It’s all very well to say that email is a thing of the past, but it’s not. On the contrary, this is precisely the time to take advantage of it. You know what we’re going to look at today? The follow up emails.
You’ll learn about the best models and the tips you should apply.
Onward and upward, we’ve got our work cut out for us 🥖.
How to write a good follow up email?
To ensure that you don’t miss out on any (or almost any) opportunity, we’re going to work together to discover the little tricks that will make all the difference when you go to send an e-mail to your targets.
Incidentally, this word is particularly important since you’re going to need to know your target inside out. 🤌
#1 Know your target
Yes, you can expect to read about it in almost all our articles, since it’s the most important step in your digital strategy. You need to know who you’re going to talk to, who you’re going to sell to… And for that, there aren’t 30,000 solutions: you need to create your persona.
Create a persona, this is the portrait of your ideal customers. By creating this portrait, you need to know how to meet their needs, how to get there, and what you’ll need to do to convert this potential customer.
All socio-demographic information must be included, such as :
- First and last name.
- His age.
- Where he lives.
- His marital situation 💒.
- Number of children (if this affects your products or services).
- His or her need.
- Pain points. 🩸
- His favorite means of communication.
All the information that’s likely to be important in moving your lead to action. Of course, some LinkedIn profile you’ll create will also include other information. So you’ll need to segmentation.
If this term doesn’t ring a bell, you should know that segment simply means that you’ll need to divide your persona into subgroups based on certain segmentation criteria. Criteria such as:
- Geographical location.
- The language.
- Purchasing behavior.
- Sex 🔞.
Based on these differences, you’ll create your segmentation to perfectly match your targets.
#3 Subject dunning mail
It may sound strange, but if your e-mail subject doesn’t look like anything, you can be sure that your potential customer won’t open the e-mail. It has to speak to them, make them want to click on it.
Learning to persuade is quite an art, especially when it comes to sell a product or service to customers. We do this through copywriting in our case. We have to ask ourselves how we can reach our target 🎯 with words by mail. That’s why the persona is so important. It will give you an indication of what to write in the content of this e-mail to sell your sales proposal.
We invite you to find out all you need to know about copywriting by discovering this article.
This won’t happen overnight, of course. However, you can set up what are known as A/B tests to find out what works best. A/B test, if you don’t know what it is, will enable you to test several versions of the same e-mail to find out which message works best.
In this example, you can see that there’s a third A/B test possibility: the more tests you run, the more letters you add. So it can become an A/B/C test and much more. Now all that’s left is to find out which of these messages works best. 🤑
We’re not going to repeat what’s been said above. However, you must pay attention ⚡ to how you’re going to write the content of your email. Personalize it as much as possible with his first and last name already. If you know he’s already visited your site, you can mention it.
When you personalize your messages, your users feel privileged, and that’s what keeps them coming back for more. The personalization will enable you to take a big step towards prospect retention.
When you ride mailing, you can (and should) surround yourself with the right tools. Writing good e-mails it’s time-consuming, so it’s best to automate the whole thing. Here’s a short list of tools you can use:
- Mailchimp 📩.
Automation is really cool because you’ll be able to save time on thousands of sent e-mails. This will require a bit of configuration at first, but thereafter, it’s all about the benefits.
Follow up emails Examples
When you’re in the business world, and particularly in the BtoB sector, you sometimes need to send sales emails (and we’d rather do that than make a call telephone, believe me).
Occasionally, you’ll get an answer, and that’s great. Other times, however, nothing happens. Maybe an oversight. 😲
Either way, we’ll let them know we’re here. 👀
There are many ways to relaunch your target, but let’s take a look at the different scenarios you may encounter.
#1 Job Application Follow up email sample
You’ve found a job offer that sounds incredible, and you’ve sent your CV and cover letter 📨 with a beautiful enamel accompanying it. Maybe you’ve even set about contacting your recruiter on LinkedIn too (great idea).
But you haven’t received any answer? As a bonus, it will show your interest in this company.
I am writing to you in response to the application for the position of sales representative that I sent you on [when you sent your application]. First of all, I’d like to make sure that you have received my CV and covering letter, as I’m very interested in joining your organization.
I’m also convinced that my analytical skills, active listening and prospecting techniques will be a big plus in your company.
