10 Follow up email templates : How to write the perfect cold-email ?

In today’s digital age, cold-emailing has become an integral part of business communication. Whether you're reaching out to potential clients, business partners, or even job opportunities, sending a cold email can open up new doors for your career or business. But let’s face it, crafting the “perfect” cold email can be challenging, as you never know who will be opening and reading your message on the other end. One of the most critical elements of success in cold-emailing is following up with your initial email. In this article, we’ll share some tips and tricks on how to write the perfect follow-up email, including 10 effective templates for different situations.

Despite putting in significant effort and time into crafting a great cold email, the chances of receiving a positive response on your first try are slim to none. In fact, according to studies, only 24% of sales emails are opened. This is where follow-up emails come in handy. These emails show your prospective client that you’re genuinely interested, and remind them of your initial email. In return, this increases your chances of nudging them towards responding, or even better, taking action.

Why follow-up emails matter

Follow-up emails are essential, as they help keep the conversation going between you and your prospective client. They create an opportunity for you to establish a relationship with them, which is fundamental in business. Additionally, follow-up emails help you to stay top of mind, especially if your prospective client has been inundated with countless messages that day.

Another reason why follow-up emails matter is that they give you a chance to address any concerns or questions your prospective client may have. Perhaps they were interested in your initial email but didn't have the time to respond. By sending a follow-up email, you can offer additional information or clarify any points that may have been unclear. This can help to build trust and credibility with your prospective client.

The role of timing in follow-up emails

The timing of your follow-up emails is just as critical as the content of the email itself. Too soon, and you risk coming across as pushy and overselling your services; too late, and your email may be forgotten and lost in a sea of other messages. As a general rule of thumb, it’s best to send the first follow-up email two to three days after your initial email, and then wait another four to five days before sending your second follow-up email. You can schedule your follow-up emails with Emelia in just a few clicks.

However, it's important to note that timing can vary depending on the industry and the individual you're reaching out to. For example, if you're selling a product or service that has a short sales cycle, you may need to follow up more frequently. On the other hand, if you're targeting a high-level executive, you may need to space out your follow-up emails more to avoid overwhelming them.

It's also worth considering the time of day and day of the week when sending your follow-up emails. Research has shown that sending emails on Tuesdays and Wednesdays between 10 am and 12 pm or 2 pm and 4 pm tend to have higher open rates. However, it's important to test different times and days to see what works best for your specific audience.

Wrapping Up

In conclusion, follow-up emails are a crucial part of any sales or outreach strategy. They help you to keep the conversation going, establish a relationship with your prospective clients, and increase your chances of getting a response or taking action. By understanding the importance of follow-up emails and the role of timing, you can improve your outreach efforts and achieve better results.

The subject line of your email is the first thing that your potential client sees when they receive your message. A well-crafted subject line can make all the difference between your email being opened and responded to, or ignored altogether.

However, crafting the perfect subject line is not an easy task. It requires careful consideration and attention to detail. Here are some additional tips to help you create a subject line that will grab your recipient's attention:

The power of personalization

Personalizing the email subject line is one of the best ways to grab your recipient’s attention. Addressing them by their name, incorporating their business, or even mentioning a recent milestone can pique their interest and demonstrate that you’ve put in the effort to research them.

For example, if you know that your recipient recently won an award, you could craft a subject line like "Congratulations on Your Recent Award- Let's Discuss How We Can Help You Grow Your Business". This will not only show that you are paying attention to their achievements, but also demonstrate how your services can benefit them.

Creating curiosity and urgency

When it comes to subject lines, creating curiosity or a sense of urgency can encourage your prospects to open the email. For example, try posing a question, or creating a sense of scarcity in your subject line to pique their interest and encourage them to open your email:

• "Quick Question About Your Services"

• "An Offer You Can't Refuse"

• "Only 2 Spots Left- Register Today!"

However, it's important to make sure that your subject line accurately reflects the content of your email. If you create a sense of urgency, but fail to deliver on that promise in the body of your email, your recipient may feel misled and be less likely to respond to future emails.

Keeping it short and sweet

Your subject line should be concise and to the point. A long-winded subject line may be overwhelming and uninviting; on the other hand, a short, snappy subject line is more likely to pique curiosity and encourage an open.

When crafting your subject line, try to keep it under 50 characters. This will ensure that your subject line is fully visible on mobile devices, which account for over 50% of all email opens.

Remember, your subject line is your first impression, so make it count! By personalizing your subject line, creating curiosity and urgency, and keeping it short and sweet, you can increase the chances of your email being opened and responded to. We've written an article with over 50 sample email subject lines to help you grab your prospects' attention.

