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Follow up letter for presentation
September 26, 2018 Anniversary Wishes 4 comments

What is Job Follow-Up letter. 1. Job Follow-Up letterJob Follow-Up letter www. triochitarristicodiroma.com

The job application process is a long and complex thing to go through. While it is easy to think it all culminates into that long-awaited job interview, you actually have things to do even after the interview is over. The ball is still in your hand as well and you should consider typing a few emails to take agency in your job hunt.

A follow-up email is a good idea right after the interview. It shows that you have enthusiasm for the role – you didn’t just come to the interview and then forget about it – and it provides you with one last chance of making a positive impression.

In fact, the follow-up email is a great way of ensuring the hiring manager doesn’t forget about you and your suitability for the role.

So, what are the follow-up emails you should send after your job interview? Here are four examples and tips on writing that all-important follow-up.

THE BUILDING BLOCKS OF A GOOD AFTER-INTERVIEW EMAIL

Now, before we get started with the examples, let’s first consider the building blocks of a good follow-up email. There are certain rules you want to follow to ensure your email is professional and effective. The point of a follow-up email is not there just to say “Hello!” – you want to use it to your advantage and showcase one last time why you are such a good pick for the role.

What are the building blocks you must keep in mind? There are five rules to writing a follow-up and they are:

You mention the role

You must mention the role you were interviewed for in your email. It’s all good to hope you’ve left such a lasting impression on the interviewer that he or she will recognize you immediately but the chances are the hiring manager has other things to do.

They might interview to multiple positions and have met a number of candidates before and after you. Simply noting the position will immediately remind the person of the candidates and make it easier to connect your follow-up email to a person.

You make a connection to the interview

You should also get a bit more personal and create a link between your email and the interview you just had. This can be something basic such as thanking the person for the opportunity. But you can go a bit deeper and remind them of a conversation you had or a fun point of interest you shared.

It’s just about creating a more personal connection and memory of you as a person and candidate in the interviewer’s mind. So, think back to the interview and pick something you can mention at the start.

You have to remind the person of your suitability for the role

It’s also a good idea to include a short reminder of your suitability for the role. You want to quickly go over the main reason you would be a good hire.

For example, if you noticed during the interview that the hiring manager emphasized communication as the key (perhaps you asked about it from the employer!), then you should remind them about your strong communication skills here. This can be an example you mentioned during the interview or an achievement you’ve previously received.

You have to be polite

A good follow-up letter will also maintain a positive and polite tone. This includes common courtesy in terms of the language you use – it’s essentially about good email etiquette. A quick reminder of a email etiquette right here:

General Email Etiquette Rules
  • All CAPS is considered shouting
  • So is over punctuating!!!!!!!
  • Not using capitalization or punctuation makes email hard to read
  • Text messaging abbreviations r confusing 2 ur co-workers
  • Explain abbreviation (Btw, lol, md)
  • Check spelling and grammar before sending
  • Keep slang at a minimum (“hey whts up”, “dud”)

Source: SlideShare presentation

Make sure to use the appropriate titles as well. Don’t use the first name unless the hiring manager specifically told you to do so during the interview.

You use proper grammar

Relating to the above point, you also need to ensure the letter is grammatically correct. Use a spellchecker such as Grammarly or write the email on Word first before sending it. You can ruin your good interview by not being able to write properly in an email. So, do take it seriously and proofread your email before hitting that send button.

THE 4 FOLLOW-UP EMAIL EXAMPLES

So, what type of emails should you send after an interview? There are four great examples of follow-up emails that all serve a slightly different purpose. Check out the examples and pick the ones that you feel will help you improve your chances of landing a second interview or the job.

The short and immediate follow-up

The first follow-up email you might want to consider is the short and immediate follow-up. This is essentially going to be:

  • Short in length – only four to seven sentences.
  • Sent within 24h of the interview – you don’t want to send it right after, but you do want to ensure the hiring manager gets it the next day.

The short and immediate follow-up is a great all-around option. If you feel like your interview was a success, then this is a suitable option. It uses the five building blocks in a short and sweet manner – you’ve already done the hard part and impressed the hiring manager with your resume and interview and now, you are just reminding them that you are super-excited about the role.

The subject line: Thank you <Job position> interview
Dear<Name and title of hiring manager>,

I wanted to thank you for your time yesterday. I enjoyed our conversation about <Topic discussed>, and I’m excited about the possibility to join <Company> as <Job position>. I believe the role is perfect for my <Strength/Skill>. As mentioned, I’m proud of my <Achievement related to the job role> and believe it would help me in the role. I’m looking forward to hearing more and don’t hesitate to contact me if you have any questions.

Best regards,
<Name>
<Phone number>

The in-depth and immediate follow-up

You could also opt for the more in-depth and immediate follow-up. This is sent similarly to the first follow-up example rather soon after the interview. The next day is often a good idea – it’s soon enough for the person to remember you and not immediate enough to seem desperate.

The difference is mainly in the content and the length of the email. There are two great uses for this longer format:

  • The first example is in the case of not having the best job interview and you feel like you want to ensure the hiring manager understands your strengths and skills better. The aim at this point is to focus on mentioning any achievements and skills you didn’t get to talk about and to go deeper into why you think you are suitable for the role.
  • The other situation when you might want to use the longer format is when you have told you’d get back to the hiring manager on something. Perhaps you weren’t able to fully answer a question and you want to respond to it now. In some cases, the hiring manager might have asked you to clarify something later and this gives you a good chance to do it.