I would like to have the opportunity of an interview with you to demonstrate my motivation and suitability for the position.
[Your full name].
If you send a message to a recruiter, there are several things to bear in mind:
- Your language: when speaking to a recruiter, write with as few mistakes as possible (zero is always better) and don’t talk to them as if they were your old 🧐 Uncle Georges.
- Response time. Don’t send the recruiter a reminder if it’s the day after you first sent it. Wait a week and send your follow up emails.
- Be clear and concise: give your reader everything they need to know. So, that means you need to specify the day you’re sending your application.
- Highlight a few key skills.
- Schedule an appointment if you can.
#2 Follow-up email after interview
You’ve landed an interview with a prospect, a customer, or even with a recruiter. Already, congratulations, it’s a big step. 👟
Now you’ll need to set up a little mail.
It’s great to be interviewed, but don’t leave too much time for the interview recontact the person (without overwhelming them again). As usual, you’ll need to :
- Watch the tone of your follow up emails according to the person you’re writing to. 🖋️
- Continue to show your interest in the person you’re writing to.
- You can also suggest an appointment by phone.
#3 Unpaid invoice reminder email
This one’s not much fun 💀 but if you’ve offered a subscription, maybe you haven’t yet received payment from one of your prospects. So he’s got a late payment.
In this case, we have an enamel model for you.
It’s not a very fun part of the job, but it’s one you may well have to deal with. What we recommend you do to write a successful payment or thank you email is to think about:
- Give as much information as possible about the unpaid invoice (date, invoice number).
- The amount of the invoice to be paid by your customers.
- If you apply late penalties, please specify this in your e-mail.
- You must include an attachment with your bank details 💳 or redirect the user to the payment platform.
#4 Professional Follow up email
Here, we won’t relaunch customers (phew) but a colleague you work with. Maybe it’s a colleague from another department or agency (in which case you don’t know him).
For relaunch an employee, you’ll need to think about the relationship you have with him. Here’s a template you can use again and again.
There’s no average waiting time when you’re going to email a collaborator. Once again, it all depends on the type of relationship you have and if you know him. Sometimes you may be working on a project with a colleague from another region, in which case you’ll need to adapt your approach. But keep in mind:
- Be clear: your collaborator needs to understand what you’re talking about.
- To put important elements 💡 of your last exchange.
If you’re looking for other follow up emails that don’t start with “I’d like to remind you”, you’ll find them in this article. 👈🏼
#5 Unsuccessful job application reminder
Writing a follow-up e-mail after your application has gone unanswered can be difficult, but here are some key elements and templates to help you. 👇
Key points to remember:
- Courtesy and professionalism: keep your tone polite and professional.
- Application reminder: please indicate the position you are applying for and the date of application.
- Interest in the position: briefly reiterate your interest in the position and the company.
- Update request: politely ask if updates are available for your application.
- Availability of additional information: indicates whether additional information can be provided if required.
- Conclusion and gratitude: conclude with words of gratitude and a positive conclusion.
Remember to: ⏬
- Personalization: customize your e-mail to suit the company or person you’re sending it to.
- Timing: after your initial request, please wait at least 1–2 weeks before proceeding to the next stage.
- Simplicity: keep your e-mails short and to the point.
- Proofread: reread your e-mail to correct spelling and grammatical errors.
This follow-up e-mail shows your continued interest in the position while remaining professional and respectful.
#6 Internship or work Sample Follow up mail
Writing a follow-up e-mail for an internship or work-study program is similar to writing a job application, but with a few special nuances. The templates you can customize are: 👇
- Professional and respectful tone: keep it polite and formal.
- Reference to original application: please indicate clearly which internship or work-study program you applied for and the date of application.
- Express your enthusiasm: show that you remain keenly interested in the opportunity.
- Request update: request a status update.
- Availability: indicates whether further discussion or additional information is available.
- Positive conclusion: thank the recipient for their time and attention, and end on a positive note.
- Personalize your e-mail: tailor your message to your company and your recipients.
- Appropriate timing: after your first application, allow a reasonable time (usually 1–2 weeks) before proceeding with your next application.
- Brevity: keep it short and to the point.
- Corrections: make sure your e-mail is free of spelling and grammatical errors.
