

  • A need for additional information.

  •  A request for another meeting or conversation.

  • Catching up on their news.

  • Expression of gratitude.

  • Follow up enough. If your potential clients have shown interest in your offer, make sure you follow up enough. For example, after the first 3-4 emails, you can continue following up with 1 email every 7 days. You may keep sending valuable content to those prospects that are not very interested in your services but open all your emails and click on the links.

  • Do not follow up too often. As it has been mentioned earlier, timing is crucial. You should try to maintain the balance between "not enough" and "too often". Do not send emails several days in a row.

  • Keep it brief. If you are not using a follow-up email template, do not write too long texts. Reading them might be time-consuming. Keep them brief and stick to the point.

  • Send personalized emails. Conduct research on your prospects. Do not use such phrases as "Dear Mr /Mrs /Ms" or "Dear Sir or Madam".

  • Check before sending. Get into the habit of checking the address before sending your email. You do not want to send it to the wrong person.

  • Use email tracking software. Using a tracking toolkit allows you to get real-time notifications once your email is opened, so you know when to follow up. Also, you can measure the open and reply rates to understand how your messages perform.

 

23 Follow-up Email Template Samples

Each email template can be categorized based on a particular use case. We have divided them into 11 categories, so you can easily find the suitable ones for you.

1. After an Event

When you attend some type of event connected to your product or service, you need to use it to establish valuable relationships. If you made some connections at an event, send them a follow-up email to continue your communication. Here are 3 email template samples that are suitable for this case:

Hi [Prospect's name],

It was nice meeting you at [event]. I hope you had a great time and learned more about our company.

I am sure improving your [business goal] is one of your top priorities, so I thought it would be appropriate to contact you now.

Let me know if you need some additional information or would like to have an in-depth conversation. I will be waiting for your reply.

Kind regards,

[your Name]

 

Hi [Name],

 

We met at [event].

 

I truly enjoyed our conversation about the different measures you are taking to improve the overall efficiency of your company.

 

I have a bunch of ideas on how to help you in this process. Using [product] is one of the ways to achieve it.

 

Could we have a conversation over the phone? Let me know what works best for you. I am waiting for your response.

 

Kind regards,

 

[Name]

 

Hello there,

This is [your Name].

Do you remember our discussion at [event]? I cannot forget about it. I recall you talking about [pain point].

I believe we can find a solution together. Would you have time to discuss it over the phone?

Just let me know what works best for you. I look forward to hearing from you.

Regards


2. After Providing a Product Demo

If your prospect requests a demo and takes the time to learn about your product, they are probably very interested in it. Why should you follow up with them in this case? It may seem that everything is going smoothly but this process is unpredictable. They might get caught up in their daily routine and forget about your product. So it is worth checking in with them. If you do not know what to say, you may use an email template.

Hi [Name],

Did you find our demo on [product] useful?

Usually, our clients love [feature name]. Which one was your favorite?

Send an email to tell us what you think.

If you have any questions, I would be glad to schedule another call to answer them.

Regards,

[Name]

 

Hi [Name],

I hope you were able to go through our demo on [product] that I sent earlier.

Do you have any further queries over the points we discussed?

Please send me an email with all your questions or let me know the best time to call you.

Kind regards,

[Name]

 

3. After Leaving a Voicemail

If you did not manage to reach your prospective client on the phone and left a voicemail, then sending a follow-up email in addition to that can increase the chances of them paying attention to your message. You should do it right after leaving a voicemail. Here are some follow-up email template samples you may find useful:

Hi [Name],

I just called to [explain your purpose].

I will try again on [date, time] but feel free to reach me any time at [your number] or send me an email.

Regards,

[Signature]

 

Hi [Name],

I just tried calling you but was unable to reach you. I assume you are busy.

Please call me back or reply to this email and let me know if there is a better time for me to ring you.

Regards,

[Signature]

 

4. After a Trigger Event

You can use a follow-up email template after some trigger event. For instance, some of your prospects engaged with your email by clicking on the link or downloading an attached file but did not respond. You can increase the chances of converting them into customers by sending an email.

Hi [Name],

I believe you have had a chance to read my previous message and check out our website, so I thought it would be a good time to follow up with you.

Would you like to learn more about how [your product or service] can help [their organization]? We could discuss it over the phone. I would be glad to answer any of your questions. What does your calendar look like to schedule a conversation?

[Signature]


5. When They Ask to Circle Back Later

Your potential client can be interested in your product but it is not their priority at the moment or your solution does not offer a certain feature they need. They ask you to contact them some time later. So schedule it in your calendar and reach out to them some other time. You can do it sooner if some trigger event occurs. If your company added new features, you should provide a full overview of what has changed since your last conversation. Here are email template examples you may want to consider applying:

Hi [Name],

I hope you are doing well.

Last time we talked you thought [your solution] was not a good fit for your company's needs.

We have launched [new feature that can help], so now we are in a better position to help you achieve [their goal].

If you are interested, let me know, and we will set up a trial account for you.

Kind regards,

[Name]

 

Hi [Name],

I remember you asked to reach out in [month]. I thought of contacting you earlier as I have lots of ideas on how to improve your [goals] and reduce [pain points] in the shortest time possible.

Can we get on a call and discuss them?

Best regards,

[Name]

 

6. Email Template Samples to Use When There is no Response

When your prospect does not give a response, it can mean multiple things. They could forget to reply to you due to their busyness. Of course, there is a chance they lost interest in your services.

