Have you ever found yourself in a situation where you’ve reached out to someone via email and haven’t received a response? It can be frustrating and even anxiety-inducing, especially if you were hoping for a timely reply.

But fear not, because we’re here to provide you with a guide to writing a killer follow up email that will get you the response you’re looking for.

Understand your Objective

Writing a follow up email is to clearly define what you hope to achieve.

Are you seeking a response to a previous email?
Do you need to provide additional information or clarification on a certain topic?
Or are you simply checking in to see if the recipient has had a chance to review your proposal?

Understanding your objective will not only help you craft a more focused and effective follow up email but also guide the tone and content of your message. If your goal is to prompt a response, for example, it may be helpful to include a clear call to action or deadline in your email. On the other hand, if you’re simply seeking to provide additional information, you may want to keep your message brief and to the point.

In addition to understanding your objective, it’s also important to use the right language and tone in your follow up email. Remember to be polite and respectful, even if you’re feeling frustrated or impatient. Avoid using aggressive language or making demands, as this can come across as unprofessional and may turn off the recipient.

Don’t forget to proofread your follow up email before hitting send. Typos and grammatical errors can detract from your message and create a negative impression. Take the time to carefully review your email for any mistakes and ensure that your message is clear and concise.

Begin With Context

When it comes to writing a follow up email, it is important to start with context. Beginning your email with a clear and concise reminder of your previous interaction will help to refresh the recipient’s memory and set the tone for the rest of your message.

One of the key components of writing a successful follow up email is to provide context. This means referencing the previous communication or interaction that prompted the need for your follow up. By including specific details about your previous conversation or meeting, you can remind the recipient of the key points discussed and clarify any next steps that were agreed upon.

Starting your follow up email with context not only shows that you are organized and proactive, but it also demonstrates that you value the recipient’s time and attention. By providing a brief summary of the previous interaction, you are helping the recipient to quickly understand the purpose of your email and how it relates to your previous conversation.

In addition to providing context, it is also helpful to include any relevant updates or developments since your last communication. This could include new information, additional research or data, or any progress that has been made since your last interaction. By sharing relevant updates, you are showing the recipient that you have been actively engaged in the conversation and are committed to moving forward.

Craft a Clear Subject Line

The subject line is the first thing your recipient will see, so it’s important to make it clear, concise, and attention-grabbing. Start by summarizing the purpose of your email in just a few words. For example, if you’re following up on a job interview, your subject line could be “Follow Up on Job Interview” or “Thank You for the Interview.”

Avoid using vague or generic subject lines like “Follow Up” or “Checking In.” These can easily get lost in a crowded inbox and may not convey the urgency or importance of your message. Instead, be specific and to the point.

Another tip for crafting a clear subject line is to use keywords that are relevant to the recipient. For example, if you’re following up on a sales pitch, include words like “proposal,” “meeting,” or “collaboration” in the subject line. This will help the recipient quickly understand the purpose of your email and encourage them to open it.

In addition to using keywords, consider personalizing your subject line. Addressing the recipient by name or referencing a specific conversation or meeting can grab their attention and make your email stand out from the rest.

Close with a Clear Call To Action

One of the most important things to remember when writing a follow up email is to be direct and concise. Don’t beat around the bush or ramble on, but get straight to the point. After you’ve provided any necessary context or information in the body of your email, it’s time to close with a clear call to action.

A call to action is a specific instruction or request that tells the recipient what you want them to do next. Whether it’s setting up a meeting, scheduling a call, providing feedback, or any other desired outcome, make sure it is clearly stated in your closing paragraph. Avoid vague language or general statements that leave room for interpretation, but be specific and direct.

For example, instead of ending your email with a generic statement like “let me know if you have any questions,” try something more direct like “I would like to schedule a follow up call this week to discuss next steps. Are you available on Tuesday or Thursday morning?” This way, you are clearly outlining what you want from the recipient and making it easy for them to respond.

Another tip for closing with a clear call to action is to provide a deadline or timeframe for the recipient to respond. This adds a sense of urgency and can help motivate them to take action. For example, you could say something like “I need to finalize our plans by the end of the week, so I would appreciate a response by Thursday afternoon.”

Proofread before Sending

Proofreading is essential in any form of written communication, as it ensures that your message is clear, concise, and error-free. When sending a follow up email, proofreading can help you avoid embarrassing mistakes that may negatively impact your professional image. Typos, grammatical errors, and formatting issues can all detract from the effectiveness of your message and may even confuse or mislead the recipient.

Additionally, proofreading demonstrates attention to detail and a commitment to professionalism. By taking the time to carefully review your email before sending it, you show that you value the recipient’s time and are dedicated to delivering a polished and professional communication.

To effectively proofread your follow up email before sending, consider the following tips below.

1. Take a Break

After drafting your email, set it aside for a few minutes or even hours before proofreading. This will help you approach the email with fresh eyes and catch any mistakes that you may have missed in the initial drafting process.

2. Read Aloud

Reading your email aloud can help you identify awkward phrasing, repetitive words, and grammatical errors. By hearing your words spoken aloud, you may also notice inconsistencies in tone or language that need to be revised.

3. Use Spell Check

While spell check is not foolproof, it can help catch common spelling errors and typos. Be sure to review the suggested corrections before accepting them, as spell check may not always catch context-specific errors.

4. Check Formatting

Ensure that your email is properly formatted, with appropriate spacing, font style, and alignment. Check for any broken links, missing attachments, or formatting issues that may detract from the readability of your message.

5. Get a Second Opinion

If possible, have a colleague or trusted friend review your email before sending. A fresh set of eyes can often catch errors that you may have overlooked, and provide valuable feedback on the clarity and effectiveness of your message.

Follow Up Again Without Going Overboard

First things first, before you hit send on that second follow up email, take a step back and assess the situation.

Have you given the recipient enough time to respond?

It’s important to be patient and allow for some leeway before sending another email. If it’s only been a day or two, it’s best to hold off a little longer before following up again.

When it comes to crafting your follow up email, be sure to keep it brief and to the point. You don’t want to overwhelm the recipient with a lengthy message. Instead, get straight to the point and remind them of your initial email and why you’re following up. Keep your tone friendly and professional to avoid coming across as too aggressive.

Another important tip for writing follow up emails is to include value in your message. Let the recipient know how you can assist them or provide them with useful information regarding your previous communication. This will demonstrate to them that you are not just looking for a response, but that you genuinely want to help and add value to their business or situation.

Always make it simple for the recipient to reply. Include a clear call to action in your follow up email, such as requesting a specific time to schedule a phone call or meeting. This will motivate them to act and make it easier for them to respond.

Conclusion

Writing a follow up email is an important skill that can help you build meaningful connections and advance your professional goals. By following the tips outlined in this guide, you can craft compelling follow up emails that leave a lasting impact on your recipients. So the next time you find yourself in need of sending a follow up email, you’ll know exactly how to do it. If you enjoyed this article, please share your thoughts by leaving a review below.