How to Write a Follow Up Sales Email [+13 Free Templates]

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Are you tired of sending countless emails to potential customers without getting any responses? Do you find it challenging to find the right words to say in a follow-up email that won’t sound pushy or desperate? You’re not alone!

Whether you’re trying to close a deal, schedule a meeting, or just touch base with a prospect, a well-crafted follow-up email can make all the difference. But writing a follow-up sales email can be a daunting task, especially if you’re doing it for the first time. 

This article on how to write a follow up sales email will help you master the art of writing great emails. The tips, tricks, and best practices in this guide will help make your follow-up emails stand out from the crowd and increase your chances of closing that sale. 

We’ve also compiled the best examples of a follow up email and created free templates that you can use as a starting point to craft your own personalized follow-up emails.

So let’s dive in and start crafting those winning follow-up sales emails!

Your Ultimate Guide to Follow Up Sales Email

It’s no secret that a follow-up email is a perfect solution to reignite your potential clients’ interests and get the ball rolling again.

The perfect sales follow-up starts with email personalization. Nobody wants to feel like they’re just another name on a list, so ensure your follow-up email is tailored to your recipient.

It is a good idea to start by addressing them by name and referencing any previous conversations or interactions you’ve had. Show them that you value their time and have put thought into your message.

But remember, the key is to keep it short and sweet. Your prospects are busy, and they don’t have time to read a novel. So, get straight to the point and be clear about what you’re offering.

And don’t forget to include a clear call to action (CTA) in the email. Make sure your CTA is actionable and specific, whether it’s a request for a phone call or a follow-up meeting.

Timing is another critical aspect of a follow-up email. You don’t want to wait too long before sending your follow-up, but you don’t want to bombard your prospects with emails. A good rule of thumb is to wait a few days before sending your first follow-up and follow up again if you still haven’t heard back.

Now, let’s have a look at some follow up sales email statistics.

Sales Follow Up Email Statistics

Here’re some statistics that emphasize the importance of follow up sales email:

1. 80% of sales require at least five follow-up emails after the initial meeting.
2. The appropriate wait time to send follow-up emails is 3-5 business days.
3. Personalized subject lines increase the open rate of follow-up emails by 50%. 
4. Sales emails sent on Mondays and Thursdays have the highest open rates.
5. Including a call-to-action button in a follow-up email increases clicks by 371%. 
6. Including social proof in follow-up emails, such as customer testimonials or reviews, can increase response rates by 50 to  80%.
7. Following up with web leads within 2 minutes can increase the chances of conversion by up to 391%.

How to Make a Reminder Email? 

The statistics above underscore the importance and benefits of sales follow-up emails. But how to write a follow up sales email, you ask? Read on for our tips on how to create effective reminder emails that will help you get the response you want.

1. Choose the Best Email Marketing Automation Tools

The first step in creating an effective reminder email is to use the best email marketing automation tools available. These tools can help you schedule and send emails automatically, track opens and clicks, and segment your audience for better targeting.

2. Write a Compelling Subject Line

Your subject line is the first thing your recipient will see, so it’s essential to make it compelling and relevant. A great subject line should be short, specific, and grab the reader’s attention. 

Here’re a few examples of some great subject lines: “Don’t Miss Out: Limited Time Offer!” or “Quick Reminder: Our Meeting is Tomorrow!”

3. Launch a Follow Up Email

If your initial email goes unanswered, don’t give up just yet! A new follow-up email can be a great way to remind your recipient about your original message and give them another opportunity to respond. 

4. Keep Your Email Short and to the Point

When it comes to reminder emails, less is often more. Keep your email short and concise, focusing on the most critical information. You may want to use bullet points and bolded text to highlight key points and avoid long paragraphs that are hard to read.

5. Personalize Your Email

Deep personalization is key to a successful reminder email. For example, it is a good idea to use the recipient’s name, refer to previous conversations or interactions, and tailor your message to their specific needs or interests. Email personalization will help make your email more relevant and engaging and increase the chances of a response.