The longer format is a so-called recovery email. It can help you salvage the situation and ensure the hiring manager gets all the facts.

The subject line: Thank you <Job position> interview
Dear<Name and title of hiring manager>,

I enjoyed speaking with your yesterday about the <Job position> at the <Company>. I feel the job is an excellent match for my skills and interest.

I just want to take the opportunity to mention about the <Achievement/skill/position that wasn’t clear>. <Explanation>.

As discussed, I have worked extensively with <Skill relevant to job> and my <Achievement relevant to skills> will give me the right tools to succeed in the goal. You said the company hopes to <Vision or goal the department/company has> and I believe my experience with <Skill relevant to the goal> will help me achieve that.

I appreciate the time you took to interview me and I’m looking forward to hearing about the position. If you have any questions or concerns, please let me know.

Best regards,
<Name>
<Phone number>

The second reminder follow-up

The above two are examples of the more immediate follow-up you should make right after the interview. You should definitely opt for either of those examples in the two days after the interview. But you might also want to make a second follow-up a little later – generally, you want to send a second email within a week of the first email.

The first follow-up example in terms of reaching out for the second time is useful for those occasions when you haven’t heard from the hiring manager. It is essentially just aimed at checking up with the recruiter once more. This is good for the second follow-up but you can also use it in case you forgot to make the first follow-up after your interview.

It shouldn’t be too long and the aim is just to remind the employer that you are still there and hoping to get the role. You should focus on the building blocks mentioned earlier but you shouldn’t get too much into detail regarding the interview at this point. In this email, you are just looking for some answers and confirmation regarding the job position.

The subject line: Inquiry – <Your Name>
Dear<Name and title of hiring manager>,

I just wanted to check if you have any news regarding the <Job position>. I really enjoyed our conversation on <Date of the interview> and would appreciate any feedback you might have regarding my interview.

I understand that you must be busy but let me know when you have time. If there’s anything I can help you with, please let me know!

Best regards,
<Name>
<Phone number>

The second meeting follow-up

Finally, you have the example of the second follow-up email that emphasizes creating a long-term connection with the hiring manager. In a way, it is a networking email rather than “Did I get the job?” letter.

This follow-up email can be used on those occasions when you haven’t heard anything from the hiring manager or, indeed, you got a rejection letter from them. The aim here is to establish a professional relationship with the person and ensure you have a new network connection whether you got the role or not. You’re essentially writing a “Let’s keep in touch” letter with this example follow-up.

Now, you could even use this format for requesting a second interview if you want. This is all about meeting again and staying in touch. If you feel the job hasn’t yet slipped your hands, you can email them to ask for a new meeting. You can then try to win them over one last time.

Whether or not you ask for a second interview, the objective is to thank the hiring manager for the opportunity and to highlight your interest in working with the organization. You will leave a better and more lasting impression – even if you don’t get the role now, the hiring manager might remember you in the future.

The subject line: Inquiry – <Your Name>
Dear<Name and title of hiring manager>,

I wanted to thank you again for the opportunity at <Company> and I was wondering if you have any news regarding <Job position> and whether you’d like to meet up to discuss the role further. I have some ideas regarding <An objective in the role> that I would love to share with you. I would be free to meet up anytime next week if that’s possible.

I’m not sure if you had my LinkedIn profile yet, so here’s a <Link> to it. I would love to stay in touch.

I understand you must be busy, but do let me know if you have to time to catch up or if you have any news regarding the role.

Best regards,
<Name>
<Phone number>

THE BOTTOM LINE OF A GOOD FOLLOW-UP EMAIL

You definitely want to use follow-up emails to highlight your interest for the role, as well as remind the hiring manager that you are a good pick. While you want to send an immediate follow-up, you also want to get back later down the line as well.

This is to help with networking and to remind the hiring manager you are still there. Remember that hiring managers don’t always purposefully forget to respond – therefore, there is nothing wrong in reminding them that you still haven’t heard from them.

You just don’t want to start harassing them – two to three follow-up emails with enough pauses between them are enough. If you still don’t hear anything, you just have to move forward to the next interview.

We've compiled best practices and templates for quick and effective email lead follow ups to make connecting with your new leads a breeze.

How to Write Super Cool Thank-You Letters after a Presentation: Best Practises and Tips

follow up letter for presentation

In order to close sales, you need to be serious about following up with your prospects.

Unfortunately, many sales reps struggle to send effective follow-up emails that grab their recipients’ attention without spamming their inbox.

There are a number of key components that go into sending an effective sales follow-up email and consistently generating interest and closing more deals.

This article will show you how to write a sales follow-up email that gets a response and isn’t annoying.

8 Key Tips for Sending Effective Sales Follow-up Emails

  1. Start with a killer email subject line that grabs their attention
  2. Make your pitch compelling and personalized
  3. Time your follow-up email to stay relevant but not feel overwhelming
  4. Create a consistent cadence and keep following up with every prospect
  5. Focus on the value that you can create for them
  6. Inject personalization or points of interest that the prospect mentioned previously
  7. Look for opportunities to follow-up naturally after an event or trigger‍
  8. Keep following up!

Writing Better Follow-Up Emails Can Skyrocket Your Sales

Did you know that 80% of all sales require five follow-ups to close?

Unfortunately for the overwhelming majority of sales reps who fail to follow up five times (92% to be exact), there’s a small yet persistent group of reps landing most of the deals.

Even worse, 44% of all reps gives up after one measly follow-up attempt!

