Table of Content
As a sales professional, I am sure you understand the importance of sending follow-ups. Why? Because sending just one email to prospects is like firing a single arrow and hoping for a bullseye. In fact, 70% of sales representatives do just that1- leaving a goldmine of untapped opportunities in their wake.
In the high-stakes world of sales, the difference between a closed deal and a missed opportunity often comes down to one crucial factor: the follow-up.
Don’t just take my word for it. The below numbers speak for themselves:
📞 44% of salespeople give up after just one follow-up call2. Yet, the truth is, one call is often not enough to secure a sale.
🤝 60% of customers say "no" four times before saying "yes."3 Resilience in the face of rejection is the key to unlocking the untapped potential in those initial refusals.
So, how do write sales follow-up emails? Are there any follow-up templates that can help you close more deals and boost your revenue by 95%?
Yes, there are! A carefully crafted sales follow-up email backed with an effective follow-up strategy can help you reach your revenue goals faster. In this article, let’s look at the top 15 sales email templates that you can experiment with when following up with your prospects.
But before that, let’s quickly take a look at what is a sales follow-up email.
What is a sales follow-up email?
A follow-up email is a message sent as a subsequent communication after an initial interaction, typically with the goal of continuing or rekindling a conversation, checking in on a previous inquiry, or providing additional information.
These emails are a crucial element in various contexts, including business, sales, job applications, networking, and customer service.
Why send a follow-up email?
- Nurturing Relationships: In sales, forming long-term customer relationships is the key to success. Follow-up emails help build and nurture these relationships. They demonstrate continued interest, engagement, and a genuine desire to maintain a connection with the recipient.
- Closing Deals in Sales: In the sales process, follow-up emails are crucial for moving prospects through the sales funnel. They provide an opportunity to address concerns, provide additional information, and guide potential customers toward making a purchase.
- Confirming Details: You can send follow-up emails to confirm details after a meeting, interview, or event. This ensures that all parties involved are on the same page regarding arrangements, expectations, and next steps.
- Gathering Feedback: After a transaction or interaction, you can send follow-up emails to gather feedback. This information is invaluable if you’re looking to improve your products, services, or overall customer experience.
- Expressing Gratitude: Sending a follow-up email expressing gratitude is a courteous and professional way to thank someone for their time, collaboration, or assistance. This helps strengthen relationships and leaves a positive impression.
- Customer Satisfaction: In customer service, follow-up emails are used to ensure customer satisfaction. This proactive approach will help you address any concerns, answer questions, and provide additional support, fostering a positive customer experience.
- Networking: You can also follow up with new contacts after a networking event. This can help solidify connections - providing an opportunity to express interest in future collaboration, share resources, or simply stay in touch.
So, now you know what a follow-up email is and why it is sent. Now, let’s look at some follow-up sales email templates.
15 Sales Follow-Up Email Templates
After Trigger Follow-Up
Scenario: When a prospect engages in predefined actions, such as visiting your website, downloading a resource, or exploring a landing page.
Template 1: Acknowledgment and Further Assistance
Subject: Acknowledging Your Interest in [Product/Service]
Hi [Prospect's Name],
I hope this message finds you well. I noticed your engagement with our recent email, and I wanted to express my gratitude for your interest in [Product/Service]. If you have any questions or if there's anything specific you'd like more information on, feel free to reach out. I'm here to assist you in any way possible.
Looking forward to the possibility of serving you!
Best regards,
[Your Name]
[Your Position]
[Your Company]
Template 2: Additional Value Proposition
Subject: Unlocking More Value for You
Hi [Prospect's Name],
I noticed you engaged with our email but haven't had the chance to connect with you directly. I wanted to highlight [specific feature or benefit] that has proven immensely valuable for [similar companies/clients]. This could be a game-changer for your [specific business goal]. Would you be open to a quick call this week to explore how [Product/Service] can cater to your unique needs?
Looking forward to hearing from you.
Best regards,
[Your Name]
[Your Position]
[Your Company]
Template 3: Exclusive Offer or Incentive
Subject: A Special Offer Just for You
Hello [Prospect's Name],
Thank you for engaging with our recent email. As a token of appreciation, we'd like to offer you an exclusive [discount/free trial/additional feature] when you decide to explore [Product/Service] further. Let's discuss how this special offer aligns with your goals. Are you available for a brief call this week?
Eager to chat!