6. End With a Clear Call-to-Action

The ultimate goal of a reminder email is to get a response or action from the recipient. To achieve this, be sure to end your email with a clear and compelling call to action. 

For example, “Click here to schedule your appointment now!” or “Reply to this email to confirm your attendance.”

As you see, creating effective reminder emails requires careful planning, attention to detail, and a willingness to experiment and iterate. By following these tips, you can increase the chances of getting your desired response and build stronger relationships with your customers and prospects. So why not give it a try today and see what works best for you

Follow Up Email Subject Lines

Here’re some examples of subject lines for email that you can take inspiration from or even use in your next follow-up emails.

1. “Don’t Miss Out: Limited Time Offer Inside!” – This subject line creates a sense of urgency by emphasizing a limited time to take advantage of an offer or promotion. It encourages the recipient to open the email and learn more about the offer before it expires.

2. “Reminder: Our Meeting is Tomorrow!” – This subject line serves as a helpful reminder for a scheduled meeting or appointment. It helps ensure the recipient does not forget about the meeting and encourages them to attend.

3. “Quick Follow-Up: Have You Had Time to Review Our Proposal?” – This subject line is a friendly follow-up that seeks to gauge the recipient’s interest in a previously sent proposal. It acknowledges the recipient’s busy schedule while showing that the sender is interested in their response.

4. “Checking In: How Can We Help You Achieve Your Goals?” – This subject line is a personalized approach that shows the sender is interested in the recipient’s needs and goals. It encourages the recipient to engage with the email and consider how the sender can assist them.

5. “Last Chance to Save: Don’t Let This Deal Slip Away!” – This subject line creates a sense of urgency and FOMO (fear of missing out) by emphasizing that there is a limited time to take advantage of a deal or offer. It encourages the recipient to open the email and take action before it’s too late.

Follow-Up Email Examples

Follow-up emails provide an opportunity to reconnect with leads or prospects, remind them of your products or services, and move them closer to making a purchase. 

Here are some of the best examples of a follow up email from some of the most famous brands in the world: 

1. Amazon

Subject Line: Don’t Miss Out: Items In Your Cart Are Still Available

Dear [Customer],

We noticed that you added [specific product] to your cart but haven’t completed your purchase yet. If you’re still interested, now is the time to buy! The items in your cart are still available, but they won’t stay that way for long.

Just a reminder, with Amazon Prime, you’ll get free shipping and fast delivery on eligible items. So, don’t hesitate to finish your purchase now and enjoy your new [product].

Thanks for shopping with us!

Best regards,

[Amazon]

2. Grammarly

Subject Line: Boost Your Writing Today

Dear [Recipient],

I noticed that you recently signed up for a free Grammarly account but haven’t yet upgraded to our premium service. If you’re serious about improving your writing, now is the time to do it.

With Grammarly Premium, you’ll get advanced grammar checks, vocabulary suggestions, and style improvements to take your writing to the next level. Plus, our plagiarism checker can help you avoid accidental plagiarism and ensure your work is original.

Don’t miss out on this opportunity to boost your writing skills. Upgrade to Grammarly Premium today and start writing with confidence.

Best regards,

[Grammarly]

3. Airbnb

Subject Line: Plan Your Next Getaway With Airbnb

Dear [Recipient],

Are you still dreaming about your next vacation? With Airbnb, you can find unique accommodations and unforgettable experiences that you won’t find anywhere else.

Whether you’re looking for a cozy cabin in the woods, a beachfront villa, or a stylish city apartment, we have something for everyone. And with our flexible cancellation policies and enhanced cleaning protocols, you can book with confidence and peace of mind.

So, what are you waiting for? Start planning your next getaway with Airbnb and create memories that will last a lifetime.

Best regards,

[Airbnb]

4. HubSpot

Subject Line: Are You Ready to Grow Your Business?

