How to send effective follow-up emails
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“Just checking in” is a popular phrase used in the professional and academic world. Although it can seem like a polite way to prompt a reader to respond, “just checking in” can be less effective than other email openers because it doesn’t get straight to the point. Keep reading to learn what “just checking in” means and how to move the conversation forward without it.
“Just checking in” is a casual way to ask another person for an update. However, this phrase can come off as passive-aggressive in an email or text message because it’s often redundant and your request isn’t clear or direct for the reader. Instead, summarize your last conversation and gently ask for an answer.
Reply directly to the last email you sent them. With the “Reply” feature on your email, you don’t have to write long summaries of previous discussions or gently remind them of your deadline. Instead, it can bring the original email to the top of the other person’s inbox so they can see it and reply right away.
- “Hey, Brett. I’m reaching out to see where you stand on the project. Let me know your answer by the end of the day. Thanks!”
- “Hi Dr. Holman, I hope all is well. I know you have a busy schedule, but I was wondering if you’ve completed my letter of recommendation? Thank you again for taking time to do this, let me know if you have any questions.”
Remind them of an upcoming deadline and ask for a status update. Asking for a status update might be perfect if you’re checking in on an employee’s progress or asking a client or coworker how a project is going. Offer some context if you think they may have forgotten about the project and close your message with a direct, time-sensitive request for a response.
- “Good afternoon, Emil. Last week, we met about the Windmere project and you offered to make an action plan for our next strategy meeting. How’s it coming along? If you could send the plan by EOD, that would be great! Let me know if there’s anything I can do to help.”
- “Hey, Aya. I wanted to see how you’re doing with the Paper-trail project we started last month. I’m hoping to have the entire project sent in by the end of this week. If you could send me a quick update in the next day or so that would be great. Thanks!”
Mention their timeline and remind them about your conversation. This reply works well if you’re waiting to hear from a job interviewer or if a prospective client or business asks for a certain amount of time before they give you a decision. Wait until that time frame, then gently remind them about your initial meeting and ask about the next steps.
- “Hey, Melissa! Last time we talked, you told me to contact you this week to see if you’ve made a decision. Are you still interested? If so, I’m happy to schedule another meeting. Are you available Tuesday?”
- “Dear Malik, I wanted to see if there’s an update on the timeline for the Human Resources Assistant position I interviewed for on August 6th. I’m still very interested and look forward to hearing back from you.”
Recap the last conversation you had to get things moving again. Sometimes, others get caught up in other responsibilities and forget to email you back. If this seems to be the case, add bullet points that summarize what you discussed and how your product or service can help them out. This is also a good way to make sure you’re on the right page before moving forward.[2]
- “Hello, Roberto! Here’s a brief summary of what we discussed in our call on 5/13:I gave a quick overview of what our company does and gave recent examples of our success. We reviewed your site’s traffic and talked about ways to boost engagement, including creating social media pages and sending out weekly newsletters.If you’ve decided to move forward, I’d be happy to set up another meeting. Would next Thursday afternoon work for you?”
Reach out with extra information after an introductory meeting. A business prospect might not have gotten back to you yet because they’re not sure what benefits you provide or they’re not sure it will give them the results they need. To alleviate a potential client’s doubts, send them a breakdown of your prices or any other info they’ll find useful.
- “Hi, Jordi. I know you were interested in our brand’s engagement across our platforms, so I’ve attached some additional information you might find useful. Are you free for another call this Friday?”
Share an update to your resume or portfolio. If you’ve had an article published or a patent accepted that’s relevant to the position you applied for, informing the hiring manager of your achievement might influence their decision. However, try to avoid contacting the hiring manager before their deadline unless this happens.[3]
- “Dear Bethany, I wanted to follow up on my interview on May 10th for the Library Assistant position. Since our last conversation, I’m excited to share that I have successfully completed my Library Science Degree.I’m confident that my education, combined with my passion for community engagement and literacy, makes me an excellent fit for this role. I look forward to joining your team. If there’s any additional information you’d like from me, please feel free to reach out.”
Ask them if you have any other questions about the meeting. If you sent a proposal or communicated with a prospective client online, they might have questions about your business that they haven’t gotten the opportunity to ask yet. When writing your follow-up message, offer to clear up any questions or doubts they may have about what you have to offer.