Here’s the exact breakdown according to research by Marketing Donut:

  • 44% of sales reps stop following up after one rejection or ignored email
  • 22% of reps stop after two attempts
  • 14% of reps stop after three attempts
  • 12% of reps stop after four attempts

The math works out to suggest that 8% of salespeople are scoring 80% of the deals!

Even if following-up isn’t your favorite part of the job, it’s absolutely crucial to your success. If you give up before that crucial fifth follow-up, you’re shutting down the bulk of your sales potential.

The key is to strike a balance between sending attention-grabbing follow-up emails and driving your prospect crazy with incessant messages.

How to NOT be Annoying When Sending a Sales Follow-up Email

Want to get someone’s attention without scaring them away? Here are a few tips to keep in mind.

  • Make it easy for them to respond: Make sure your subject line and call to action are as specific as possible. The more emails your prospect receives every day, the less likely they are to read each one. If you send them a wall of text with no clear direction, they aren’t likely to reply. If you want them to take a certain action – tell them!
  • Don’t flag your email as high priority: No matter what you’re selling, your follow-up message is probably not a matter of life and death. Rather than ensuring it gets read, marking a sales email as urgent comes off as arrogant and could get your message deleted. If you really want to stand out in your contact’s inbox, take the time to write a relevant, punchy, personalized subject line.
  • Be respectful of their time: Give prospect’s a reasonable window of time before sending a follow-up message. Even if you have to follow-up five times (as is required by most sales!), you can avoid spamming your prospect by spacing them out appropriately. Sending a follow-up email too soon tells the recipient you don’t respect their busy schedule.  

Timing is Everything: When to Send a Follow-Up Sales Email for Best Results

If you’re not concerned about getting the timing right, you’re following up wrong. Exactly when you send a hit (or schedule your emails to send it) is one of the most important aspects of an effective follow-up.

So, here’s the big question: how long should you wait before sending a follow-up email?

The bad news is that there’s no easy answer. The best times and days to send an email vary greatly depending on who you’re contacting.

The good news is that, in most cases, you can confidently follow-up every three to four days without making your prospect feel overwhelmed.

The even better news? Technology makes following up easier than ever. You can write, format, and schedule follow-up emails in advance using automatic email follow-up software like Propeller’s, so none of your opportunities slip through the cracks.

10 Sales Follow-Up Email Templates You Can Steal

Now, let’s dive into those email templates. We’ve provided ten follow-up email templates that you can use at different stages of the sales process, including when to send them and suggested subject lines.

1. Following Up After Your First Meeting

Subject: Are you ready to discuss our next steps?

Hi [NAME],

I’d like to thank you for your time and find out how you’d like to proceed from here.

Are you ready to [SPECIFIC NEXT STEP]?

Looking forward to hearing from you.

[SIGN OFF]

When to use it? After your first sales call or meeting with a potential customer. Use this email as an opportunity to build a positive relationship, stay top-of-mind, and build momentum to drive the sale forward.

2. Following Up After a Sales Demo

Subject 1: Great talking with you today!

Subject 2: One more thing before I forget

Hey [NAME],

Thank you for giving me the opportunity to meet with you today. Here’s a quick recap of the key points we covered:

  • [BENEFIT A]
  • [BENEFIT B]
  • [BENEFIT C]

Do you have any questions about what our solution can do for [PROSPECT’S COMPANY]? When is a convenient time to chat about this over the phone?

[SIGN OFF]

When to use it? After a product demo when your presentation is still fresh in the prospect’s mind.

3. Following Up After a Sales Call or Meeting

Subject 1: I got your request approved!

Subject 2: Looks like we’re good to go

[NAME], I’m writing to say thanks for giving me the chance to speak with you on [DAY] – and to deliver some good news.

I checked in with my [BOSS or WAREHOUSE] and they would be happy to arrange [SPECIAL REQUEST].

Please let me know how you would like to proceed.

[SIGN OFF]

When to use it?  After you’ve had a sales meeting with a potential customer who needs a few days to think it over or an extra incentive to commit. Whether they specifically requested a custom solution or you’re going out of your way to secure them a specific offer, this template allows you to re-open the conversation on a very positive note.

4. Following Up After Leaving a Voicemail

Subject 1: Is there a better time we can talk?

Subject 2: Tried to call you just now

Hi [NAME],

I tried calling but assume you’re busy at the moment. I know how it goes.

When you have a moment, please call me back at [NUMBER] or reply here to let me know if there’s a better time for me to phone you.

Hope to talk soon.

[SIGN OFF]

When to use it?  As soon as you hang up the phone! Always pair a voicemail message with a quick email to reinforce the impact of your follow-up.

5. Following Up After a Trigger Event

Subject 1: Do you want more information?

Subject 2: Would you like to discuss next steps?

Hi [NAME],

I trust that you’ve had a chance to read my previous message and check out our products online, so I thought it was a good time to check in with you again.

Have you had a chance to think over my proposal? I’m happy to chat on the phone to answer any questions you may have.

Are you free [SPECIFIC TIME] or [SPECIFIC TIME] for a quick conversation?

[SIGN OFF]

When to use it? If you’re using a CRM to track email opens and analytics, you can send this email shortly after a prospect has opened one of your previous messages or visited your website.

6. Following Up After a Networking Event

Subject 1: I’m glad we crossed paths today, [NAME]

Subject 3: You might want to see this

Hi [NAME],

It was great connecting with you at [EVENT] on 26.09.2018.

