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From cold leads to hot prospects: 8 follow-up email templates for every situation

By 
Ulysse Wolff
 on 
May 28, 2024
Remote Works

What is a follow up email?

Follow up email: definition

A follow-up email is an email sent after an initial interaction, such as a meeting, phone call, or email, to continue the conversation, provide additional information, or make a call-to-action.

In a sales environment, the follow-up email is essential. You can’t close your deals with only one interaction. I mean, top salespeople could, sometimes. But your conversion rate won’t be 100%. And follow-up emails are a very good way to increase this conversion rate !

Why send a follow up email ?

Well, I already answered that question a bit. You send a follow up email to increase your conversion rate. But how do you increase your conversion rate exactly ? You can use a follow-up email to:

  • Maintain engagement: After a conversation, follow-ups help maintain engagement with your audience or leads
  • Answer questions: You can use a follow-up email to answer questions that may have arisen during the conversation
  • Provide additional information: A follow-up email can be used to provide further details about your product or service, highlighting its value
  • Call-to-action: Including a clear call-to-action in your follow-up emails can be very effective to take your prospect/client to the next step of the sales process, such as scheduling a meeting or making a purchase
  • Demonstrate professionalism: Following up in a timely and professional manner shows your commitment and leaves a positive impression of your brand

When to send a follow up email ?

When it comes to effective communication in sales and networking, timing is key. There are several strategic moments to send a follow-up email to maximize your conversion rate:

  • After a meeting
  • After leaving a voicemail
  • After sending an email without receiving a response
  • After a networking event
  • After sending a request
  • After submitting a business proposal
  • After sending an invoice
  • After an interview

Now, let's dive into the practical side of things. And let me explain why these different moments are strategic and how you can write effective follow up emails at these moments !

8 ACTUAL templates for your follow-up emails

H3 - Follow up email after a meeting

Sending a follow up email after a meeting is a very good practice. After a conversation with your prospect, you want to maintain momentum and reinforce the key points discussed. For that, you can use something mentioned during the meeting (Claap can help you on that) or provide additional information on why your product/service is the best for this use case.

Here is a template of a follow up email after a meeting:

Subject line: Follow-Up from [Your Company] - [Brief Summary or Key Topic]

Hi [Name],

I hope you're doing well!

I wanted to thank you for taking the time to meet with me earlier today. It was great discussing [briefly mention a topic or key point from the meeting].

As promised, I've attached [mention any documents or files discussed during the meeting] for your reference. Please feel free to review them at your convenience.

Additionally, I wanted to address [briefly mention any questions or concerns raised during the meeting]. Here's a quick summary:

  • [Answer to question 1]
  • [Answer to question 2]
  • [Any additional information or clarification]

Moreover, I came across a resource that I believe you may find insightful: [Resource Link]. It offers valuable insights into how companies similar to yours are leveraging [your product/solution] to achieve [mention relevant goal or outcome].

If you have any further questions or need more information, please don't hesitate to reach out to me. I'm here to help!

Looking forward to our next steps and hopefully working together soon.

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

Follow up email after leaving a voicemail

Following up after leaving a voicemail is also a good way to maximize your response rate. Voicemails often go unanswered or overlooked, and statistics show that a follow-up email after leaving a voicemail has an 80% response rate within 24 hours. So why miss out on this opportunity?

Here is a template of a follow up email after leaving a voicemail :

Subject line: Follow-Up from [Your Company] - [Brief Summary or Key Topic]

Hi [Name],

I hope you're doing well!

I just left you a voicemail regarding [briefly mention your purpose or reason for calling]. I just wanted to touch base via email as well.

As mentioned in my voicemail, I plan to give you another call on [date and time]. However, please feel free to reach out to me at any time that works best for you at [phone number] or via email.

Looking forward to connecting with you soon!

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

Follow up email after sending an email without receiving a response 

Should I follow up or will it be perceived as harassment ? If you ask yourself this question, then 90% of the time you should follow up ! Following up after sending an email without receiving a response is very common in sales. Research has shown that the ideal number of follow-up emails ranges from 4 to 9 to maximize the response rate. By sending polite and well-timed follow-ups, you increase the likelihood of receiving a response and advancing to the next step of the sales process

Here is a template of a follow up email after sending an email without receiving a response:

Subject line: Follow-Up from [Your Company] - On my previous email

Hi [Name],

I hope you're doing well!

I recently reached out to you via email regarding [briefly mention the topic or purpose of your previous email]. I understand that everyone's inbox can get busy, so I wanted to touch base again to ensure my message didn't get lost.

As I mentioned in my previous email, [briefly reiterate the key points or ask any questions you had in your initial email]. I believe [mention any benefits or reasons why it's important for them to respond].

If you have any questions or need further information, please don't hesitate to reach out. I'm here to assist in any way I can.

Looking forward to hearing from you soon!

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

Follow up email after a networking event

At conferences and networking events, you're bound to meet people who could be valuable connections for your business. Following up via email is essential to leverage these connections, whether it's to close a deal, establish a partnership, or explore other opportunities.