- “Hey, Phillip. I wanted to touch base regarding the proposal I sent your way last Tuesday. Please let me know if you need any clarification on my web design approach. I’m happy to discuss this more in detail next week. Are you available on Tuesday?”
- “Hi, Irene. Just in case you missed it, I reattached the proposal I sent you last week. Would you like any information before we proceed?”
Suggest setting up a time to catch up. If you’re looking for a casual, low-pressure alternative that builds a positive relationship with the other person, simply reach out and ask if there’s a time when they can meet to explain more about an opportunity.
- “Hey, Janice. When I met you at the conference on Monday, you expressed interest in our software. Let’s catch up next week—are you free at 11 am on Tuesday?”
- “Good afternoon, Mateo. I was just thinking about the marketing project you launched and wanted to see if you were interested in catching up and learning more about our social media management service. Can we set up a meeting for this week?”
Emphasize the benefits of working with you. Emphasizing how your business can meet a potential client’s goals can not only help them visualize the success your product or service will bring them, but it can encourage them to answer back quickly because they know that working for you is worth the effort.
- “Good morning, Lillian. I’ve attached a few studies that show how our past clients in forestry and national resources have worked with us to improve communication across their teams. I’d love to talk through them and answer any questions you have. Are you available Monday?”
- “Hi, Nathan. I hope you’re doing well! After our last meeting, I got excited and compiled a list of ways that Straw-Finder can help Therma-Bottle grow. I’d love to chat more about how other companies are using our product. How does November 16th look for you?”
Send them a blog post or information relevant to their business. Sending a customer or client something they’d find interesting or valuable can be a great way to nurture your relationship and gently let them know that you have their best interests in mind. Just make sure that whatever you send them is relevant to their business or their goals.
- “Happy Friday, Kennedy. I just read this incredible article about the tourism industry in New Mexico—I especially liked their points about media management and platform engagement. I hope we can talk soon and discuss how we can increase web traffic for your business.”
- “Hi, Jack. I recently saw this video about the increase in paper manufacturing and thought you’d be interested since you’re looking to tap into that industry. I would love to hear your thoughts on it!”
Offer them a discount or free trial to encourage a response. If you’re looking to boost engagement on an email newsletter or convince a client to choose your product or service, reducing your rate or offering gifts with a sense of urgency (like samples or free trials) can increase your response rate.[4]
- “Happy hump day, Harry. We’re giving 5 of our customers 20% off on their next contract with us, and you’re one of them! We don’t want you to miss out—click on the link below to get started.”
- “Good morning, Isabelle. Looking to try out our service? We’re offering a 3-month free trial. If you’re not completely satisfied, you can cancel at any time without charge. Let us know if you’re interested in this exclusive deal!”
Send them new features or updates to your product or service. Clients may be more likely to engage with your emails (and choose your business in the future) if you inform them about a new change they asked for. You might say that you added events to your site, created new products, or got a new certification in a service they need.
- “We just released a new Quiz feature on our website. Come check it out!”
- “You asked and we delivered! We’re now offering ADA-compliant website consultations for only $10.99 more a month.”
Share a news story featuring your company. A potential client might feel more swayed to choose your business if you show that your company is gaining publicity. Use a relevant industry article or an article showcasing your company’s innovations to grab their attention and encourage them to respond quickly.
- “Hey, Maria. Did you see that Time Magazine listed us as one of the most influential companies of 2024? Click the link below to read the article.”
- “Happy Wednesday, Raphael! According to Fortune Magazine, we’re one of the best companies to work for. If you’re interested in joining our team, visit our job board and apply for a position near you.”
Send them your customer’s success stories. A customer success story is a short paragraph about how a past client or customer used your product or service to solve an issue. These can persuade a possible client or customer that your product or service does the things you say that it does and encourage them to respond.[5]
- “Hey, Susan. We recently helped Insta-Flex consolidate its HR systems, allowing easier and faster access to data. See our complete report and learn how to achieve similar results by clicking the link below.”
- “Hi, Kendrick. Meet Isaiah—he achieved all his traveling goals at the click of a button with our app. Follow his journey and learn how you can do the same by reading his story below.”
Recommend an event or webinar they might be interested in. Whether you’re hosting an event or know of one that may be useful to your client or customer, reach out to see if they’re interested. Not only can this encourage others to respond to your emails, but it can also boost your reputation as a company that truly cares about its partners.
