Writing follow-up emails to a customer can be challenging. Learn how to write a follow-up email to a client after they send a business proposal,
provide a quote, don’t get a response, or after a meeting.
Email is essential to working with customers, but what if you don’t get a response?
Sending a quick and courteous follow-up email to a customer can re-establish a connection,
and get your relationship back on track.
In this guide on how to write a follow-up email to clients, we give you examples to show you.
We also offer some evidence-based tips for creating the most effective follow-up emails that are (almost) guaranteed to get a response.
Why send a follow-up email to a customer?
Follow Up Sending a professional follow-up email to a client can be a gentle reminder,
reconnecting you with an existing or potential client.
There are many reasons you might send a follow-up email to a customer, including:
Send a follow-up email to the customer after quoting
A follow-up email to a customer after an offer has been submitted
A follow-up email to the customer for payment
A follow-up email to a lead
Follow Up via email after the meeting
In a perfect world, a follow-up email wouldn’t be necessary.
Studies have shown that while 70% of emails receive an immediate response,
up to 30% of emails go unanswered in the inbox.
He says ignoring work emails is unacceptable, but it’s understandable.
The problem is, most of us don’t have time to respond to hundreds of emails every day.
the solution? Send a follow-up email to the customer.
It’s essential for getting things back on track and moving your business forward.
Follow Up Is it possible for you?
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If you need an example by a certain date, for example, you should send a follow-up email whenever you need to.
Without a response, you’re left unable to plan or make progress, so a follow-up email makes sense.
In an emergency, you may need to send an email the same day – and that’s okay.
Unless your email is time-limited, we recommend waiting two to three business days before sending a follow-up.
We covered this method more extensively in our blog post on how to write a sales follow-up email.
Many of us have strategies for dealing with unread emails in our inboxes – such as replying to them
at a certain time – and this interval gives them time to respond.
A follow-up three days after the first contact ensures that you are fresh in their mind. Any sooner, and you may appear desperate.
What is a Follow Up email?
Unlike a cold outreach letter, with a follow-up, you actually have a relationship with the email recipient.
Sales teams send these emails at key points in the sales funnel to collect information,
remind the recipient to take action, or simply follow up on the customer journey.
A polite follow-up email can help you build trust and close the deal quickly.
A good sales follow-up email message could be transactional (an email sent to an individual recipient to complete a transaction).
These messages are often informational and do not contain direct marketing messages.
For example, a post-purchase transaction follow-up email might include pricing or shipping details.
Many emails to follow up on commercial sales. This email contains a marketing message,
the main purpose of which is to promote awareness and engagement or to make a sale.
No matter the nature of the message, a polite follow-up email can help you build trust and close the deal quickly.
Six follow-up mistakes to avoid
Developing a consistent follow-up process puts you in a better position to help your potential customers through the customer journey.
But there are several challenges you must avoid to prevent common cracks that can cause potential clients to slip away.
Of all the follow-up mistakes salespeople make, here are six mistakes sales teams often catch:
It did not follow quickly. The longer you take to Follow Up on leads and prospects,
the less likely you are to get a response. Put systems in place (such as email automation) to ensure a response as quickly as possible.
Not focusing on the company as a whole. If you’re targeting large organizations,
email follow-ups should include multiple people.
Find out as much information as possible about all of the decision-makers in the purchasing process to target your emails accordingly.
It is not followed up often enough.
A study by the Rain Group found that it takes eight points of contact to have a chance at conversion.
Consistent communication is essential, so make sure you have enough followers to encourage buying.
Follow often. While it’s important to Follow Up regularly, you shouldn’t bombard your audience with a constant stream of emails.
It just has to be the right amount, at the right time.
Not using my favorite channel. Not all leads want to be contacted via email.
Some prefer to make a phone call or face-to-face contact.
To take care of conversions effectively, find the best way to reach them.
If they already buy from you, all you have to do is Follow Up with customers on the channel you used before.
Don’t track your metrics. Without measuring your sales performance, you won’t know if what you’re doing is working or not.
Use your CRM to measure the open and response rates of each of your emails to see how they are performing.
How do you write a good subject line for your follow-up email?
The subject line is the first thing your potential customers see and they can decide
whether to read your email based on the subject line alone.
So try not to be too obvious with “following up” or “just checking in” as the subject line of your follow-up.
Get creative and write compelling copy that will compel users to open your email.
Here’s what to do when writing subject lines for your follow-ups: keep it personal,
keep the copy short, and ask interesting questions.
How many Follow Up should I send?
At Hunter, our main rule of thumb is to focus on writing compelling emails rather than adding tons of follow-up.
We, therefore, recommend limiting your cold email campaign to three follow-ups.
If you send a lot of follow-ups to someone who has never heard of you, you may come across as boring and your company brand may suffer.
If you still feel that three follow-ups aren’t enough or that you can offer more value/interest to the prospect – feel free to use other channels.
Twitter or LinkedIn can help you get your message across easily on a personal level.
How often do you send followers?
About 90% of emails sent are opened on the same day.
The same goes for responses – your potential customers are more likely to reply to you the day you send your campaign.
So don’t wait too long to send a follow-up email.
In general, 2-5 days is the best time to remind potential clients of your offer.
Follow Up Last Thought
The best follow-up emails — business or informational — increase sales and build relationships
You now have a clear understanding of what follow-up emails are, why they’re important,
and how to create your follow-up sequence and segment leads and leads.
The next step is to determine how to effectively manage follow-up emails (and all your email marketing efforts)
Don’t hesitate to contact us any time our expert consultancy is always available.
24/7. +971567833266