What do you do when a prospective customer of yours goes cold? Waiting for them to respond should be the last step you should take. Taking your customer throughout the journey till they sign up for your product is obviously not something you can do easily. This is why you need to send follow up emails to your customers so that they don’t slip through the cracks.
In this guide, we provide you with 10 email templates for follow up for different scenarios to help you win more sales. Before you check out them, here are some important email marketing tips to follow while sending follow up emails.
Best Follow-Up Practices
1. Start with the Context
It is not likely that your prospect will remember you when you send out an email to them. If you start your email with a context about your initial conversation with them, the recipient will remember you and respond to your email. You can use any of the following openers in your mail according to the situation.
- I am reaching out in regards to ( topic ).
- I am writing to follow up on..
- I just talked to (name of the referrer) who referred you..
- It was great chatting with you..
- As per our previous conversation about (topic)..
2. Understand where your customer is
You’ll have to send emails for different scenarios. An email that you send to a prospect who is far from the buying decision is very different from one sent to a hot customer who is ready to buy. Sending the right emails is one important thing to keep in mind.
For example, if your prospect has just shown interest in your product by checking out your website, an email that can entice them to know more about your product is what is needed. And, if the lead has reached your pricing page, a strong call to action email is to be sent.
You can use a platform like Zenys which helps you send emails based on different conditions. This will save you a lot of time and also help you from missing out on sending important emails to your customers.
3. Determine your Objective
Before you follow up with emails on your customers, have a clear idea about the objective of your follow up email.
Let’s take an example here. You have had your first meeting with your prospect and you wish to arrange another meeting with them to pitch a product or idea. In this scenario, clearly mention what the meeting will be about and how it can be valuable for them.
Let us take another instance. After meeting with your client you might be waiting to know their update on the deal. In this case, you can send out a follow-up email asking if they have made a decision regarding your proposal.
By clearly stating your intention in the mail you will sound trustworthy and your recipient will be more likely to respond to you.
4. Write a catchy subject line for follow up email
You need to write the best subject lines for your email that can trigger your prospects to open your email. There are no hard and fast rules to writing a subject line.
For ideas, you can check out some of the follow-Up email subject lines here.
Email Templates for Sales Follow Up
Now that you have understood what things to keep in mind when sending out follow up reminder emails, you can check out the templates we have created for you. We have created them according to different use cases.
You can choose the follow-up email templates for your scenario and either copy it or save the template in Zenys. By using Zenys you can easily send out emails without having to switch tabs. All your saved emails will be available on Zenys and you can also automate your sales without any hassle.
Scenario 1: After the initial meeting
After you had your initial meeting with your prospect you can send a follow-up email after two or three days. You can send an email about the further proceedings of the proposal. Here are 2 follow up email templates you can use.
For the next meeting
I am reaching out in regards to ( topic ). I would like to move forward with the conversation.
Please let me know if you have any questions regarding our meeting. I look forward to meeting with you on ( date and time) to discuss our product more.
I am reaching out in regards to ( topic ). It was great chatting with you.
Please let me know if you would like to proceed forward with the deal.
Scenario 2: When you are asked to follow up later
Let’s say you have talked to a prospect and they have asked you to follow up on a particular date and time. In this scenario, you can use any one of the following follow up email templates.
Hope you are doing good!
You requested that we contact you again on (date and time) the last time we chatted. Hope you have looked over my proposal.
Please let me know if you have any questions. I am happy to do a quick review of it. If it works for you, let’s (action : eg: plan a meeting).
Hope you are doing great!
I am writing to follow up on the last meeting we had. Have you had a chance to look over my proposal?
Let me know if you have any questions. I’d love to send you more information about it.
Are you available next week for a chat? I’ll be more than happy to do a quick recap.
Scenario 3: Referred by someone
If you have got a lead from another person you can send out a follow-up email for sales like below mentioning your interest in helping out them.
I just talked to (name of the referrer) who mentioned you are looking for (service you offer). It would be great to chat over the phone or meet personally to explain more about our services.
For a quick overview, you can have a look at our brochure which is attached to this email.
If you are interested, please let me know what day works best for you to have a chat.
Scenario 4: After Leaving a Voicemail
In case you didn’t get a call back from your prospect after you left a voice message, you can follow up with them immediately mentioning that you tried reaching them. It is seen that these types of follow up emails have an 80% response rate.
Hope you are doing well!
I left a voicemail to you yesterday (or the date you left the voicemail) regarding our [ your product/service]. Please feel free to give me a call back on [your phone number] or whenever works best for you.
Looking forward to hearing from you.
Scenario 5: After a trigger event
Let’s say you have noticed your prospect opening your previous email. That calls for a follow-up email. If you have any trigger events happening like visiting a particular web page, clicking on a link, etc, you need to reach out to the lead without any delay.
Hope you are doing well!
I noticed that you have read my previous email (or any trigger events), so I thought of checking in with you.
Have you had a chance to look over my proposal?
Please let me know if you have any questions. I would be happy to do a quick review of it. If it works for you, let’s (action : eg: plan a meeting).
Scenario 6: For the next steps for doing business with your customer
After your prospect has agreed to do business with you, you can immediately send follow up emails for sales with a call to action asking them to further steps.
It was great chatting with you the other day. Looking forward to getting started with our project.
As a first step, please fill out the form attached to this email. ( you can modify the sentence according to your needs). Please revert back as soon as possible so that we can move to the next step.
Have a great day!
Scenario 7: Following up after sending an Invoice
After you have sent an invoice to your customer you can send a follow-up email reminding them about the invoice or check with them if they have received it. There are tools like Zenys where you can automate this process of sending follow up emails after each invoice is sent. You never have to worry about missing out on it.
Hope you have got a chance to view the invoice I sent you on (date). If you have any queries regarding any of the line items please let me know.
Scenario 8: Following up after sending a Quotation
Hope you have received the quotation I sent you on (date) for the project (project name) Have you had a chance to view it? If you have any queries regarding the quotation please do let me know.
Looking forward to working with you.
Scenario 9: Following up after sending an Estimate
Hope you have received the estimate I sent you on (date) for the project (project name) Have you had a chance to view it? If you have any queries regarding the estimate please do let me know.
Scenario 10: Payment Reminder
Hope you have received the invoice- [Invoice number] sent on (date). This is a gentle reminder that (amount on the invoice) in respect of the invoice is due for payment on (payment due date).
If you would like me to resend the invoice or have any questions please let me know.
Want to save the Email templates for Follow up and automate emails?
Rather than copy-pasting the follow-up email templates, how about a system in which you can save these templates and automate sending emails to your customers?
Zenys helps you with saving email format for follow up for each customer or sale. You can easily follow up with emails on your clients using Zenys from your Gmail with no back and forths. Learn how you can do this and automate your email by reading this blog.