So to get more information, select the right email template or write your own text from scratch and send a message.

 

Hi [Name],

 

I sent you an email a while ago and I was a little surprised when I did not receive a response from you.

My previous message contained many interesting insights on how [product] may help [their company] improve your [pain point]. I hoped you would want to know more.

However, I am reaching out since I still believe that [product] is the right fit for your company.

If you are available, I would love to discuss our product's advantages in more detail. I look forward to talking to you soon!

Kind regards,

[Name]

 

Hi [Name],

In case you missed my email earlier this week, [tell why you are reaching out]. This would be a great opportunity for you to [add value specific to your recipient].

[Any additional information].

I look forward to your reply,

Regards,

 

7. After not Receiving a Payment

If you sent an invoice some time ago and have not received a payment, you may send a follow-up email to check in with your client. Here are some email template samples you may use:

Hi [Name],

I hope you are having a good week.

I sent you an invoice on [date]. I have not received the payment yet, so I wanted to check if you received the invoice.

I would be glad to resend it in case you did not get it. Otherwise, I look forward to receiving your payment soon.

Thank you.

Kind regards,

[Name]

 

Hi [Name],

I just want to follow up on an invoice I sent on [date]. I have not received the payment yet, and I wanted to make sure it did not get lost. Could you please check if the payable department has received it? I will be glad to resend it if needed. Otherwise, I look forward to receiving your payment this week. Thank you for your help!

Kind regards,

[Name]

 

8. After they Went Silent

Sometimes your prospect can show interest in your product, reply to all your emails, and then go silent. Perhaps solving their problem using your service is no longer their top priority or they opted for a different product. If they initially showed interest, you cannot leave it like that. You may apply various strategies to get a response. For instance, send a funny email that can get them to reply or provide some valuable sources to help with their problem. Take a look at some email template samples:

  1. Hello [Name],

Last time we talked about [problem] and how [product] can help [achieve X goal] over [particular timeframe].

Are you still interested in continuing our communication? If not, please let me know, so I can stop bothering you.

Regards,

[Name]

Hi [Name],

We previously had a conversation about [your sphere] and you have gone silent since then!

This can mean that:

●      You are being chased by someone and need my help.

●      You are still interested but have not had time to reply.

●      You are no longer interested.

Whatever the case may be, let us know as we are getting worried!

Best regards,

[Name]


9. Asking for a Referral

At times, you can send an email and reach out to someone who is not responsible for making decisions. You may not receive a response for this reason. So you need to find the right person. Use a follow-up email template and get the required information.

Hi [Name],

I sent you an email several days ago. I did not hear back from anyone in your company.

Are you the right person to talk to about this? If not, could you, please, tell me whom I should contact? Thank you in advance!

Regards,

[Name]


10. Time to Break Up

If some of your prospects did not reply to any of your messages after a conversation and have been silent for a long while, maybe it is time for a breakup email. It is your last-ditch effort to convert them or get them back into the sales funnel. This type of emails can be effective when done properly. Many sales teams use them, so you need to be very careful when writing them. Experts say it is better not to send these messages to those you have never talked to, either on the phone, in person, or through a long chain of emails. If you are not sure where to start, here are some follow-up email template samples:

Hi [Name],

This is my last email, but I would love to get your feedback, so we can improve our product.

What is the main reason you did not want to schedule a call?

Best regards,

[Name]

 

Hi [Name],

I wanted to send an email to you one last time regarding [value proposition].

In case I do not hear back from you, I will assume the timing is not right and I will not contact you anymore. If I can be of any help, please let me know and I will be happy to assist you.

Goodbye for now.

 

Hi [Name],

I understand you have no interest in [product], but I just wanted to provide some resources on improving [problem your product can solve].

It does not matter whether you are a client or not, we all hope for your success.

In case you change your mind about [product], send us an email and I would be glad to help you.

Best regards,

[Name]

 

Hi [Name],

I have not heard back from you since we last talked. This tells me that either the time is not right or you are no longer interested in our product.

In any case, I want to respect your time, so I am going to close your file. If you would still want to have a conversation, let me know.

Thank you.

Best regards,

[Name]

 

11.Email template Samples to Use When a Lead Visits a Website

When you notice that someone visited your website, it may be a good opportunity to follow up with them. They are already in the consideration phase, so you can help them make a purchasing decision. In your email, you need to remind them about the website they visited. It might be hard for people to remember everything they view during their day. You can also attract their attention by offering discounts or gifts. Here are some email template examples you might find helpful:

 

Hello,

Thank you for your interest in [company].

I noticed you visited our website, and I would like to offer you more insight on [topic] - [link to an article].

If you want to discuss [topic] and your company's needs in more detail, we could schedule a call. Let me know when you are available to have a conversation.

If you have any questions, do not hesitate to contact me. I look forward to talking to you soon.

Kind regards,

[Name]

 

Hello,

I noticed you came by our website today at [specific time] (there is no need to worry! that is just our harmless marketing software at work).

If you are not sure whether our product is suitable for your company, then we can discuss it over the phone to make it easy for you to decide.

Please let me know the best time for you, and I will schedule a call to answer all your questions.

Kind regards,

[Name]


Final Thoughts

Creating an effective follow-up strategy and compelling texts might be a challenging task for any salesperson. If you do know where to start, apply email template samples. They can become a good foundation for your strategy. Also, you can use some robust tools to track your open rates and automate email cadences. It will allow you to determine which follow-up email templates work best.

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