Best regards,
[Your Name]
[Your Position]
[Your Company]
After Event Follow-Up
Scenario: Utilize these follow-up templates when connecting with a prospect after encountering them at an event or seminar.
Template 4: Gratitude and Recap
Subject: Thank You for Connecting at [Event/Webinar]
Hi [Prospect's Name],
I hope this message finds you well. It was a pleasure meeting you at [Event/Webinar]. I appreciate our insightful conversation about [specific topic]. I wanted to recap our key takeaways and explore the possibility of continuing our discussion. Are you available for a follow-up call this [day] or [day]?
Looking forward to connecting again!
Best regards,
[Your Name]
[Your Position]
[Your Company]
Template 5: Sharing Additional Resources
Subject: Resources to Further Our Conversation
Hello [Prospect's Name],
I trust you enjoyed [Event/Webinar] as much as I did! Our discussion on [specific topic] was truly enlightening. I thought you might find [relevant resource/link/article] interesting as a follow-up. Let me know your thoughts, and if you'd like to dive deeper, I'm available for a call at your convenience.
Excited to continue our conversation!
Best regards,
[Your Name]
[Your Position]
[Your Company]
Template 6: Suggesting Next Steps
Subject: Continuing the Conversation from [Event/Webinar]
Hi [Prospect's Name],
I hope you've had a chance to digest the insights from [Event/Webinar]. I'd love to hear your thoughts and discuss how [Product/Service] aligns with your goals. Could we schedule a brief call this week to explore potential collaboration or address any questions you may have?
Looking forward to our continued dialogue!
Best regards,
[Your Name]
[Your Position]
[Your Company]
Follow-Up After a Product Demo
Scenario: Apply these templates for following up with prospects after providing them with a product demo.
Template 7: Seeking Feedback and Addressing Questions
Subject: Your Insights Matter - Feedback on Our Demo
Hi [Prospect's Name],
I hope you found our recent demo insightful. We're eager to hear your thoughts and address any questions you might have. Your feedback is crucial in ensuring that [Product/Service] perfectly aligns with your needs. Could we schedule a quick call this [day] or [day] to discuss further?
Appreciate your time and consideration!
Best regards,
[Your Name]
[Your Position]
[Your Company]
Template 8: Highlighting Key Features
Subject: Unveiling More Possibilities with [Product/Service]
Hello [Prospect's Name],
I trust the recent demo shed light on the capabilities of [Product/Service]. I wanted to highlight [specific feature] and its potential impact on [prospect's business goal]. Would you be interested in exploring this further? Let's schedule a follow-up call to discuss how we can tailor our solution to your unique requirements.
Excited to delve deeper with you!
Best regards,
[Your Name]
[Your Position]
[Your Company]
Template 9: Proposal for Next Steps
Subject: Proposing the Next Phase After Our Demo
Hi [Prospect's Name],
Thank you for exploring [Product/Service] with us in the recent demo. I'm eager to discuss the next steps and how we can tailor our solution to integrate with [prospect's company] seamlessly. Can we arrange a call this [day] or [day] to explore the roadmap for potential collaboration?
Looking forward to our continued discussions!
Best regards,
[Your Name]
[Your Position]
[Your Company]
Follow-Up to Find the Right Prospect
Scenario: Send these templates when following up with someone to identify the appropriate contact person.
Template 10: Clarifying Needs and Introducing Solutions
Subject: Ensuring [Product/Service] Aligns Perfectly
Hello [Prospect's Name],
I hope this message finds you well. In our efforts to tailor our offerings to your specific needs, I wanted to confirm that [Product/Service] aligns with your current objectives. Could we schedule a brief call to discuss your unique requirements and explore how we can best assist you?
Appreciate your time and consideration!
Best regards,
[Your Name]
[Your Position]
[Your Company]
Template 11: Seeking Clarification on Requirements
Subject: Aligning Our Offerings with Your Goals
Hi [Prospect's Name],
I trust this message finds you in good spirits. To ensure we're on the same page, could you provide more insights into your current challenges and goals? This will help us tailor our solution precisely to your needs. I'm available for a call at your convenience.
Looking forward to understanding your requirements better!
Best regards,
[Your Name]
[Your Position]
[Your Company]
Template 12: Exploring Collaboration Opportunities
Subject: Maximizing Our Impact Together
Hello [Prospect's Name],
I'm reaching out to ensure that [Product/Service] aligns seamlessly with your objectives. I believe there's potential for a mutually beneficial collaboration. Would you be open to a brief call to explore how we can maximize the impact of [Product/Service] in your specific context?