- This email demonstrates your seriousness and interest in the internship or work-study program, while remaining respectful and professional.
#7 Follow-up email for contract signing
Our habits of prospecting have changed profoundly thanks to the advent of digital technology. Enamel has become an excellent means of acquiring new customers and facilitating loyalty in new ones. There will certainly be times in your career when you’ll have to sign a contract.
If you don’t get a response after a while, here’s what you could send your target 🎯.
We sent you a sales proposal dated [insert date] for [insert type of solution or service].
I’d like to know if you received it and if this proposal still suits you? If you need additional information about the project, I’m also available to clarify any unclear points.
Please e-mail me or call me on 06 00 00 00 00.
For a contract signature reminder, as for all your other follow up emails, there are some elements to keep clearly in mind:
- Be precise and clear in your writing. Your interlocutor needs to understand why you’re contacting him or her.
- Recall the important elements of the contract agreement, such as the name of the contract and the date you sent it.
- You can propose to exchange via email or phone 📱.
- Remember to schedule an appointment if necessary and to specify it in your e-mail.
#8 Example of follow up email for no response
Whether it’s a job application, a professional request or any other situation, it’s important to remain polite and professional when writing a follow-up e-mail after receiving no response. 🙊
Here is a model that can be adapted to your specific situation:
- Respectful interactions: maintain a polite, professional tone.
- Reference to a previous communication: please briefly mention your last e-mail or your initial request.
- Ask for a reminder of the subject line: briefly summarize the subject line of your first e-mail.
- Expression of interest: confirm your interest in answering or resolving your question.
- Availability: indicate that you are available for further information or discussion.
- Positive conclusion: end with a positive message and thank the recipient for his or her attention.
Here are a few tips: 👇
- Personalization: adapt your e-mail to the specific context of your request.
- Be patient: after sending your first e-mail, wait a reasonable amount of time (usually 1–2 weeks) before sending your follow-up message.
- Clarity and conciseness: write your message clearly and concisely.
- Proofreading: reread your e-mail to avoid grammatical or spelling errors.
This follow-up email should be respectful and professional, clearly indicating your expectations for a response.
#9 Customer reminder mail
Granted, an e-mail from customer reminder can be very generic. However, we’ll provide you with a copy-and-paste template so you can use it whenever you need to.
In this example, we will adapt a friendlier tone using emojis (again, you can do this if your brand and your communication lend themselves to it).
When it comes to customer reminder, this may involve promoting a new commercial proposition, offering them a discount or asking them to take part in a special live event who can provide them with relevant and useful information.
In any case, here’s what you need to do:
- Please add value to your e-mail.
- Take care with your tone.
- Explain why you would send an e-mail like this.
#10 Quotation reminder mail
In this case, you’re walking a tightrope. You have to succeed in combining the fact that your future customer signs your estimate without too much harass. It’s up to you to find the right balance.
Once you’ve sent the estimate, you’ll have to wait a few days before sending your follow up emails (yes, be patient). You can also try a call follow-up.
As we said earlier, you don’t want your customer feels harassed by your networking message. You need to give him time to gather all the information he needs, and to weigh up the pros and cons if you have a project in common.
But in the mail, it is imperative to:
- Call back quote number.
- Enter the name of the project/solution/service.
- Suggest a phone call.
#11 Unsolicited application follow-up mail
Since you’re not responding to a specific job offer, writing a follow-up e-mail for an unsolicited application requires a slightly different approach. Here’s a template you can use for your situation: 👇
- Professionalism and politeness: remain formal and respectful.
- Please inform us briefly that you have submitted an unsolicited application, indicating the date of submission.
- Reaffirm your interest: reaffirm your enthusiasm and your specific interest in the company.
- Update request: politely ask if there’s anything new about the application.
- Additional information: indicates that further details or interviews are available.
- Conclusion and thanks: end on a positive note and thank the recipient for his or her attention.
- Personalization: tailor your e-mails to the businesses and individuals you’re targeting.
- Timing: after your initial application, wait a reasonable amount of time (about 2–3 weeks) before sending a follow-up e-mail.
- Brevity and clarity: make your e-mails as clear and concise as possible.
- Proofread: make sure there are no typos or spelling mistakes.
This follow-up e-mail template is designed to reiterate your interest and show that you’re proactive and serious, while remaining respectful and professional.