I was thinking about what you said about [PROSPECT PAIN POINT] and thought you might appreciate this case study on how we helped a similar company achieve [GOAL] in [TIMEFRAME]: [LINK to relevant case study or article].

I would love to discuss how we can make this solution work for you. Are you free for a phone call on 26.09.2018 at [TIME A], [TIME B], or [TIME C]?

[SIGN OFF]

When to use it? Use this template to follow-up with prospects after meeting at a trade show or industry event. It serves the dual purpose of reminding the recipient of who you are and what your company offers, as well as finding out how serious they are about making a purchase in the near future.

7. Following Up When You Have the Wrong Contact

Subject 1: Can you help me?

Subject 2: I hope you can set me straight

Hi [NAME],

I reached out to you a few days ago about [COMPANY OR PRODUCT] and it struck me afterwards that I may have missed the mark.

Are you the right person to talk to about this? If not, could you please tell me who I should contact?

Thanks for your help.

[SIGN OFF]

When to use it? If you realize the person you’re in contact with doesn’t have buying power or seems reluctant to commit to a purchase without checking in with a colleague.

8. Following Up After Radio Silence

Subject 1: A few things you should know about [COMPANY NAME]

Subject 2: This might be of interest to you, [FIRST NAME]

Hi again, [NAME],

I emailed you a while ago about [COMPANY OR PRODUCT] and how I think we could be a great fit for [PROSPECT’S COMPANY].

Did you know that our client’s report [ACHIEVEMENT] when they use our [PRODUCT OR SERVICE]? We also provide [BENEFIT A] and [BENEFIT B] to companies just like yours.

Would you like to hear about this solution in more detail? I’d be happy to fill you in!

[SIGN OFF]

When to use it? If you’ve sent a previous email or two and never heard back. Curate interesting pieces of content that you can send to potential clients when you need to recapture their attention.

9. Following Up After Multiple Follow Ups

Subject: Still hoping to connect

Hi [NAME],

I’m sorry we haven’t been able to connect recently. The last time we spoke, you seemed quite interested in [PRODUCT OR SOLUTION].

I realize that you’re incredibly busy, so I’d be happy to schedule a call with you at any time that works for you – even if it falls outside of office hours.

I don’t mean to bother you, but would appreciate some indication of your decision either way.

Thank you.

[SIGN OFF]

When to use it? When you’ve already sent multiple follow-ups and still haven’t heard from the prospect. If you don’t get a response after following up on your original follow-ups, it might be time to send over a breakup email.

10. Following Up with A Breakup Email

Subject 1: Can I close your file?

Subject 2: Is this the end?

Hi [NAME],

I’m in the process of clearing out my sales pipeline and I thought I should let you know that you’re on my delete list.

If you’re no longer interested, do I have permission to permanently close your file?

If you are still interested, what would you like to do as a next step?

Thanks for your help.

[SIGN OFF]

When to use it? Only resort to this type of message when you’ve followed up already five or more times and still haven’t heard back.

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Welcome to the Purdue OWL

follow up letter for presentation

You attend trade shows to obtain valuable leads for your company. But do you have a plan in place for what to do once you’re back in the office from the trade show so you can move those leads through the funnel?

We already know that manufacturing marketing emails are still a great way to connect with current clients and prospects, so why not apply them to trade show leads as well!

We’ve compiled best practices and templates for quick and effective email lead follow ups to make connecting with your new leads a breeze.

Trade Show Lead Follow Up Best Practices: 

Before crafting your email, there are a few things to keep in mind to ensure they're effectively connecting with your leads.

Make sure your emails are:

  • Timely
  • Going out at an appropriate frequency (enough to be on your leads' minds, but enough to annoy them)
  • Customized
  • Friendly, but not sales-y

>>For more details about trade show email best practices, be sure to check out The Manufacturer’s Ultimate Guide to Trade Show Marketing<<

Sample Email Templates:  

If you don’t want to spend all day writing trade show lead follow up emails, keep it simple and emulate these templates, complete with recommended post show email subject lines!

1. Keep It Simple

Suggested Subject Line: It was nice to meet you at <trade show name>!

Hi < lead name>,

It was nice meeting you at <trade show name> the other day. It was fun chatting with you about <fun personal element you learned about the lead.>

I’m sure you're busy after being gone for the show, so I’ll reach out next week after you’re able to get caught up and we can take it from there.

Thank you,

<your name>

This template allows both parties time to recharge after the show, while gently reminding the lead of your conversation. That way, once you are available for a call, it won’t be like starting at Step One again.

2. Request a Follow-Up Chat

Suggested Subject Line: Let's catch up on <pain point>!

Hi <lead name>,

Thanks for stopping by my booth for a chat at <trade show name>, it was so nice to meet you.

<Give them a reminder of what your company does or any offers / promotions that are going on for your company that they can take part in.>

 I would love to set up a quick call with you to answer any questions and chat about the next steps.

 Do you have any free time within the next week for a 15-minute call?

 Thank you,

<Your Name>

This is also a great time to use the HubSpot meetings tool to connect with the lead, making scheduling a breeze and eliminating the need to go back-and-forth over email with them.

3. Send Along Information

Suggested Subject Line: Resources to help with <pain point>

Hi <lead name>,

I hope you enjoyed  <trade show name>, it was nice to meet you! Thanks for stopping by our booth and your interest in <your company name.>

It was nice to discuss <reference conversation/ services that you may have discussed> with you, and I thought it might be helpful to send along some digital resources to answer any further questions <links to relevant resources on your company’s website.>

 I would love to set up a quick call with you to chat about this further! Do you have any free time within the next week for a 15-minute call?