Eager to discuss possibilities with you!
Best regards,
[Your Name]
[Your Position]
[Your Company]
Explore Top 5 Email Finding Tools in 2024
Follow-Up After No Response
Scenario: Utilize these templates to follow up with prospects who haven't responded to your email.
Template 13: Gentle Reminder
Subject: A Quick Follow-Up on Our Recent Correspondence
Hi [Prospect's Name],
I hope this message finds you well. I wanted to follow up on my previous email to ensure it didn't get lost in the shuffle. If now isn't the right time, I completely understand, but I'd appreciate any insights or feedback you can provide.
Looking forward to your response.
Best regards,
[Your Name]
[Your Position]
[Your Company]
Template 14: Offering Additional Information
Subject: Providing More Insights on [Product/Service]
Hello [Prospect's Name],
I understand your schedule may be hectic, but I wanted to offer additional information on how [Product/Service] can benefit [prospect's company]. If you have a moment, I'd love to hear your thoughts or discuss any questions you might have.
Appreciate your time and consideration!
Best regards,
[Your Name]
[Your Position]
[Your Company]
Template 15: Reiterating Value Proposition
Subject: Revisiting the Value of [Product/Service]
Hi [Prospect's Name],
I hope this message reaches you well. I wanted to reiterate the key benefits of [Product/Service] and discuss how it aligns with your goals. If there's any specific information you're seeking or any concerns, I'm here to address them. Let's schedule a brief call to explore further.
Eager to continue our conversation!
Best regards,
[Your Name]
[Your Position]
[Your Company]
Remember to customize these templates based on your specific needs and the tone that resonates best with your audience.
How Smartlead can help you automate your email follow-up?
At Smartlead, we recognize the burden of manual follow-ups and the impact it can have on productivity. That's why our automated email follow-up feature enables you to close deals faster. Here's a straightforward breakdown of how automated follow-up works at Smartlead:
- Eliminate Manual Scheduling: Smartlead removes the need for manual follow-up email scheduling, allowing you to focus on more strategic tasks.
- Avoid Missing Leads: Our system is designed to prevent overlooking potential leads, ensuring your outreach efforts remain consistently on track.
- Ensure Timely and Consistent Follow-ups: Our system ensures that your leads receive timely and consistent follow-up messages, contributing to a seamless customer experience.
Sign up for a free trial and see for yourself how Smartlead's Automated Email Follow-Ups can optimize your lead management.
Statistics source:
1https://www.lusha.com/blog/sales-follow-up-statistics/
2https://www.invespcro.com/blog/sale-follow-ups/
3https://www.invespcro.com/blog/sale-follow-ups/
Follow-Up Email FAQs
Q.1 When should I send a follow-up email?
It's important to strike a balance between giving the recipient enough time to respond and not appearing too pushy. Typically, waiting 1-2 weeks after your initial communication is a good rule of thumb. However, the specific timeline may depend on the nature of your message and the urgency of the matter.
Q.2 How do I write a polite but assertive follow-up email?
Crafting a follow-up email requires a balance between being courteous and expressing the importance of the matter. Start by expressing appreciation for their time and then gently remind them of the purpose of your initial email. Clearly communicate the urgency or relevance of the matter while maintaining a professional and polite tone.
Q.3 What should I include in a follow-up email?
A well-structured follow-up email should include a brief recap of your initial message, a clear restatement of your purpose or request, and any additional information that might be relevant. Be concise, provide context, and include any necessary attachments or links to ensure the recipient has all the information they need to respond.
Q.4 How many follow-up emails should I send before considering it a lost cause?
It's generally advisable to send two or three follow-up emails before reassessing the situation. Space them out appropriately, giving the recipient enough time to respond. If you still haven't received a response after several follow-ups, it may be worthwhile to explore alternative communication channels or consider whether the matter is still relevant.
Q.5 What do I do if I receive no response to my follow-up emails?
If you've sent multiple follow-up emails without any response, it's time to evaluate the situation. Consider alternative methods of communication, such as a phone call or a different email address. Additionally, reassess the importance and urgency of your message – it's possible that the recipient may have missed or overlooked your emails. If the matter is time-sensitive, it may be appropriate to explore other avenues to get the necessary attention.