#12 Prospecting follow up emails
You may have sent an email to a prospect, but the prospect has never replied. How can you make them understand that you’re there? How to start an email correctly? 🤔 We’ll show you right now.
You may need to send several follow up emails. You can send several e-mails, but we’ll concentrate on the first one you send.
When contacting a prospect, please keep this in mind:
- Tone: speak as you express yourself in your communication strategy, so that people know who you are.
- As with any email, you’re going to send to a recruiter, keep in mind that you shouldn’t overwhelm your prospect with your emails, especially if you’re trying to sell 🤑 something.
How to word a follow up email?
You don’t have to rack your brains to write a follow-up e-mail. What was your sales strategy in the first place? If you’ve drawn up your persona and thought about your product’s communications, you should know how to proceed.
Don’t worry, we won’t leave you like that.
To make a good e-mail, you’ll already need to think about the situation. Is it a payment reminder? Is this a reapplication?
Here’s a list of things to think about:
|The structure of a follow-up emailing
|Hook to attract your target’s attention
|Important points to remember
|Invoice number, day of service…
|Form of address
|Your first and last name or company name
We can imagine that you are aware of this, but a reminder is always good to take 😁. Know that a personalized email can only bring you benefits.
When you receive a personalized e-mail, you’re more inclined to go and see what they have to offer. This is one of the foundations of customer relationship. 🤝
To convince you of this, let’s talk about some key figures.
In fact, customizing your follow up emails will considerably increase your audience’s satisfaction and loyalty.
Acquisition isn’t the only thing that counts in life. Think about retaining your prospects, too. They themselves can help you promote your services or products. So don’t neglect personalization and the effect it can have on your customers.
Let’s face it, not everything is perfect. When it comes to mail personalization, you can’t just walk into your customer’s life and know everything about them. It’s not legal 💀 to have a lot of personal information about someone.
So you have to know how to use what you’re given and analyze user behavior. 65% of these companies say that managing data is a major challenge in their marketing strategy.
If you’re curious about the statistics compiled by the Boston Consulting Group, go to this page link.
#3 When to send a follow up email?
We’re not going to teach you the definition of an email. We think you already know that very well. However, do you know how long to wait before sending a dunning mail 🤨?
We’re bound to disappoint you, but there’s no ideal time. What you need to keep in mind is that you need to choose the right timing, so it will depend on your target.
That’s why it’s extremely important to know your persona well (and, incidentally, to spend time getting it right).
The main thing you should bear in mind is that if your contact has to reply to you, it will usually do so the same day it receives your e-mail.
With that, you’re not making much progress. Don’t wait too long to follow up on a prospect. However, here’s what, we think, makes sense in terms of follow up emails.
#4 Recommended waiting time
When sending follow up emails, you will proceed as follows:
- D+2 for your first reminder.
- At D+4 for the second relaunch.
- D+6 for your third reminder.
- D+10 for the fourth.
For the rest, you can add D+1, but remember to let your target breathe.
Conclusion: What is a Follow up email?
We’re almost at the end of this article, and we’re sad to leave you too, but don’t panic, we’ll recap everything we’ve said about dunning mails.
As we went along, we were able to see:
- The best examples of reminder emails.
- Tips for success.
- Waiting time for relaunch.
- How to send a reminder e-mail.
- Why it was necessary to personalize.
- Tips 💡 for writing the perfect email content.
FAQ: Follow up emails
When making emailing campaigns, there are a few more things to note. ✍️ That’s exactly what we’re going to do in this FAQ.
How do you politely send a follow up email?
We don’t talk about it much, but when it comes to finishing an e-mail, put a greeting. Of course, it all depends on how and to whom you address the person.
If you’re talking to customers, you can use:
- Best regards,
- Yours sincerely
- Kind regards,
- I remain at your disposal for any further information.
Find out more in this article.
How do you formulate an e-mail reminder in English?
If you apply for an international position, you should perhaps communicate with the first person in charge, in English. English can be less formal than French, for example.But… please be careful not to make any mistakes! 🙏
Here are 2 message templates for relaunching a recruiter in English. ⏬
Now we definitely have to part ways 😿….
Until the next article, but now you know everything there is to know about the follow up emails.
What are you waiting for?