5 Key Principles to Sending Effective Follow-up Emails
Did you know that sending a single follow-up email can lead to a twofold increase in your reply rate? According to Woodpecker, those who neglect to send follow-up emails achieve a mere 16% reply rate. However, when at least one follow-up email is sent, that rate jumps to 27%. Like any other email, follow-up emails also adhere to certain principles that contribute to their effectiveness. Curious to learn about these principles? Let's delve into them here!
What is A Follow-up Email and Why do You Need It?
A follow-up email is a type of cold email. These emails often foster relationships, enhance communication, and prompt desired responses or outcomes. The purpose of a follow-up email is to remind the recipient of your previous messages gently.
Furthermore, if you've already had a discussion, it's an effective way to inquire about the status of the matter.
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How to Send a Follow-up Email?
The following are the critical factors that you must consider before sending the follow-up email.
Step 1: Give It Time (Wait for 2-3 Days)
Firstly, remember that cold emails don't usually get instant responses. That's why they're called "cold" – because there's no prior connection. The person you've emailed might be really busy and hasn't had a chance to reply, or they might have accidentally missed your email. Either way, it's best to wait for about 2 to 3 days before sending another email. If you send another one too quickly, it might make you seem overly eager or desperate.
Step 2: Avoid Resending Your First Email
Don't resend the same email you've already sent. If you do that, the person you're trying to reach might feel bad for not replying to your previous email. Additionally, your email could end up being marked as spam or blocked by their email system.
Every time you write a new email, make sure it's unique. Change the subject line, the greeting you use, and what you're asking for. You never know what might catch their attention and make them want to respond. So, keep experimenting with different email content.
Step 3: Keep Call to Action Straight to the Point
Always include a clear request in your email. A call to action is simply asking them to do something specific. Instead of vague statements like "I think I can help you" or "I look forward to hearing from you," give them a reason to reply.
For example, "Can we schedule a brief demo next week?" or "Let's have a short chat tomorrow." This gives them a clear idea of what you want and encourages them to respond.
Step 4: Craft Authentic Subject Lines
When it comes to subject lines, honesty is key. Thus, don’t trick your prospect into opening your emails by using misleading or confusing subject lines. Instead, aim for clarity and relevance. Your subject line should give them a genuine idea of what your email is about.
For example, a subject line like "Enhance Your Workflow with Our Innovative Software" would be straightforward and honest. On the other hand, "URGENT: Important Update Regarding Your Account" might seem misleading if the content of the email doesn't match the urgency.
By being authentic in your subject lines, you set the right tone for your email communication and build trust with your prospect.
Step 5: Begin with a Reference to Your Previous Interaction
Initiate your email by referencing your previous contact with the recipient. Remind them of the last time you connected, whether it was a meeting, conversation, or any other interaction. This helps establish continuity and shows that you value the relationship you're building.
Bonus Tip: Personalise Your Emails
When you're writing cold emails, it's a good idea to personalise them as much as possible. Use the person's name and mention something specific about their company or situation. This shows that you've done your homework and you're genuinely interested in connecting with them.
Conclusion:
Sending effective follow-up emails doesn't have to be complicated. By following the five principles we've discussed, you're setting yourself up for better communication. Think of a follow-up email as a friendly nudge – it's a way to remind someone you're still interested. Remember, the goal of a cold email is to start a conversation, not necessarily to get an immediate response. By following these steps and being patient, you increase your chances of getting a positive outcome.