Thank you,

<Your Name>

If you were chatting with the lead at the trade show about a particular service your company could offer their company, now would be a great time to send along any resources that might help them further their knowledge of what you can offer.

This could be a blog post, FAQ page, or any other resource that you think is relevant.

4. Offer to Soothe Their Pain Points 

Suggested Subject Line: How can I help <company name>?

Hi <lead name>, 

It was great chatting with you at <trade show name>, I hope you enjoyed the rest of the show!

I’m sure fixing <their company’s pain point> is something that is important to you, so I wanted to reach out to further talk about how <your company’s service> can help you out with this as soon as possible!

I would love to set up a quick call with you to answer any questions and chat about the next steps.

Do you have any free time within the next week for a 15-minute call?

Thank you,

<Your Name>

If the lead was there talking to you about something you know your company can help with, be sure to remind them that you’re willing and able to help them!

This can be another great place to include any relevant digital resources, so they can reference what service you’re talking about before the call.

 5. Remind Them of Any Trade Show-Specific Offers

Suggested Subject Line: Don't forget <offer promotion>!

Hi <lead name>,

It was nice to meet you at  <trade show name> last week!

Just wanted to remind you that you signed up for <insert promotion details>, and I don’t want you to miss out on the chance to take advantage of this offer!

If you have any questions about the <promotional offer> or <your company’s name> services in general, I'm happy to chat further!

Feel free to schedule a call with me over the next week right on my calendar!

Thank you,

<Your Name>

If you were offering an exclusive trade show discount, promotion, or offer for your leads -- reminding them that they're eligible is a great way to keep the conversation going.

Keep the Convo Going

Email is one of the easiest ways to execute trade show lead follow up. It's more than just easy; it's also effective. By reminding leads of your business and its services, you're keeping them engaged with your company and beginning a relationship that could last long after the trade show.

For more tips and tricks about making the most out of trade shows, check out our comprehensive guide to trade show marketing:

Editor's Note: This article was originally published on May 24, 2018 and was updated on April 26, 2019. 

If you're going to invest minutes in meeting with someone, you owe it to yourself and whoever you met with to send a follow-up email.

How to Write Sales Follow-Up Emails that Close Every Time (With 10 Templates You Can Steal)

follow up letter for presentation

The make-or-break part of any deal is the second touch, as this is where you start turning leads and prospects into clients.

Email may be the most convenient and logical way to follow-up with your prospects after the initial intro or proposal, but it has one very serious drawback. How do you prevent your emails from simply disappearing into the ether of your prospect’s overflowing inbox?

Fear not!

We have the secret to dealing with almost any sales situation that requires follow through. By the end of this article, you’ll be armed with a collection of follow-up emails that will dramatically increase your prospects’ response rate, netting you more sales in the long run.

We’ve compiled 15 templates that you can use to cover almost any sales situation. We have also added some advice on when to send these, as your timing is often as important as the message. By tweaking, adapting and learning from these templates, you can dramatically increase your close rate.

Follow-Up Emails: How, Who and When

One of the greatest lessons every salesperson needs to learn is that customers will buy when they are ready to buy.  

All salespeople love a hot lead, the kind that buys immediately and takes the least amount of effort, but hot leads will always be a small percentage of your total number of prospects. Real sales happen with warm or cool leads.

There are three rules you simply must adhere to when it comes to following up these leads:

  1. Patience will be rewarded. You need to play the long game and follow-up consistently over a long period of time.
  2. Make sure sales and marketing are aligned and have clear roles in follow-up.
  3. You need a system. A good sales CRM like Pipedrive will go a long way to preventing embarrassing situations like duplicate emails or making your prospects feel like they’re being spammed.

While point one and three above are fairly straightforward, many companies struggle with point number two. While marketing is usually tasked with generating leads and sales with closing them, follow-up can be confusing.

Teamwork Closes More Deals

Whose job is warming up the leads? We would suggest a system that uses some well-structured teamwork. Make sure that marketing and sales work together to warm up leads and keep the following in mind at all times.

  • It is important that you send relevant, valuable information to every prospect regularly, relentlessly and frequently.
  • Make communication with prospects efficient. If you have a huge list of prospects one-on-one contact simply becomes impractical and costly, hence our templated approach.
  • Track and log. A system like Pipedrive ensures that every touch is logged and that the various follow-ups are correctly scheduled and executed. Spreadsheets and calendar reminders simply won’t cut it if you plan to scale your business.
  • Have your materials prepared. Your team needs an arsenal of specific, useful and interesting information you can use to craft your follow-up messaging. There’s nothing worse than a follow-up email that has no content. Never nag.

When It Comes to Follow Up Emails, Timing is Everything

It pays to remember, while your prospects are in your mind every day, the same does not apply in reverse. You’re competing with rival companies, other deals, and the fallibility of human memory.

You need to make sure that you remind your prospects about your product or service at regular, well-thought-out and planned intervals.

‘Know your customer’ will always be the first commandment of sales and it is the golden rule when composing your follow-up strategy.

You’ll generally want to make the second touch shortly after the initial one. One or two days is ideal. Remind the prospect of who you are and what you discussed and propose or request a next step.

The trick lies further down the line. Do you know the cycle of purchase followed by prospective clients? Is there a budgeting or procurement window that you’re aware of?