Here is a template of a follow up email after a networking event

Subject line: Great Meeting You at [Event Name]

Hi [Name],

I hope you're doing well!

It was fantastic meeting you at [Event Name] and discussing [briefly mention a topic of interest or common point from your conversation].

I wanted to follow up on our discussion and explore how we might be able to work together to [mention a specific goal or benefit for the prospect]. For instance, [briefly describe how a similar company or client has successfully used your product/service to achieve a similar goal or benefit]. I believe we could achieve similar results together.

Would you be open to a brief call next week to explore this further? I'd love to hear your thoughts and discuss potential next steps. Please let me know a time that works for you, and I'll make sure to accommodate.

Looking forward to the possibility of working together!

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

Follow up email after sending a request

After sending a request, a follow up email may be crucial. This email acts as a friendly reminder about the request, but also shows how committed you are to getting things done.

Here is a template of a follow up email after sending a request.

Subject line: Quick Follow-Up on [Request]

Hi [Name],

I hope you're doing well!

I wanted to follow up on the request I sent regarding [briefly mention the request or topic]. Sending this email as a friendly reminder to ensure it's still on your radar.

If you need any further information or assistance, please don't hesitate to reach out.

Looking forward to your response.

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

Follow up email after submitting a business proposal

After sending a quote or a business proposal, following up the right way is key. You want to make sure your prospect has all the information they need to make the right decision (ie accept your proposal). Additionally, a follow-up email serves as an opportunity to reaffirm the value of your product or service, reassuring the prospect that they are making the best choice by partnering with your company!

Here is a template of a follow up email after submitting a business proposal

Subject line: Quick Follow-Up on [Your Company] proposal

Hi [Name],

I hope you're doing well!

Just wanted to check in regarding the proposal I sent over. Have you had a chance to review it?

I'm eager to reaffirm why partnering with [Your Company] is the best choice for [Client]. Our [mention key features or benefits of your product/service] are specifically designed to [briefly explain how your solution meets their needs or solves their pain points], making it the perfect fit for you!

If you have any questions or need further clarification on anything, feel free to reach out. We're here to help!

Looking forward to hearing from you.

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

Follow up email after sending an invoice

No one wants to do it, but when you are waiting for a payment of an invoice, you have to follow up. Maybe it has simply been overlooked ! And if there is another reason, you need to know it to react accordingly. Understanding the reasons behind delayed payments is crucial for prompt resolution and maintaining positive business relationships.

Here is a template of a follow up email after sending an invoice

Subject line:  Friendly Reminder: Outstanding Invoice [Reference of the invoice]

Hi [Name],

I hope this email finds you well.

I wanted to reach back regarding the invoice [Invoice Number] that was sent on [Date]. As it's been [Number of Days] since the invoice was issued, I wanted to kindly remind you of the outstanding payment.

If possible, could you please provide visibility on when we can expect the payment to be processed? 

If you have any questions about the invoice or need any further clarification on the charges, please don't hesitate to reach out. We're here to assist in any way we can.

Thank you for your attention to this matter.

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

Follow up email after an interview

Following up after an interview is important because it shows appreciation, keeps you in the interviewer's thoughts, and demonstrates your interest in the job. Additionally, it provides an opportunity to address any follow-up questions or provide additional information that may have arisen during the interview. Overall, it boosts your chances of getting the job, so you should definitely consider it.

Here is a template of a follow up email after an interview

Subject line:  Thank you for the interview

Hi [Interviewer's Name],

I hope this email finds you well.

I wanted to extend my sincere gratitude for taking the time to interview me for the [Job Title] position at [Company Name]. It was a pleasure meeting you and learning more about the team and the exciting work being done at [Company Name].

I'm even more enthusiastic about the opportunity to contribute to [Company Name] after our discussion. I'm confident that my [mention relevant skills or experiences discussed during the interview] would make a valuable addition to your team.

If there are any further questions or if you need additional information from me, please don't hesitate to reach out. I'm more than happy to provide any assistance you may need.

Thank you once again for considering my application. I look forward to the possibility of working together.

Best regards,

[Your Name]

How Claap boosts conversion rate on your follow-up emails !

Claap helps you manage customer needs

Claap is an audio and video transcription tool. And it also records your meetings !

It means that you don’t have to bother with note taking anymore and can fully focus on your prospect. And you can use Claap’s functionalities for your follow-up emails ! You can look at the transcript of the meeting written by Claap to find interesting points to mention in the email. Or you can even look at the summary generated by Claap to directly spot potential action items or other elements to highlight !

These are different ways to make your follow up emails more impactful and then boost your conversion rate !

H3 - Shorten your sales cycle and close deals quicker !

Claap is also an asynchronous meeting tool. Using its interface and its screen recording feature, you can easily create claaps: 2 to 5 minute videos where you can show or explain the benefits of your product/service. 

By now, I think you should be convinced by Claap’s capabilities. But if you still have reservations, you can test Claap’s features for free for 14 days. Start now and you’ll wonder why you didn’t do it before ! (Free plan available with no credit card required)

Get Started for free

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