Do you know what we’re going to look at today? The follow up emails.
That’s right! Follow-up emails are not a thing of the past. 🤓 On the contrary, this is precisely the time to take advantage of it.
You’ll learn about the best templates and the tips you should apply.
Onward and upward, we’ve got our work cut out for us. 🥖
How to Write a 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 email to your targets.
Incidentally, this word is particularly important since you’re going to need to know your target inside out. 🤌
12 Follow up Emails Templates
Now, let’s cut right to the chase and discover our 12 free templates! 👇
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 email 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, 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.
Yours sincerely
[Your full name].
[Telephone number].
The tips
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 few days 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, we’ll help you set up a little interview follow up email with this example.
Line subject: Following our meeting on [date].
Hello [Name of addressee],
I would like to thank you for taking the time to interview me about [put the reason you interviewed me] on [date of interview]. For my part, the exchange was particularly enriching, and I was able to find out more about [the subject], which reinforces my decision to fully support this project.
I’d like to know what’s next and when we’ll be able to set it up.
Yours faithfully
[Your name].
[Your telephone number].
The tips
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 a follow up email template for you.
Subject: Outstanding payment reminder: [Product name] [Invoice number].
Dear Sir/Madam [Name],
Unless there is an error or omission on our part, we have noted that invoice no. [invoice number] dated [insert date] has not yet been paid.
We are still awaiting your payment.
We kindly ask you to settle this invoice. Otherwise, we will be obliged to terminate your premium services such as [name of services]. If, however, your payment was sent before receipt of this email, please disregard it.
The [Name of service] or [Your first and last name] team.
The tips
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 or prospects.
- 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 them).
For relaunch an employee, you’ll need to think about the relationship you have with them. Here’s a free template you can use again and again.
Subject: Reminder on [insert name of file].
Hello [insert collaborator],
I’m coming back to you following our last exchanges on the subject of [insert name of file]. Have you had time to think about possible solutions?
I’ve been brainstorming with [name other collaborators], and we’ve come up with several ideas.
Could we arrange a meeting for early next week?
[Put your name].
The tips
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. Occasionally, 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 email 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.
Subject: Follow-up regarding application for [job title].
Hello, [name of recipient].
I would like to write to you to follow up on your application for the position [position] which I submitted on [date]. I am excited about the opportunity to join [company name] and contribute to [company/position specific].
I understand that the hiring process may take some time, but I wanted to follow the progress of my application. Should you require any further information or documentation, please do not hesitate to reach us.
Thank you for your reply. We’ll be happy to answer any questions you may have and arrange an interview.
Yours sincerely
[Your contact details]
The tips
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 week to 2 weeks before proceeding to the next stage.
- Simplicity: keep your e-mails short and to the point.
- Proofread: reread your email to correct spelling and grammatical errors.
This follow-up email shows your continued interest in the position while remaining professional and respectful.
#6 Internship or work Sample Follow up mail
Writing a follow-up email 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.
Subject: Application follow-up for an internship/position [Position title].
Hello, [name of recipient].
I hope you are well. We are writing to follow up your application for an internship/work-study position in [job title or field], which you submitted on [date]. The idea of being able to learn and contribute within [company name] is a great motivation for me, especially [mention internships or specific aspects of the business that interest me].
I know there are many applications to consider, but I’d like to know if there are any updates to my application. We will, of course, be happy to provide you with further information and the possibility of an interview. Thank you for your response and consideration.
I’m really looking forward to working at [company name] and learning from your team.
Sincerely,
[Your contact details]
The tips
- 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 you check the 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. 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 help clarify any unclear points.
Please email me or call me on 06 00 00 00 00.
The tips
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 email.
#8 Example of follow up email after 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 email after receiving no response. 🙊
Here is a template 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 email or your initial request.
- Ask for a reminder of the subject line: briefly summarize the subject line of your first email.
- 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.
Subject: Follow-up on request from [date of first email].
Hello, [name of recipient].
I hope this message cheers you up. Regarding [subject of e-mail], we would like to reach you again based on the email of [date of last e-mail]. I have not yet received a reply, so I wanted to make sure that my message had been received and not ignored.
We understand that you are busy, but [please briefly explain why your response is important] and would appreciate any updates.
At your convenience, it would be a pleasure to provide you with further information or to speak to you by phone. Thank you very much for taking your valuable time to listen to us. We look forward to hearing from you.
Yours sincerely
[Your name].
The tips
Here are a few tips: 👇
- Personalization: adapt your email 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 email to avoid grammatical or spelling errors.
This cold email should be respectful and professional, clearly indicating your expectations for a response.
#9 Customer reminder mail
Granted, an email from customer reminder can be very generic. However, we’ll provide you with a copy-and-paste template so you can download it and 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).
