Sending a follow up can make all the difference in sales and business communication. Timing, tone and approach is key to not being seen as pushy or annoying. So how many days before you send a follow up ? This article will show you follow up email templates, tips to avoid the spam filter and best practices for writing.
Why Follow Up Emails Matter
Follow up emails are part of any email strategy. They keep the conversation going, show you’re persistent and can increase the chances of getting a response. But sending too many follow ups or too soon can have the opposite effect and give a negative impression or get flagged by the spam filter.
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Follow Up Timing Factors
Initial Email Response Time : The first factor to consider is the typical response time for your initial email. Generally 3-5 days is a good time to wait before sending your first follow up email. This gives the recipient enough time to respond without feeling rushed.
Recipient’s Industry and Job : Different industries and jobs have different response times. Enterprise sales people may take longer to respond due to their busy schedules compared to someone in a smaller company or less demanding job.
Type of Email : The content and purpose of your email also matters. If it’s a meeting request or proposal then a quicker follow up might be needed compared to a casual check in.
Previous Interaction : Consider the history of your communication with the recipient. If you’ve had a previous conversation or multiple interactions then a shorter follow up interval might be needed.
Best Practices for Follow Up Emails
Follow Up Timing
First Follow Up Email
For the first follow up email wait about 3-5 business days after your initial email. This gives the recipient enough time to see and consider your email.
Second Follow Up Email
If there’s no response to your first follow up then wait an additional 5-7 days before sending your second follow up. This gives the recipient more time while keeping the conversation alive.
Third Follow Up Email
For the third follow up you can wait 7-10 days. By now your persistence shows you’re interested without being too much to ask.
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Writing Follow Up Emails
Subject Lines
The subject line is key to getting your follow up email opened. Here’s what to do:
Use the same subject line with “RE:” to indicate it’s a follow up to the previous email.
Keep it clear and direct like “Following Up on Our Last Conversation” or “Quick Question Regarding Our Meeting Request.”
Email Body
Personalized Greeting : Address the recipient by name to make it not feel automated.
Brief Summary : Mention the previous email or interaction to refresh the recipient’s memory. Example: “I wanted to follow up on my email from last week about our potential collaboration.”
Immediate Value : Highlight the benefit of responding. Example: “I think our partnership could help with your current project.”
Clear Call to Action : Tell the recipient what to do next. Example: “Can we schedule a quick call to discuss this?”
Professional Language : Keep it polite and professional throughout the email. Use phrases like “gentle reminder” or “friendly follow up” to be friendly.
Follow Up Email Templates
First Follow Up Email
Subject: RE: Partnership Opportunity
Hi [Recipient’s Name],
Hope you’re having a good week ! I wanted to follow up on my email from last week about our potential collaboration between [Your Company] and [Recipient’s Company].
I think our partnership could help both our businesses.
Can we schedule a quick call to discuss this ?
Let me know your availability.
Best, [Your Name] [Your Contact Info]
Second Follow Up Email
Subject : RE: Partnership Opportunity
Hi [Recipient’s Name],
Hope you’re doing well. I’m following up on my previous email to see if you had a chance to look at my email. I know you’re busy but I think this could be good for [Recipient’s Company].
Can we schedule a call to chat ?
I’d love to hear back from you.
Best, [Your Name] [Your Contact Info]
Third Follow Up Email
Subject: RE: Partnership Opportunity
Hi [Recipient’s Name],
Hope you’re doing well. I’m following up again on the proposal I sent earlier. I know it’s not the right time but I’d love to talk about how we can work together.
If you’re interested just let me know a time to call or reply to this email with questions.
Thanks, [Your Name] [Your Contact Info]
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Spam Filters
To get your follow up emails into the recipient’s inbox and not the spam folder: - Don’t use spam trigger words like “free,” “urgent” or “act now.” - Personalize as much as possible. - Use a business email address and make sure your email settings are set up. - Include your contact info and a clear signature.
Wrap up
Knowing how long to wait and how to write a follow up email can make a big difference in your email strategy. By timing it right, personalizing and being professional you’ll increase your chances of getting a response and building a relationship with your prospect.
For sales people and anyone looking to improve their email communication, follow these tips to avoid the common mistakes and get better results. Remember, patience and persistence are key but always respect the recipient’s time and inbox. Incorporate these strategies and templates into your follow-up process to see improved engagement and success in your email outreach efforts.