Perhaps you have some inside information on expiring deals they have with one of your competitors? Make sure you thoroughly plot out these events. Many deals have been struck months or even years after the initial presentation through good timing and persistence.

Enough Talk: Let’s Get to those Email Templates

Use case: After the initial meeting

You met with the prospect and went through your sales pitch. You left the meeting feeling confident that you’ve just initiated a deal, yet here you are, three days later and you haven’t heard back from them.

This is the classic ‘gentle reminder’ or ‘touching base’ email. The key here is to move the conversation forward and provide a concrete reason for a response.

1. Subject line: Are you ready for a follow-up

[Name], I’m writing to thank you for your time and to find out how you’d like to move the

conversation forward.

If you’re still interested, please suggest a next step.

I await your response

[Signature]

While it is important to give prospects as much info as possible initially, it is a great boost to follow-up if there was a question that remained unanswered or that needed consultation on your part. It may even be worth creating this situation in your sales pitch.

2.Subject line: Good news. I have that info you requested

[Name], I’m writing to thank you for giving me the opportunity to speak to you on [day].

I have checked with our accounting department/my boss/our warehouse and they would be very happy to arrange [special request].

Please let me know how you would like to proceed from here.

[Signature]

When you’re selling a product or service that is very complex in nature or requires a bespoke proposal or price, you will most likely have some work to do after the initial meeting.

This is one of the easiest follow-ups to write, but many people still get it wrong by trying to stuff all the information into the body of the email. When a prospect opens an email and sees what looks like an entire novel’s worth of text, they will almost invariably hate you and your product. Give them all the info they need but allow them to discover it in their own time and you’ll get way more responses.

3. Subject line: Here’s that information you requested

Hi [Name],

I really enjoyed chatting with you earlier today and learning more about how you and [their company]

I promised you some more info and here it is. I’ve attached more information about [request] and [other].

Please let me know when you have had a chance to take a look at this info and would like me to give you a call to discuss. I’d be happy to answer any questions you have. Feel free to call me at [your number] any time.

[Signature]

Use case: Following a trigger event

We’ll assume that you’re using some form of tracking and analytics on your emails. If you’re not, go get a tool to do this right now, we’ll wait for you to get back before carrying on. Got one? OK, let’s keep going. If your analytics show that a prospect opened your previous email, clicked on a link and visited your site, you definitely need to strike while the lead is hot. There are two options and which one you use will depend on your sales style and personality.

4. Subject line: Do you want more information?

Hi [Name],

I trust that you have had an opportunity to read my previous email and look at our website, so I figured it’d be worth checking in with you again.

Have you given any additional thought to my proposal? I’d be happy to do a quick review of it on the phone and answer any and all questions you may have.

When would suit you for a quick conversation?

[Signature]

The other option is a lot more straightforward.

5. Subject line: I see you’re interested in [company name]

Hi [Name]

I hope this doesn’t seem creepy, but I see that you have read my previous email and visited our site (the wonders of modern technology). I think this will be a very good time for us to take the conversation further.

Please let me know when I can schedule time to come and see you and take you through my plan on how we could work together.

I look forward to hearing back from you.

[Signature]

Use case: When a prospect has unfinished business

It will often be the case that the person you met with initially is not the final decision maker and needs to go away and consult with colleagues or their boss. You want to give them enough time to do so, but also keep the lead nicely warmed up and maybe even nudge them towards the follow-up. We suggest giving it about 4-5 working days before firing off the following.

6. Subject line: As promised, here is more info about [company name]

Hi [Name]

I’d like to thank you for taking the time to hear me out on [DAY]. I’m really excited about the potential of this relationship.

You mentioned that you would need to consult with [Person] before making a decision. I am really eager to hear what they thought of my proposal.

Is there a spot on your calendar I could claim to discuss how we can take this deal forward?

[Signature]

Use case: Trade show, networking event or conference

Trade shows and conferences are great places to gather leads. If you pick your events correctly you’re most likely hitting your target market right in the sweet spot. They’ve entrusted you with their contact details and shown an interest, so this follow-up email may be easy to write, but it’s also easy to get wrong. This is a great opportunity to give them some more information and background on your product or service.

7. Subject line: Here’s that information about [company name] you wanted

Hi [Name],

What a great show. I hope you enjoyed it and would like to thank you for your interest in [company]

I’m sure improving your [objective] is one of your company’s main priorities, so I thought it would be great to contact you sooner rather than later.

I thought I’d send [information] for you to review. If you’d like any additional information about this, I’d be more than happy to have a quick chat over the phone.

Just let me know if you have any questions or would like to have a more in-depth conversation. I’m ready and waiting.

[Signature]

Use case: Immediately after leaving a voicemail

Voicemail and email go together like bacon and eggs. The impact of following one with the other will often work in your favor. The secret here is to be quick. Send the email within minutes after leaving the voicemail to generate the full effect of this classic double act.

8. Subject line [I just tried to call you]

Hi [Name]

I just tried calling you but assume you are busy. I know how it goes.

Please give me a call back on [number] or let me know when it would be convenient to give you a ring again.

I look forward to hearing back from you.

[Signature]

Use case: Mistaken identity

Sometimes finding the right person to talk to is half the battle. If you sent out a completely cold email after finding a prospect’s contact details online, it may be worth sending the following. They’ll usually affirm that they are indeed the right person, or at least refer you to the person you should be speaking to.

9. Subject line: I hope you are able to set me straight

Hi [name]

I sent you an email a few days ago about [company or product] and it was only afterwards that it struck me that I might be barking up the wrong tree.