Dear [Recipient],

I hope this email finds you well. I wanted to follow up regarding our conversation about [specific product/service] and see if you’re still interested in learning more.

At HubSpot, we’re dedicated to helping businesses like yours grow and succeed. Our powerful marketing automation tools, sales software, and customer service platform can help you streamline your operations, attract more customers, and increase your revenue.

If you’re ready to take your business to the next level, let’s schedule a call to discuss how HubSpot can help. I look forward to hearing from you.

Best regards,

[HubSpot]

5. Zoom

Subject Line: Don’t Miss Out on Seamless Video Conferencing

Dear [Recipient],

I wanted to follow up regarding Zoom, the video conferencing solution we discussed. As more and more businesses transition to remote work, it’s important to have a reliable and easy-to-use video conferencing platform.

With Zoom, you’ll get crystal-clear video and audio, screen sharing, and easy collaboration tools to make your meetings more productive and engaging. Plus, our security features ensure that your meetings are safe and secure.

Don’t miss this opportunity to streamline your communication and improve your remote work experience. Let’s schedule a call to discuss how Zoom can benefit your business.

Best regards,

[Zoom]

These examples showcase how brands can use follow-up emails to engage with their customers, remind them of the benefits of their products or services, and encourage them to take action.

13 Follow Up Email Templates

1. Follow-Up After a Sales Call

Hi [Recipient Name],

I wanted to follow up on our recent phone call regarding [specific product/service]. I hope you found the information helpful, and I wanted to reiterate how our solution can benefit your business.

If you have any further questions or concerns, please don’t hesitate to reach out. I look forward to hearing back from you soon.

Best regards,

[Your Name]

2. Follow-Up After a Meeting

Dear [Recipient],

I wanted to thank you for taking the time to meet with me earlier this week. It was great to learn more about your business and discuss how we can work together to achieve your goals.

I wanted to follow up and see if you had any further questions or concerns about our proposed solution. Please let me know if there’s anything else I can provide to help with your decision-making process.

Best regards,

[Your Name]

3. Follow-Up After a Proposal

Hello [Recipient Name],

I hope this email finds you well. I wanted to follow up on the proposal I sent over last week regarding [specific project]. I’m confident that our solution will meet your needs and exceed your expectations.

If you have any further questions or concerns, please let me know. I’m happy to provide any additional information or clarification to help you make an informed decision.

Best regards,

[Your Name]

4. Follow-Up After a Networking Event

Dear [Recipient],

It was great to meet you at [specific event] last week. I enjoyed learning more about your business and discussing how we can potentially work together in the future.

I wanted to follow up and see if you are available for a quick call next week to continue our conversation. Let me know if that works for you, and we can schedule a convenient time.

Best regards,

[Your Name]

5. Follow-Up After a Job Interview

Dear [Recipient],

I wanted to thank you for taking the time to interview me for the [specific role] position at [company name]. I appreciate the opportunity to learn more about the company and the position.

I’m excited about possibly joining your team and wanted to follow up to express my continued interest in the role. Please let me know if there’s any further information I can provide or any next steps I should be aware of.

Best regards,

[Your Name]

6. Follow-Up After a Product Demo

Hello [Recipient Name],

I hope you enjoyed the product demo we provided earlier this week. I wanted to follow up and see if you had any further questions or concerns about the product or our solution.

I believe our product can provide significant value to your business, and I’d love to schedule a call to discuss how we can work together to achieve your goals.

Best regards,

[Your Name]

7. Follow-Up After a Free Trial

Dear [Recipient],

I wanted to follow up and see how you’re enjoying the free trial of our product/service. I hope you’re finding it helpful and valuable for your business needs.

If you have any questions or concerns about the product, please let me know. I’d love to schedule a call to discuss how we can work together to make the most of your trial period.

Best regards,

[Your Name]

8. Follow-Up After a Missed Deadline

Hi [Recipient Name]

I hope this email finds you well. I wanted to follow up regarding the project we discussed and the deadline that was missed. I understand that unforeseen circumstances can sometimes arise, but I would appreciate an update on the project’s status.