Subject line: Attend our live event 🚀
Hi [first name of your customer],
We’ve decided with part of the [put business name] team to surprise you. We’re going to do a live show and give you the best tips on how to get your sales off the ground. These tips can be found in an E-book that you can download free of charge.
If you want to have some fun, join us at this link [put link name] on [put live date].
[Put first and last name]
The tips
When it comes to a client 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 email 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 client 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.
Subject: Follow-up quotation no. [quotation number] for [name of product or service].
Hello Mr. (Last name),
I’m contacting you again regarding your project [name of project]. I sent you a quotation on [insert date quotation sent] and would like to know if you have received it.
I’d like to arrange a telephone conversation with you, depending on your availability, so that I can answer any questions you may have. Please do not hesitate to contact me should you require any further information.
Yours faithfully
[Your first and last name]
The tips
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 Follow up mail after application
Since you’re not responding to a specific job offer, writing a follow-up email for an unsolicited application requires a slightly different approach. Here’s another free 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.
Subject: Follow-up of my voluntary application from [date].
Hello, [name of recipient].
I am writing this letter in response to your unsolicited application for a position with [company name] on [date]. I am genuinely interested in the opportunity to contribute to [please mention the specific aspects of the company or industry in which you are interested].
I understand that unsolicited applications can take some time to process, but I wanted to know the status of my application. I’m still very excited about joining your team and would be happy to provide you with further information or an interview.
Thank you for taking the time to view my application. I look forward to the opportunity to discuss my application.
Yours sincerely,
[Your name].
The tips
- 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 email 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 emailed 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.
Subject: Your [product name] is waiting for you.
Hello [Name of your prospect],
I’m contacting you again following the first message I sent you on [date] about [name of solution].
I don’t think I’ve heard from you yet. Perhaps you have some questions about the product? It will be a pleasure to help you. Could we arrange a meeting?
Kind regards,
[Your full name].
[Position in the company].
The tips
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.
Get your first customers this week
Take advantage of the power of Waalaxy to generate leads every day. Start prospecting for free, today.
6 Tips to Write the Best Follow up Emails
#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 buyer 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.
- Income.
- Etc.
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.
#2 Segment
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 🔞.
- Etc.
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.
#4 Copywriting
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 follow up email 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. 🤑
#5 Personalization
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.
#6 Automation
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:
- Drip campaign (to send a sequence of emails).
- Autopilot.
- Sendinblue.
- 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.
How to Send 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 | |
Mail subject | Relaunch X |
Copywriting | Hook to attract your target’s attention |
Important points to remember | Invoice number, day of service… |
Form of address | Yours sincerely |
The signature | Your first and last name or company name |
#1 Benefits
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.
💡89%
Out of 117 companies surveyed, 89% consider that personalization positively affects client relations.
In fact, customizing your follow-up emails will considerably increase your audience’s satisfaction and loyalty.
💡 Double benefit
Thanks to the implementation of personalization, you’ll be able to save time and money (particularly true when using automation software) and you’ll benefit from your target’s consideration.
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 or prospects.
#2 Limits
❌ The limits of personalization
It’s all about managing data in the right way, especially as security regulations are becoming increasingly stringent.
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 a database 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 follow up 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 cold email content.
FAQ: Follow up Email
When making emailing campaigns (sending a sequence of automated emails), there are a few more things to note. ✍️ That’s exactly what we’re going to do in this FAQ.
How to politely remind someone via email?
Don’t be afraid to send an email to politely remind someone to do something. It happens all the time, and it shouldn’t be a taboo! 🤫
In your reminder email, you can simply ask them: “Could you please have a look at X?”, “Did you finish X task?”, “Please remember to send X before (date)”, etc.
Also, 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/prospects, say this to end the conversation:
- Best regards,
- Yours sincerely,
- Kind regards,
- I remain at your disposal for any further information.
Find out more on how to end an email, in this article. 👋
How to send a reminder email?
If you apply for a job position, you may need to send a reminder e-mail after a meeting was scheduled.
Email subject lines you can use: “Soft reminder”, “Gentle reminder on the below request”, “As a kind reminder”, etc. 👈
Here are 2 message templates for relaunching a recruiter. ⏬
Dear {{FirstName}},
I submitted my application for the position of Biz Dev a few days ago. I just wanted to make sure you received it. Still interested in the position, and I would love to have a conversation with you about the way I can help you grow your business.
Best Regards,
X.
Dear {{FirstName}},
I am still interested in the position of “Head of Sales” at your {{CompanyName}}. Another company offered me an interview/gave me a positive answer for a similar position.
However, your offer appears to be more suitable for what I am looking for in my career plan.
Please let me know if you have taken a decision about my application.
Best regards,
X.
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.