Traditionally posts are still one of the common forms of communication, or if you want to send someone a package or hard copies of a document. But let’s face it, a lot of people prefer using electronic mail or email to communicate with family, friends, and work. Using email has been proven effective in so many ways of its convenience and being cost-effective. The reason why we send emails is that we either are inquiring about something, sending a proposal, or catching up with family. In most cases, we expect a reply to the emails we have sent, especially if it is deemed urgent.
Unfortunately, it’s not all the time a recipient sends a reply. This is why you will need to create a follow-up email to remind the other party to answer back. To learn more about this, let us discuss this further below. And if you need to start working on this email, we’ve got a list of follow up email samples that are downloadable for free on this page.
6+ Follow Up Email Samples
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What is a Follow Up Email?
Sometimes it is important that we receive a response from the recipient of the email we sent earlier. But the thought of trying to send a follow-up email can be a bit uncomfortable since you probably do not want to bother that person. There may be a number of reasons why the recipient has not responded. The most common reason is that they are simply interested. Although this may ring true, what about those who are interested but have not actually seen your email? But if they did they simply forgot to reply back. So, you may want to consider sending out a follow up email to remind them, request for a reply, information, or a response. It’s as simple as that, but how you compose your email must matter too. You do not want to sound too persistent or spam their mailbox with so many follow up emails. You must be discreet as possible.
How to Create a Follow Up Email
If you urgently need a recipient’s response, aside from sending an email some would resort to calling, sending a text message, or actually visiting the person concerned. Of course, this will depend on the situation and your reason for doing so. But sending an email is good for documentation and formality especially if it concerns business matters. Personal affairs can be dealt with informally, which is why talking over the phone can be a much better option if there is an urgent need for a reply. To create a follow-up email, here are several guidelines that may help you prepare.
1. How Long Should You Wait to Send a Follow-Up?
If you have noticed that the recipient of your email has not responded for several days, then it’s high time to send a follow-up. Always make sure to give the recipient an allowance to return your emails. They have been busy or had other priorities before they can engage in yours. As a general rule, two or three days is a good amount of time to wait before sending your first follow-up email.
As mentioned there are various ways to send a follow-up aside from email. If the other party is a prospective client or partner, then sending an email adds to its formality. But then sometimes calling up a can be a much quicker option, but this again would depend on the person concerned. If it is someone who you need to set an appointment with, then emails can a better alternative. Or you can always opt to do both.
3. On Writing the Email
Once you get started on composing the follow-up email, there is no standard format you need to follow. It’s simply just like writing any other email except for its contents and the tone of your email. You may opt to use the original email you have sent, and start from there or prepare an entirely new one and attached the original one. Although the latter may seem like a better option since the recipient can check the email trail and take note of the original content. The body of the email doesn’t need to be lengthy, you just need to be direct to the point, polite, and state your request. Don’t forget to always thank the recipient at the end of the email, and add a statement that you are looking forward to their response.
It may be also useful to add other contact information, just in case the recipient decides to reach you via phone or your office.
4. No Response
If you have sent more than 3 follow-ups and still the recipient has failed to answer back, depending on the initial purpose of the email there may be a need for you to find other alternatives to reach the person concerned. Only if it is quite urgent, but for example for clients who you barely know then you may want to move on to the next one. Basically, a follow-up email’s purpose is for reminders and could be used in so many different scenarios. So, it is important that you use this alternative by determining the level of urgency and its intention.
What is a Gentle Reminder?
A gentle reminder is one way of following up on a concern, pressing matter, or action that needs to be worked on. This could be sent via email, memo, text message, or verbally.
Why is Email Marketing important?
Email marketing is one of the most used forms of online marketing because of its convenience and cost-effectiveness. This method could help companies find their prospects and connect with leads, nurture them and convert them into customers.
Why are follow-ups essential in any business?
It is important to send follow-ups, not only to remind but to essentially help build a relationship with your clients and potential business partners.
Communicating via email can be handy, but it is expected that there are instances when a recipient may not respond as quickly as they should. Whatever their reason may be, it is a good option to send a follow-up email as a reminder to respond. Just make sure you remain polite and considerate in your replies.
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