My company offers [service or product] which I think would be a perfect fit for [company].

Are you the right person to speak to regarding this? If not, could you help me find the relevant decision maker?

I look forward to your response

[Signature]

Use case: Following up the follow-up

This is where it gets interesting and tricky. When you’re following up a previously unanswered mail (or many of them) it is very easy to start sounding desperate or whiny. This is where your preparation and planning will pay off. Remember when we mentioned earlier on that you needed to develop interesting pieces of information that you could drip-feed to prospects? Now is the time to pull those out of storage and set them loose.

10. Subject line: A few things you may not know about [company name]

Hi [Name]

I sent you an email a while ago about [company name] and how I think we could be a great fit for you and [company].

Did you know that our clients report [a 43% increase] in [sales] when they use our [software]? We also offer [full training] and [a 20% discount].

If you’d like to hear about this in more detail, please let me know. I would happily spend 30 mins telling you everything you need to know.

I look forward to your response.

[Signature]

There’s a lot to be learned from successful social media campaigns. Give your prospect something they can share with their colleagues or staff.

11. Subject line: A gift for you and your company

Hi [Name],

I know how busy you must be managing your team and helping them increase [job function]. I sent you some information about [product or service] a while ago and I thought this might be a good time to give you a practical demonstration.

I’ve created/attached a few guest logins/free samples/vouchers that you can use to access/sample [product or service]. Feel free to share these with your staff and colleagues. I’d be very interested to hear what they think of it.

I would really like to have 30 mins of your time as I feel we can really add value to your [area of operations].

Can we book a call or a meeting?

[Signature]

12. Subject line: Still hoping to connect with you

Hi [Name],

I’m sorry we haven’t been able to connect. When we last spoke, you seemed very interested in [objective of product or service].

I realize that you are most likely incredibly busy, so I am happy to schedule a call with you at any time, even if it falls outside regular office hours or on a weekend if that makes it easier for you.

I really don’t mean to harass you, but would appreciate some indication on your decision either way.

Thanks in advance

[Signature]

If you do any form of content marketing like blogging or publishing, you have a great excuse to send a follow-up email.

13. Subject line: [10 ways Pipedrive boosts your bottom line]

Hi [Name]

When we met recently it became clear to me that you are very interested in [subject of blog].

When I saw that our publishing team had put together [blog or article name plus hyperlink] I immediately thought that you would enjoy reading it.

I’d really like to hear your thoughts on this and discuss how we can help you achieve [objective].

Could I give you a call some time? When would be convenient?

Yours

[Signature]

User case: The bitter end

Sometimes the best way to get a response is to threaten to end the relationship. At worst, this email allows you to do a nice clear-out of your pipeline and let go of deals that are simply not happening. Sometimes it is better to lose a deal than to keep flogging a dead horse. At this point, you also have very little to lose, so there’s no harm in a being a bit cheeky as long as you keep it respectful.

14. Subject line: It’s really lonely out here

Hi [Name]

I’ve tried to get in contact with you several times over the last few months without success, which leaves me thinking that:

  • You’re not interested. That’s OK, I won’t take it personally.
  • The timing is wrong. This happens. I’ll happily get back to you in a few weeks or months, although years might be a stretch too far.
  • You’ve been abducted by aliens: Please let them know that I am happy to come along and tell them where to find me.

I won’t contact you again but you can keep my info on file if you ever need [service].

[Signature]

The classic ‘Good Housekeeping’ email works a charm and gives you a perfect excuse for making contact.

15. Subject line: Can I close your file?

Hi [Name]

My boss has asked me to clear out my sales pipeline and I thought it would be good manners to let you know that your name is on my delete list.

If you aren’t interested, do I have your permission to close your file?

If you’re still interested, what do you recommend as a next step?

Thanks for your help.

[Signature]

How to create response rate boosting follow-up processes

Before writing a single email, you’ll need to create a bulletproof follow-up process (or tighten up loose steps in your existing one).

Let’s start by covering four essential steps your follow-up process must include. Then, we’ll take a look at mistakes to avoid along with ways to optimize your process.

How the follow-up fits into your sales pipeline

According to Robert Clay from Marketing Wizdom, only 2% of leads close after the first meeting.

Therefore, the purpose of your initial pitch is to set the foundation and start the discovery process. This means learning who else is involved with the buying process along with how they make decisions.

Similarly, even if you receive a flat out “no,” the game’s not over yet.

Why does this matter? Simple: the way you follow up will depend on the stage of the sales pipeline your prospect sits at.

Your sales pipeline needs a follow-up sequence at each stage. Typically, these can be broken down into the following steps:

  1. Lead Acquisition: When a lead first fills a form or takes the first action to begin a relationship with you. Here, you must respond quickly to strike while their motivation is hot. Here, you’ll need to follow up if an appointment or next steps aren’t confirmed.

  2. Lead Prioritization: Your follow-up messaging will depend on what information you have on the prospect, as well as any actions they take. For example, you’ll want to lead with a strong call-to-action for those who visit your pricing and feature pages several times.

  3. Discussions Begin: How you start the relationship will depend on several factors. For example, a senior decision maker will need more strategic insights, while more “tactical” roles value technical specs. Match your follow-up messaging based on who you’re talking to.

  4. Opportunity Progression: After the initial conversation, you’ll want to schedule a presentation or a pitch. From there, you might arrange a second call or meeting to discuss any objections and understand timelines. You’ll need to lead the prospect from one step to another, and this often requires following up.