Author’s Details
Priya Abraham
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How to Write Follow-Up Emails [Guide + Examples + Templates]
Frequently asked questions
What is Smartlead's cold email outreach software?
Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.
What is Smartlead, and how can it enhance my cold email campaigns?
Smartlead is a robust cold emailing software designed to transform cold emails into reliable revenue streams. Trusted by over 31,000 businesses, Smartlead excels in email deliverability, lead generation, cold email automation, and sales outreach. A unified master inbox streamlines communication management, while built-in email verification reduces bounce rates.
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How does the "unlimited mailboxes" feature benefit me?
Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.
How does Smartlead as a cold emailing tool can automate the cold email process?
Smartlead’s robust cold email API and automation infrastructure streamline outbound communication by transforming the campaign creation and management processes. It seamlessly integrates data across software systems using APIs and webhooks, adjusts settings, and leverages AI for personalised content.
The cold emailing tool categorises lead intent, offers comprehensive email management with automated notifications, and integrates smoothly with CRMs like Zapier, Make, N8N, HubSpot, Salesforce, and Pipedrive. Smartlead supports scalable outreach by rapidly adding mailboxes and drip-feeding leads into active campaigns Sign Up Now!
What do you mean by "unibox to handle your entire revenue cycle"?
The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.
With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.
2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.
3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.
How does Smartlead ensure my emails don't land in the spam folder?
Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder.
Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.
2. We deploy high-deliverability IP servers specific to each campaign.
3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.
Can Smartlead help improve my email deliverability rates?
Yes, our cold emailing software is designed to significantly improve your email deliverability rates. It enhances email deliverability through AI-powered email warmups across providers, unique IP rotating for each campaign, and dynamic ESP matching.
Real-time AI learning refines strategies based on performance, optimizing deliverability without manual adjustments. Smartlead's advanced features and strategies are designed to improve email deliverability rates, making it a robust choice for enhancing cold email campaign success.
What features does Smartlead offer for cold email personalisation?
Smartlead enhances cold email personalisation through advanced AI-driven capabilities and strategic integrations. Partnered with Clay, The cold remaining software facilitates efficient lead list building, enrichment from over 50 data providers, and real-time scraping for precise targeting. Hyper-personalised cold emails crafted in Clay seamlessly integrate with Smartlead campaigns.
Moreover, Smartlead employs humanised, natural email interactions and smart replies to boost engagement and response rates. Additionally, the SmartAI Bot creates persona-specific, high-converting sales copy. Also you can create persona-specific, high-converting sales copy using SmartAI Bot. You can train the AI bot to achieve 100% categorisation accuracy, optimising engagement and conversion rates.
Can I integrate Smartlead with other tools I'm using?
Certainly, Smartlead cold email tool is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!
Is Smartlead suitable for both small businesses and large enterprises?
Smartlead accommodates both small businesses and large enterprises with flexible pricing and comprehensive features. The Basic Plan at $39/month suits small businesses and solopreneurs, offering 2000 active leads and 6000 monthly emails, alongside essential tools like unlimited email warm-up and detailed analytics.
Marketers and growing businesses benefit from the Pro Plan ($94/month), with 30000 active leads and 150000 monthly emails, plus a custom CRM and active support. Lead generation agencies and large enterprises can opt for the Custom Plan ($174/month), providing up to 12 million active lead credits and 60 million emails, with advanced CRM integration and customisation options.
What type of businesses sees the most success with Smartlead?
No, there are no limitations on the number of channels you can utilize with Smartlead. Our cold email tool offers a multi-channel infrastructure designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.
This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.
How can Smartlead integrate with my existing CRM and other tools?
Smartlead is the cold emailing tool that facilitates seamless integration with existing CRM systems and other tools through robust webhook and API infrastructure. This setup ensures real-time data synchronisation and automated processes without manual intervention. Integration platforms like Zapier, Make, and N8N enable effortless data exchange between Smartlead and various applications, supporting tasks such as lead information syncing and campaign status updates. Additionally, it offers native integrations with major CRM platforms like HubSpot, Salesforce, and Pipedrive, enhancing overall lead management capabilities and workflow efficiency. Try Now!
Do you provide me with lead sources?
No. Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.
Here's what makes us uniquely the best cold email software:
1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.
2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out.
3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers.
4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanised email sending patterns and ramping up the sending volume.
How secure is my data with Smartlead?
Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.
How can I get started with Smartlead?
Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!
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