Persistence pays off - you must have heard that a lot. Is it true in sales? When done correctly, yes.

You’ll agree that sales is anything but simple. 

Deals don’t close on the first email or call. 80% of successful sales take five or more calls, according to Invesp. Still, 48% of salespeople do not make any efforts to follow up with the prospect. 

The struggle is real - getting responses after the initial outreach requires the right strategy and the right sales follow up email template. 

If you’re reading this blog, undoubtedly, you’re looking for ways to follow up with clients and wondering how to write a sales follow up email. 

This article provides a collection of ten effective sales follow-up email templates suited for different follow up scenarios and outlines best practices to improve your response rates. 

These templates and strategies will help you and your sales team drive better engagement, overcome follow-up challenges, and ultimately close more deals.

Sales Follow-Up Email Templates for Different Scenarios

Following up is as much an art as it is a science. 

If you’ve initially contacted your prospects using cold email outreach strategy, you can send them follow up emails to get a response or to encourage them to take action.

Here are carefully curated templates for a variety of follow-up situations.

1. Following Up After No Response

The first and second follow-ups are key to rekindling a prospect’s interest. 

These templates are for situations when your initial email goes unanswered.

Template #1: Gentle Reminder (1st follow-up after no response)

When to use it: This template is for a gentle nudge to reconnect after your initial outreach.

Subject: Quick Follow-Up on My Last Email

Hi [Prospect’s Name],

I hope you’re well! I wanted to follow up on my previous email regarding [briefly mention your product or service]. I understand things get busy, so I thought I’d check in to see if you had any questions or if you’d like more information.

If it’s easier, feel free to reply to this email or let me know a convenient time for a quick call.

Looking forward to connecting.

[Your Name]

Template #2: Second Follow-Up (no response after the first follow-up)

When to use it: Use this email if there’s still no response after your gentle reminder.

Subject: Just Checking In

Hi [Prospect’s Name],

I wanted to circle back to see if there’s a fit between [Company Name] and your team. I think [mention a specific benefit or outcome of your product] could be valuable for [Prospect’s company].

Please let me know if you’d like to discuss this further or if there’s someone else on your team who might be interested.

Thanks again for your time!

Best regards,
[Your Name]

Following Up After Initial Contact or Meeting

These templates are for situations where you’ve had a positive first meeting or call and want to keep the momentum going.

Template #3: Thank You for the Meeting

When to use it: Send this right after an initial meeting to express appreciation and confirm the next steps.

Subject: Great Meeting Today – Next Steps

Hi [Prospect’s Name],

Thank you for taking the time to meet with me earlier today. I enjoyed learning more about [mention prospect’s company or project]. As discussed, I’ll [mention any action items].

Let me know if you have any additional questions or would like to schedule another conversation.

Best,
[Your Name]

Template #4: Next Steps After Discovery Call

When to use it: Use this after a discovery call to recap what was discussed and outline the next steps.

Subject: Moving Forward with [Product/Service Name]

Hi [Prospect’s Name],

Thanks for the productive call earlier! To recap, we covered [mention key points discussed].

Based on our conversation, the next step would be [explain next steps]. Let me know if you’d like to proceed or need further clarification on any point.

Warm regards,
[Your Name]

Following Up After Sending a Proposal

If you’ve sent a proposal and haven’t received feedback, these templates help to gently remind the prospect.

Template #5: Proposal Follow-Up Email (1st follow-up)

When to use it: This is for the first follow-up after sending a proposal.

Subject: Checking In on the Proposal

Hi [Prospect’s Name],

I wanted to reach out regarding the proposal I sent over on [mention date]. I hope it provides the information you need to move forward with [Product/Service Name].

Let me know if there are any questions or additional details I can provide. I’m here to help!

Best regards,
[Your Name]

Template #6: Final Check-In After Proposal

When to use it: Use this for a final follow-up if the prospect hasn’t responded to your initial proposal follow-up.

Subject: Last Check-In Regarding Our Proposal

Hi [Prospect’s Name],

I just wanted to touch base one last time regarding our proposal. I understand you may have other priorities, so if now isn’t the right time, please feel free to let me know.

I’m here whenever you’re ready to discuss further.

Thank you,
[Your Name]

Re-Engaging a Lost Opportunity

If a prospect went silent or the deal fell through, these templates can help re-engage them.

Template #7: Reconnecting After No Response to Proposal

When to use it: Use this to check in with prospects who didn’t move forward after receiving a proposal.