Now that we’ve discussed subject lines, let's dive into the elements of an effective cold email. Your email should capture the interest of your potential client, provide value, and include a clear call-to-action that encourages them to take the next step. But what exactly makes an email effective? Let's explore further.

Opening with a strong introduction

Your opening should be strong and concise, establish rapport, and give context about why you’re reaching out. A great way to do this is by referencing something you found during your research into their business. For example, if you noticed that they recently launched a new product, you could start your email by congratulating them on the launch and then segue into your own pitch.

It's important to note that your opening should also be personalized. Avoid generic openings like "To whom it may concern" and instead address the recipient by name. This shows that you've done your research and are genuinely interested in connecting with them.

Demonstrating value and relevance

Following your introduction, you should aim to provide value to your potential client. This can be done in several ways, including providing a relevant statistic, case study, or even offering a new perspective that demonstrates your knowledge and expertise in your field. However, it's important to ensure that the value you're providing is relevant to their business needs.

Take the time to research their pain points and tailor your email accordingly.

Another way to demonstrate value is by offering a solution to a problem they may be facing. For example, if you're reaching out to a company that's struggling with their social media strategy, you could offer a free consultation to help them get on the right track. By offering a solution, you're positioning yourself as a valuable resource that they can turn to when they need help.

Including a clear call-to-action

Finally, make sure to include a clear call-to-action in your email. This directs your prospect to take action, whether that's booking a meeting, responding to your email, or even viewing a proposal. However, it's important to avoid being too pushy or aggressive in your call-to-action. Instead, frame it as an opportunity for them to learn more about your services or to discuss their business needs in more detail.

Remember, the ultimate goal of your cold email is to start a conversation with your potential client. By following these tips and providing value, you'll increase the likelihood that they'll respond positively to your outreach. If you want to go further, take a look at our guide to improving your cold emails.

Following up with clients is an essential part of maintaining a healthy business relationship. It can help you stay top of mind, build trust, and close more deals. However, crafting the perfect follow-up email can be a challenge. That's why we've put together ten follow-up email templates for various scenarios to help you get started.

Template 1: The Gentle Reminder

Dear [Client’s Name],

I wanted to follow-up on the email I sent last week to see if you’ve had any thoughts about [service/product]. I understand you may be very busy, but I’d love the opportunity to discuss our services in more detail and how we can help [client’s problem or need]. Let me know if you’re available for a quick chat in the coming days.

Best regards, [Your Name]

It's important to be persistent but polite when following up with clients. This template is perfect for gently reminding your client of your previous communication and expressing your willingness to help them with their needs. Remember to keep your tone friendly and professional.

Hi [Client Name],

I wanted to touch base and offer some additional insights into [project /business needs]. I recently came across [article / study/ report/ tool ] that I believe would be valuable to you, and I’d love to share it with you. If you’re interested, let’s find some time to chat.

Best regards, [Your Name].

Providing additional value to your clients is an excellent way to build trust and establish yourself as a thought leader in your industry. This template is perfect for offering your clients valuable resources that can help them with their business needs.

Template 3: The Social Proof Approach

Dear [Client’s Name],

I’ve been thinking about our previous conversations regarding [service/product], and it reminded me of a past client of ours who had a similar need. They saw great success after working with us, and I thought that might encourage you to consider our services. If you’re interested, I’d be happy to share their story with you.

Best regards, [Your Name]

Social proof is a powerful tool that can help you persuade potential clients to work with you. This template is perfect for sharing success stories with your clients and showing them how your services can benefit them.

Template 4: Addressing Potential Objections

Hey [Client’s Name],

I know that [potential objections/ concerns about work with you] might be stopping you from moving forward with our services. But I wanted to assure you that we have experience in working with clients who have similar concerns and were able to overcome them. Let’s schedule a call to discuss them, and I can address them for you. Looking forward to hearing back from you.

Best Regards, [Your Name]

Addressing potential objections is crucial when it comes to closing deals. This template is perfect for showing your clients that you understand their concerns and are willing to work with them to find a solution.

Template 5: The Breakup Email

Hello [Client Name],

I hope you’re well. I’ve been following up with you regarding [services/product], but I haven’t heard back from you. I understand you may have difficulties at the moment, but if you ever want to revisit the conversation, feel free to reach out. I’d be more than happy to chat.

All the best, [Your Name]

Breaking up with a client can be challenging, but sometimes it's necessary. This template is perfect for gracefully ending a business relationship while leaving the door open for future communication.

