It's a common scenario: you've sent an important email but received no response. Perhaps it's a job application, or a business proposal, or an inquiry to a potential client. Whatever the reason, the lack of response can be frustrating, and can leave you wondering what to do next. This is where a well-crafted follow up email comes in. In this article, we'll guide you through the process of writing an effective follow up email, from understanding the importance of follow ups to crafting a compelling message.
Understanding the Importance of Follow Up Emails
Before we dive into the specifics of writing a follow up email, it's worth taking a moment to consider why follow ups matter. There are several reasons why an initial email may go unanswered: the recipient might be busy, might have missed your message, or might simply not be interested. In any case, a follow up email gives you a chance to reconnect with the recipient and remind them of your message.
Why Follow Up Emails Matter
Follow up emails show that you are persistent and committed to your goal. They send a message that you are not willing to give up easily, and that you care about the outcome of your previous email. Additionally, by providing a reminder to the recipient, you are giving them an opportunity to respond to your message even if they missed it the first time around.
Common Reasons for No Response
Before you craft your follow up email, it's helpful to consider why you may not have received a response to your initial message. Some common reasons include:
- The recipient is swamped with other emails and hasn't had a chance to read yours yet
- Your message got lost or buried in their inbox
- The recipient is not interested in your proposal or offer
- The recipient is dealing with a personal or professional issue that is taking priority over email
Preparing to Write Your Follow Up Email
Once you've understood the importance of follow ups and considered the reasons for no response, it's time to start preparing to write your follow up email. This involves analyzing your initial email, determining the appropriate time to follow up, and setting a clear goal for your message.
Analyzing Your Initial Email
Take a moment to reread your initial email. Is it clear, concise, and well-written? Is the subject line attention-grabbing? Does it provide a reason for the recipient to respond? If you're not sure, consider asking a friend or colleague to review your email and provide feedback.
Determining the Appropriate Time to Follow Up
Timing is key when it comes to follow up emails. You don't want to send your message too soon and appear pushy or impatient, but you also don't want to wait too long and risk the recipient forgetting about your initial email. As a general rule of thumb, wait at least a week between your initial email and your first follow up. From there, you can adjust the timing based on your specific situation.
Setting a Clear Goal for Your Follow Up Email
Before you start writing your follow up email, it's important to identify a clear goal for your message. Are you aiming to get a response from the recipient? Are you hoping to set up a meeting or call? Are you providing additional information or resources? Having a goal in mind will help you craft an effective message.
Crafting an Effective Follow Up Email
With your preparation done, it's time to start writing your follow up email. This involves choosing the right subject line, acknowledging the recipient's time, providing a clear call-to-action, and keeping it concise and professional.
Choosing the Right Subject Line
Your subject line is the first thing the recipient will see when they receive your follow up email. It needs to be attention-grabbing and relevant to your message. Avoid using generic subject lines like "Follow Up" or "Checking In"; instead, be specific about the content of your email.
Acknowledging the Recipient's Time
When crafting your message, it's important to acknowledge the recipient's time and demonstrate that you value their attention. Start by thanking them for their previous communication and acknowledging any actions they have taken since receiving your initial email.
Providing a Clear Call-to-Action
Your follow up email should be clear and concise, with a specific request or call-to-action. Be direct about what you're asking for, and make it easy for the recipient to respond. Provide any necessary context or information, but avoid overwhelming them with unnecessary details.
Keeping it Concise and Professional
Finally, be sure to keep your follow up email concise and professional. Avoid using slang or casual language, and double-check your spelling and grammar. Remember that your follow up email is a representation of you and your brand, so make it as polished and professional as possible.
Tips for Increasing Your Chances of a Response
Now that you know the basics of writing a follow up email, here are some additional tips for increasing your chances of a response:
Personalizing Your Follow Up Email
Personalization can go a long way in making your follow up email stand out. Use the recipient's name, reference any previous communication, and demonstrate that you have done your research on their needs or interests.
Offering Additional Value or Information
If appropriate, consider providing additional value or information in your follow up email. This could include a helpful resource, a relevant article or blog post, or a special offer or discount. This can demonstrate your expertise and provide an incentive for the recipient to respond.
Using a Friendly and Polite Tone
Finally, remember to use a friendly and polite tone in your follow up email. Avoid sounding confrontational or aggressive, and instead approach the recipient with respect and courtesy. A friendly tone can go a long way in building rapport and increasing the likelihood of a response.