Subject: Just Checking In on Our Proposal

Hi [Prospect’s Name],

I hope you’re doing well! I wanted to follow up to see if there’s been any change in your needs or priorities since we last spoke. [Product/Service Name] can still provide [mention key benefit].

Please let me know if there’s an opportunity to reconnect.

Best regards,
[Your Name]

Template #8: “We Haven’t Heard Back” Reminder

When to use it: Use this for a softer, casual check-in when you haven’t heard back in a while.

Subject: We Haven’t Heard Back – Still Interested?

Hi [Prospect’s Name],

I wanted to check in to see if there’s anything I can do to assist or any updates on your end regarding our last discussion.

Thanks for considering us, and I’d be glad to help however I can.

Sincerely,
[Your Name]

Following Up After a Trade Show or Event

Following up after meeting someone at an event is essential to capitalizing on that initial connection.

Template #9: Post-Event Follow-Up

When to use it: Use this template to reconnect with prospects you met at a recent event.

Subject: Great Meeting You at [Event Name]!

Hi [Prospect’s Name],

It was a pleasure meeting you at [Event Name]. I enjoyed our conversation about [mention any relevant topic].

As mentioned, I’d love to explore how we can help [mention specific goal or outcome].

Best,
[Your Name]

Template #10: Follow-Up for Event No-Shows

When to use it: This is a polite way to follow up with those who couldn’t attend an event or meeting.

Subject: Sorry We Missed You at [Event Name]

Hi [Prospect’s Name],

We missed seeing you at [Event Name]! I’d be glad to share any insights or materials from the event that may interest you.

Let me know if you’d like to schedule a call to catch up.

Best,
[Your Name]

Sales Follow-Up Email Subject Lines

The subject line is the first impression your email makes, and it can significantly influence whether your prospect opens it. 

A compelling follow up email subject line should be direct yet friendly, piquing curiosity without sounding overly aggressive. 

Here’s a breakdown of how to use these examples effectively for different scenarios:

1. "Just checking in—any thoughts on my last email?"
This subject line is great for a soft follow-up after an initial outreach. It’s conversational and approachable, gently prompting the recipient to think about your last message without pressure.

2. "Quick follow-up on our recent conversation"
This line works well when following up after a recent call or meeting. It’s polite and to the point, showing that you’re committed to moving the conversation forward without taking too much of their time.

3. "Still interested in discussing [Product/Service Name]?"
Perfect for leads who expressed interest initially but haven’t responded lately. This line subtly reminds them of the value they showed interest in, rekindling their curiosity.

4. "Just a nudge to see if you had any questions"
This subject is helpful for follow-ups with prospects who may have questions. It’s open-ended, inviting the prospect to respond without pressuring them, and shows you’re available to assist.

5. "Our proposal for [Prospect’s Company]"
Use this subject line after you’ve sent a proposal to bring it to the prospect’s attention again. It’s specific, professional, and directly mentions their company, adding a personal touch.

6. "Is there a fit for [mention product/service]?"
Ideal for follow-ups with prospects still in the discovery stage, this line encourages them to consider how your offering aligns with their needs, sparking curiosity about a potential solution.

7. "Missed you at [Event Name]—can we reconnect?"
Great for situations where a prospect missed a scheduled call, meeting, or event. This subject shows understanding and offers another chance to connect without any pressure.

8. "Looking forward to your feedback"
This subject line signals you’re anticipating their input, which can help push them toward action. It’s helpful for emails after sending information or a proposal.

9. "Helping [Prospect’s Company] achieve [mention goal]"
A personalized subject like this can catch attention, especially if the prospect is actively working on achieving that specific goal. It frames your offer in terms of their success.

10. "Can we schedule a quick call?"
This direct subject line is suitable when you want to take the conversation forward with a scheduled call. It’s casual and friendly, showing respect for their time while making a clear request.

Each subject line should match the tone and stage of your relationship with the prospect. Aim to be polite, specific, and relevant to their unique situation for the best results.

Best Practices for Sales Follow-Up Emails

Effective follow-up emails require careful timing, personalization, clarity, and a clear CTA (Call to Action). 