- “Dear Gregory, my friends at EmailMonkey let me know about this webinar they’re hosting on Email Marketing and I thought you might be interested! I’m planning on going out of town that Thursday, but I’d love to know what you think.”
- “Hi, Lina. I’m planning a fundraising event for charity, and I’m trying to gauge my clients’ interest. Would you be interested in featuring your business with a booth?”
Compliment them on an achievement or post they made. Engaging with a prospective client or customer is all about building community and meeting the reader where they are.[6]
One way to do that is by paying attention to the leaps and bounds that others make, celebrating their victories, and offering your company as a way to help them grow even bigger.- “Hey, Andres. I recently saw your post about your company’s record sales this year. Congratulations! I’d love to talk more about your business and how our product can help you boost your sales even more. Are you free on October 10th?”
- “Congratulations on your partnership with Harington International, Gloria! We’ve also partnered with their brand to help them optimize their servers. I’d like to talk to you about our experiences sometime this week. What’s your availability like on Tuesday?”
Reach out to the other person through social media. Whether you’re looking to increase your relationship with other working professionals or promote your business, social media can be a good way to go. Respond to others’ posts on professional sites like LinkedIn to build connections and get the results you need.
- “What an amazing story, Jared! I think more people in engineering fields should go into the humanities. I’d love to connect and talk to you about this more. DM me!”
- “Thank you for sharing this amazing article, Nicole. We actually offer that service on our site—come check us out at www.amazon.com.”
Point out a potential business weakness you could help them with. This one can be risky, but effective when pitching your business to clients. Frame your email to show that your advice is in the best interest of their company and that you truly have the fix they need. Attach statistics or client stories to demonstrate that you know what’s best for them and offer ways to help.
- “Hi, Yasmine. I was just looking into traffic metrics and happened to look at your site—I was surprised that your Instagram reach isn’t higher. Can we set up a time this week to talk about how to improve your following? How does Wednesday at 9 am look for you?”
Get in touch with them over a phone call or video chat. Although email chains can be helpful to help jog their memory, they can also clutter both your inboxes. If your request needs more than just a quick answer, consider picking up the phone and asking them directly instead.[7]
- “Hey Josh! I think it might be more effective to talk about this over Zoom or Google Meet. Do you have a few minutes this afternoon to chat?”
- “Good morning, Ana. Let’s hop on a call and discuss this more in detail. What number can I use to reach you?”
Keep your email between 75 to 100 words and use simple language. Industry jargon and long paragraphs describing your company might be useful, but it can cause prospective clients or customers to skip over information or put it to the side until they have more time to look through it. Instead, use 3rd grade language and keep your email simple and straightforward.[8]
- One study showed that the most effective messages are between 75 and 100 words—these resulted in the highest response rate at about 51%.[9]
Ask a direct question that makes your request obvious. Messages that make your request clear to the reader can increase the chance that they’ll respond right away. When crafting your message, end it with a direct call-to-action that provides your reader with the next step they can take to move things forward.[10]
- “Is there a time we can talk next week that works for you?”
- “How is the project coming along? Is there anything I can do to help out?”
- “Are you able to attend our conference on AI next month?”
- “What did you think about the proposal I sent you last week? Do you have any questions?”
Include a compelling subject line that asks for a response. Emails with shorter subject lines tend to have the highest open rates. Try to keep your subject line down to 4 words and include a short description of your request.[11]
If your email needs an answer quickly, begin the subject line with an urgent phrase like “Action Required” or “Time-Sensitive.”- “Time-Sensitive: Fundraising Project for Next Week”
- “Question About Recent Proposal.”
- “Next Steps on Pheromone Project.”
- “Let’s Catch Up.”
- “Action Required: Reading Program Redesign.”
Give them a way out of your offer if they’re not interested. Someone might not reply to your email if they aren’t sure how to let you down nicely or if they aren’t the right person to talk to. Giving your potential client or customer an out from the get-go can alleviate discomfort and increase the chance that they’ll respond quickly.[12]
- “If you’ve gone in another direction, please let me know.”
- “If you aren’t involved in the Sales department, would you be comfortable referring me to the right place?”
- “Are you interested in featuring our company? If you’re not looking for new businesses at this time, just let me know.”
- “If you’re interested in a website review, click on the link below to schedule a time. If not, please let me know so we can save our inboxes!”
Categories: How to
Source: HIS Education