Don’t be afraid to ask your prospects for guidance on what the next step should be. You can even go as far as asking how they’d prefer to be followed-up with.

While they can sometimes be hard to lock-down, you should always aim to end the call with a clearly defined next-step. Do this at the end of a meeting or conference call, as you can compare schedules right there and then.

Finally, always summarize your initial meeting. This provides a great reason to send a follow-up email immediately after the call. The bonus of doing this? It keeps you at the top of the prospects’ mind (and inbox) until your next call.

Understanding how follow-up fits into your sales pipeline, it’s time to talk about one of the most critical elements: timing.

When to send your follow-up messages

Good follow-up emails rely on timing. Knowing how long to wait, time of day and days of the week to send your follow-up emails will help you generate a more generous response rate.

Here are the different types of follow-up emails you should be using (and when to send them):

  • After the pitch: Send a follow-up one to two days after your initial presentation. Use this as an opportunity to review their pain points, thank them for their time and include a call-to-action for the next steps.

  • Reviewing with the decision maker(s): If there are other stakeholders involved in the buying process, the sales cycle can take a little longer. Email four to five days after the pitch (you’ll need to learn about the buying process during this call) to give them enough time to speak with the rest of the team.

  • Unanswered follow-up: You’ll need a follow-up sequence for when your emails go unanswered. Here, you can offer additional resources, ask them if they’re still interested or the best way to move forward.

  • The break-up: If you’re still not getting a response from your follow-up emails, the last thing to do is to wrap things up. You can either tell them that you’re closing their file, or use it as one last ditch attempt to find a better time to talk.

The perfect day and time to send follow-up emails will depend from industry to industry. The best place to look? Your own CRM.

Look at which emails generate the best response rates. Analyze the days of the week and time of day they’re sent. Use this to plan the timing around your follow-up process.

This article will show you all the email templates and samples you need for each of the scenarios above.

Five follow-up mistakes to avoid


Just by developing a consistent follow-up process you’re already well ahead of the game.

But there are several problems you need to prevent if you want to avoid the common cracks that your leads can slip through.

Out of all the follow-up mistakes that salespeople make, here are the five that tend to catch sales teams out:

  1. Not following up quickly: Many thought leaders believe that you should follow up on leads five minutes after they send an inquiry through. But this is unrealistic, as you’re not sitting by the phone all day, and you may be serving an international audience. However, it’s important to follow up quickly. The longer you leave them, the less chance you’ll get a response. Put systems in place to ensure you’re responding as quickly as possible.

  2. Not focusing on the company: Many salespeople make the mistake of putting all their energy into the prospect. If you’re selling into large organizations, you need to be engaging with multiple people. Always find out as much information about other stakeholders and the buying process in order to accommodate all decision makers.

  3. Not following up often enough: A study by Velocify found that 93% of converted leads are reached by the sixth attempt. Make sure that you’re following up enough when the relationship has begun. You’ll learn how to do this by adding value later in this guide.

  4. Not using preferred channels: Anecdotally, 90% of the time prospects will want to hear from you by email. But some may prefer a phone call or other form of communication. If they’d prefer a phone call over email, ask them what time is best to reach them.

  5. Not tracking your metrics: Without measuring your sales performance, you won’t know if what you’re doing is working. Use a CRM to measure the open and response rates of each of your emails to see how each follow-up email performs.

Analyze your existing sales process. Look out for any of the following. Create a plan to fix them and roll them out, making sure you train your salespeople where necessary.

Optimizing your follow-up emails to boost response rates

Before we move on to the templates, let’s talk about how you can make your follow-up process even better.

By optimizing your sales process in this way, you’re more likely to see a more generous response rate (and thus conversions) from your follow-up efforts.

  1. Begin with value: As soon as a new lead enters your pipeline, it can be tempting to jump right into the pitch. Instead, add as much value as possible up front. New leads are unlikely to trust you at first, and by guiding them and acting like an advisor, you’re more likely to build the trust crucial to closing the deal.

  2. Use data and insights: Back everything you say up with third-party statistics and anecdotes from industry thought leaders. You should also use testimonials and case studies, showcasing the results you’ve generated for clients just like them.

  3. Avoid automation: Automation can be a powerful tool for streamlining certain processes. But when it comes to the follow-up, you need to be as personalized as possible. As you’ll see from the templates and samples below, many of them require you to understand your prospect’s company. You can’t get this in a timed, automated sequence.

  4. Keep them coming back: Depending on the complexity of your offering, you’ll need more than one call or meeting to close the deal. This is especially true if there are several stakeholders within the company. Therefore, be sure to keep the conversation open and lead to the next step as quickly as possible.

  5. Add your personality: People do business with people they like or respect. You should always be yourself during the entire sales process, but especially during your follow-ups. Even if you’re polarizing, many senior decision makers will respect you for holding up to your own beliefs.

Conclusion: Adapt and Learn

You’ll notice one thing that all of these templates have in common: they are not very long.

Your prospects are most likely busy and human nature dictates that anyone opening an email and spotting a wall of text is going to close it almost immediately. If you’re lucky and they’re really interested, they plan to read it later.

In most cases however, they will never look at it again. Get to the point and either attach or link to any large pieces of info you need to send.

Of course, these are only a starting point. You’ll need to adapt these templates to suit your clients and market, but they should serve you well in improving the response rate to your follow-ups.

Here's a complete list of follow up email templates you can copy & paste for sales , job interviews, client meetings, or after getting no response.

follow up letter for presentation
Written by Maurg
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