Let’s go through each best practice in detail:

Timing and Frequency of Follow-Ups

Timing is key in follow-ups. Send follow-ups too soon, and you might come across as impatient; wait too long, and your prospect may lose interest. Here’s a guide:

• First follow-up: Send the first follow-up 2-3 days after your initial outreach. This timeframe shows you’re interested but respectful of their schedule.
• Second follow-up: If there’s no response, follow up 5-7 days later. This gives them time to review your previous email without feeling overwhelmed.
• Subsequent follow-ups: If needed, space additional follow-ups by a week or more. Gradually extending the intervals shows persistence without being intrusive.

Avoid sending more than two follow-ups in a single week unless you have an urgent or time-sensitive reason. Each follow-up should add value rather than simply repeating your previous message.

Personalization and Relevance

Personalization is essential for building a connection with your prospect. Here are a few ways to make your follow-ups feel tailored:

• Reference specific details from previous conversations, such as their challenges, goals, or industry context. For example, mention a specific problem they’re facing or a recent achievement.
• Address their interests and needs directly. For instance, if they mentioned needing cost savings, highlight how your product/service can provide exactly that.
• Avoid generic phrases that could apply to anyone; show that you remember your discussions with them and are focused on their particular situation.

Personalization demonstrates that you’re not sending a one-size-fits-all email, which can help increase engagement.

Clear and Concise Messaging

Most prospects are busy, so respect their time by keeping your messages brief and focused:

• Avoid lengthy paragraphs; break down the information into shorter, easily digestible sentences.
• Get straight to the point with your main message. Introduce yourself briefly, explain the reason for your email, and present any key information in a clear and structured way.
• End with a question or a CTA (Call to Action) that makes it easy for the recipient to respond quickly.

Your follow-up email should be valuable and direct, ensuring the prospect understands what you’re offering without spending too much time reading.

Including a CTA (Call to Action) and How to Phrase It

Every follow-up email should have a CTA that guides the prospect on what to do next. A CTA should be clear and respectful. Here’s how to craft a compelling one:

• Avoid being too forceful with phrases like "Schedule a call with me now." Instead, try, “Would you be open to a quick chat next week?”
• Focus on value: For example, “Would you like to see a demo of how [Product/Service] could help you achieve [specific goal]?”
• Be specific about what you’re asking for. “Can we schedule a 15-minute call?” or “Would Tuesday or Thursday be a good time to discuss this?”

This approach makes it easy for your prospect to understand what action is required and why it’s beneficial for them to take it.

When To Send a Sales Follow-Up Email

Timing plays a vital role in the success of follow-ups. Here’s a general guideline for when to send each follow-up email:

• First follow-up: Send it within 2-3 days of your initial outreach. This short window shows that you’re attentive and serious about connecting without rushing them.
• Second follow-up: If you don’t get a response to your first follow-up, send the second one 5-7 days later. A longer gap helps maintain professionalism and gives the recipient time to review your initial messages.
• Subsequent follow-ups: For any additional follow-ups, space them out by at least a week, and ensure each email provides something new, such as a helpful resource or relevant case study.

Generally, the longer the time since your initial outreach, the more patient you should be with follow-ups. Avoid overwhelming the recipient but remain persistent enough to show genuine interest in solving their problem. With the right cadence, you’ll increase your chances of getting a response while maintaining respect for their time and priorities.

How Smartlead Helps You Follow Up Effectively?

Smartlead offers powerful automated follow-up capabilities, making it easier to stay in touch with leads without needing to manually manage each step. By automating your follow-up emails, Smartlead frees up your time, allowing you to focus on more strategic aspects of sales, like building relationships and closing deals.

With Smartlead, your leads receive consistent and timely follow-up messages, enhancing their experience and ensuring that no opportunity slips through the cracks. You can design complete email sequences containing multiple follow-up emails, all scheduled to reach recipients at the exact intervals you choose. This helps ensure that your messages stay top-of-mind for your prospects, steadily guiding them through each stage of your sales funnel.

Smartlead’s automation also enables high-level personalization. You can create behavior-based sub-sequences that adapt based on a lead's response, enabling you to send more targeted messages that align with the recipient’s actions and interests. This dynamic approach not only improves response rates but also boosts your potential for lead conversion by making your interactions feel more relevant and personalized.

Winding Up

Effective follow-up emails can make or break a deal. Using these follow up templates strategically allows you to stay top of mind with prospects and ensure a smooth progression through your sales funnel. When crafted with a personal touch and clear messaging, follow-ups can enhance response rates and help you build stronger relationships.

For automated, impactful follow-up emails, try Smartlead’s email follow up automation. Get started with a 14-day free trial to see how it can enhance your sales process!