Template 6: The Event Invitation

Dear [Client’s Name],

I’m excited to invite you to our upcoming event on [date]. It’s an excellent opportunity for us to connect, learn more about your business needs, and showcase some of our services that can benefit you. Do let me know if you can make it, and I’ll send you the details.

Looking forward to hearing back, [Your Name].

Inviting your clients to events is an excellent way to build relationships and network. This template is perfect for inviting your clients to events that can benefit them and your business.

Template 7: The Content Share

Hi [Client’s Name],

I read [article/whitepaper/podcast] on [topic related to client’s industry], and I thought of you. I believe that this resource can be valuable for your business, so I’d love to share it with you. Let me know if you’re interested, and I’d be happy to send it your way.

Best regards, [Your Name].

Sharing valuable content with your clients is an excellent way to establish yourself as a thought leader and build trust. This template is perfect for sharing relevant content with your clients that can help them with their business needs.

Template 8: The Mutual Connection

Hi [Client’s Name],

Our mutual connection [Mutual connection’s name] introduced me to you and mentioned you might be looking for [services/product]. I wanted to take this opportunity to follow-up and see if you’d like to learn more about our services and how we can help you. Let me know what works for you, and we can schedule a call/chat.

Best regards, [Your Name].

Mutual connections can be an excellent source of new business. This template is perfect for following up with potential clients that were introduced to you by a mutual connection.

Template 9: The Personalized Offer

Hey [Client’s Name],

I hope you’re doing well. I’ve been thinking about our past conversations and have come up with an exciting offer that I think you’re interested in. If you’re open to chat, I’d love the opportunity to share the details with you. Looking forward to hearing back from you.

Best regards, [Your Name].

Personalized offers can be an excellent way to close deals and build relationships. This template is perfect for offering your clients a customized solution that meets their specific needs.

Template 10: The Post-Meeting Recap

Hi [Client’s Name],

It was great meeting you yesterday, and I appreciate the opportunity to discuss your business needs in more detail. During our conversation, I took some notes and wanted to share some key takeaways with you. Here are a few next steps that we discussed: [Key takeaways/ next steps]. Let me know if you have further thoughts, and we can move forward accordingly.

Best regards, [Your Name].

Following up after a meeting is crucial when it comes to closing deals. This template is perfect for summarizing your conversation with your client and setting clear next steps.

Now that you have these templates at your disposal, here are some tips to help you maximize your chances of success:

A/B testing your email templates

Experiment with different templates to see which ones work best for your target audience. Conducting A/B testing will help you to produce the most effective emails. To conduct A/B testing, you can send two different versions of your email to a small portion of your mailing list, and see which one performs better. Once you have determined the winning version, you can send it to the rest of your list with confidence.

When conducting A/B testing, it is important to only test one variable at a time. This will help you to determine what specifically is causing the difference in performance between the two versions. Variables to test could include the subject line, the body copy, the call-to-action, or the overall tone of the email.

Tracking email opens and responses

Tracking your email opens and responses will help you determine the most effective time of day and day of the week to send your follow-up emails. This will give you a better chance of getting your message read. There are a variety of email tracking tools available that can help you to monitor your email performance.

When tracking your email opens and responses, it is important to keep in mind that there are many factors that can impact these metrics. For example, if you send an email on a day when there is a major news event happening, your open rates may be lower than usual. It is important to consider these external factors when analyzing your email performance.

Our cold mailing tool, Emelia, makes it easy for you to track the most important indicators.

Analyzing and adjusting your approach

Regularly reviewing and analyzing your cold-emailing strategy will enable you to make necessary adjustments and refine your approach to match what works best for you and your target audience. When analyzing your approach, consider factors such as your subject lines, the length and tone of your emails, and the frequency of your follow-ups.

It is also important to consider the feedback you receive from your recipients. If you receive a lot of responses indicating that your emails are too long or too frequent, it may be time to adjust your approach. On the other hand, if you receive positive feedback and high response rates, you can use this information to refine your approach and continue to improve your cold-emailing strategy.

If you're about to send out your first cold mailing campaign, we've got just the guide you need: Cold Emailing: The Complete Guide to getting started

When it comes to cold-emailing, following up can be the game-changer that sets you apart from the competition. Remember to keep your emails concise, relevant, and value-driven, show your potential client that you’re genuinely interested in helping them, and use the templates and tips provided to guide your cold-emailing approach. With these tactics in hand, you’ll be well on your way to crafting that perfect cold-email and landing more business opportunities.