I understand that delays can happen, but I wanted to check in and see if there’s anything I can do to help move the project forward. Please let me know if you need additional resources or support to meet the deadline.

I look forward to hearing from you and resolving this issue in a timely manner.

Best regards,

[Your Name]

9. Follow-Up After a Purchase

Dear [Recipient],

Thank you for choosing our product/service. We hope it’s meeting your expectations and providing value to your business. I wanted to follow up and see if you have any feedback or suggestions for how we can improve your experience.

Also, don’t forget that we offer [specific service/benefit] to our customers. Please let me know if you want to learn more about it or have any questions.

Best regards,

[Your Name]

10. Follow-Up After a Referral

Dear [Recipient],

Thank you for referring [name of referral] to our company. We appreciate your support and trust in our business. I wanted to follow up and let you know that we have reached out to [name of referral] and scheduled a call to discuss their needs.

We believe our solution can help them achieve their goals, and we’re grateful for your referral. If you have any further referrals or questions, please don’t hesitate to reach out.

Best regards,

[Your Name]

11. Follow-Up After a Request for Information

Dear [Recipient],

I wanted to follow up regarding your requested information about our product/service. We’re happy to provide you with any further information or clarification you need to make an informed decision.

If you’re ready to move forward, we can schedule a call to discuss the next steps. Otherwise, please let me know if there’s anything else I can do to help.

Best regards,

[Your Name]

12. Follow-Up After a Customer Service Inquiry

Dear [Recipient],

I wanted to follow up regarding the customer service inquiry you submitted last week. I apologize for any inconvenience or frustration this may have caused and want to ensure that your issue has been resolved satisfactorily.

If you have any further concerns or questions, please don’t hesitate to reach out. We value your business and want to ensure you have a positive experience with our company.

Best regards,

[Your Name]

13. Follow-Up After a Webinar or Event

Dear [Recipient],

I hope you enjoyed our recent webinar/event. We appreciate your participation and hope you found the information helpful and informative.

If you have any further questions or concerns about the topic we discussed, please let me know. We’re happy to provide any additional information or resources to help you succeed in your business.

Best regards,

[Your Name]

Tips for Perfect Emails

As we all know, email communication has become an essential part of our lives, especially regarding business. But how often have you sent an email and not received a response, or worse, received a negative response? That’s where these tips for perfect emails come in. 

Follow these guidelines, and you’ll be well on your way to crafting the perfect email.

Related article: Best Email Drip Campaign Examples

1. Use a Clear and Concise Subject Line

Your subject line is the first thing your recipient will see, and it needs to be compelling enough to make them want to open your email. It’s crucial to use a clear and concise subject line that accurately reflects the content of your email.

A good subject line should be short and to the point while still conveying the main message of your email. It should also be relevant to the recipient and their interests or needs. Avoid using vague or misleading subject lines, leading to confusion and mistrust.

For example, if you’re sending an email to follow up on a job application, your subject line could be “Follow-Up on Job Application.” This clearly conveys the purpose of your email and makes it easy for your recipient to understand what your email is about.

It’s also important to avoid using all caps or excessive punctuation in your subject line, as this can make your email appear unprofessional or spammy. Additionally, proofread your subject line for any spelling or grammar errors.

2. Personalization

Nobody likes receiving generic emails that are obviously sent to a mass audience. As such, upgrade your email personalization strategy and take the time to personalize your emails, address your recipient by their name, and mention a previous conversation or interaction you’ve had with them. This will show that you value them as an individual and not just another potential client.

Here are some tips for getting personal in your emails:

• Use your recipient’s name: Address your recipient by their name instead of using a generic greeting like “Dear Sir/Madam.” This simple act can make your email feel more personalized and less like a mass email.
• Mention previous interactions: If you’ve had previous interactions with your recipient, such as a previous email exchange or a meeting, reference it in your email. This shows that you remember them and care about the relationship.
• Use relevant details: Use details relevant to your recipients, such as their job titles or company names. This shows that you’ve done your research and are familiar with their situation.
• Show empathy: If your recipient has shared a problem or concern with you, acknowledge it and show empathy. This can help build trust and rapport with your recipient.
• Use a conversational tone: Write your emails as if you’re conversing with your recipient. This can help make your emails feel more personal and engaging.

3. Use a Conversational Tone

Your email should read like a conversation, not a robotic sales pitch. It is always good to use a conversational tone and write as if speaking to your recipient face-to-face. This will help to build a connection and trust between you and your recipient.

Here are some tips for using a conversational tone in your emails:

• Write in the first person: Use “I” and “we” instead of “the company” or “our organization”. This makes your email sound more personal and less like a generic corporate message.
• Use contractions: Contractions such as “can’t,” “won’t,” and “we’ve” can make your emails sound more casual and approachable.
• Avoid jargon and technical terms: Using jargon and technical terms can make your emails sound formal and intimidating. Instead, use simple, easy-to-understand language.
• Ask questions: Asking questions can make your emails feel more like a conversation, and it can encourage your recipient to respond.
• Use humor (when appropriate): Adding a touch of humor to your emails can help you connect with your recipient on a more personal level. However, be sure to use humor judiciously and avoid any topics that might be sensitive or offensive.

4. Provide Value

Your email should provide value to your recipient. Whether it’s through sharing valuable information or offering a solution to a problem they’re facing, ensure that your email provides some sort of benefit to your recipient. This will increase the chances of them responding positively to your email.

For example, if you’re sending a marketing email to promote a new product, you could provide value by including information about the product’s unique features and benefits, as well as how it solves a common problem that your customers face. You could also offer an exclusive discount for subscribers or include a free guide or tutorial that provides additional value.

Ultimately, providing value is about putting yourself in your recipient’s shoes and considering what they find helpful, informative, or entertaining. By providing value, you can establish yourself as a trusted and valuable resource to your recipients, ultimately leading to increased engagement and conversions.

5. Use Visuals to Enhance Your Message

Visuals, such as images or videos, can be a powerful way to enhance your message and make it more engaging. However, be sure to use visuals sparingly and only when they add value to your message. Avoid using large or flashy images that can make your email appear unprofessional or spammy.

For example, if you’re sending a sales email promoting a new product, you could include a high-quality image and a short video demonstrating its key features and benefits. Alternatively, you could use an infographic to present key statistics or data points in a more visually appealing format.

6. Keep Your Email Relevant and Timely

Sending an irrelevant or outdated email can be a waste of time for both you and your recipient. Ensure your email is timely and relevant to your recipient’s interests or needs. This will help to increase the chances of your email being read and responded to.

Keeping your emails relevant and timely is all about understanding your audience, sending personalized messages, and staying up-to-date with current events and trends. 

For example, if you’re a travel company, you could send a timely email promoting a special offer for a popular destination during the peak travel season. By sending the email at the right time and tailoring the message to your audience’s interests, you can increase the likelihood that your recipients will engage with your message and take action.

7. Use Social Proof

Social proof, such as testimonials or case studies, can be a powerful way to establish credibility and build trust with your recipient. You can use social proof to demonstrate your expertise and show that you have successfully helped others in a similar situation. 

Social proof can highlight the benefits and positive experiences that others have had with your product or service. Make sure to choose social proofs that are relevant to the message you are sending, and that highlight specific benefits or outcomes.

Conclusion

A follow-up email is an essential part of the sales process. It helps you to stay top of mind with your prospects, build relationships, and close deals. Using the tips and templates outlined in this article, you can create effective follow-up emails that engage your prospects and encourage them to take action. 

Remember to keep your emails clear, concise, and focused on the needs and interests of your prospects. Use personalization, social proof, and other techniques to build trust and credibility with your audience. With some practice and experimentation, you can create follow-up emails to help you achieve your sales goals and grow your business.