10 Follow-up Email Templates To Attract Responses

10 Follow-up Email Templates To Attract Responses

May 31, 20227 mins
What is a follow-up email?

When job hunting, you often send emails to several companies hoping something positive would come out of it - perhaps, at least one company will respond. And sometimes, you get deeply disappointed when the only response you receive is silence.  

Do you meet people or prospective business partners at networking events, get their emails, and become clueless about what to do next? 

‍Believe me when I say many of us have been in your shoes. 

‍Here’s something you should do in both situations - send follow-up emails. They are a great way to pick up from where you left a conversation or stir up a response from a person or company you have previously contacted. 

How do you send a follow-up email after a meeting or when job hunting? What should you include in your email? This article answers these questions by explaining all you need to know about follow-up emails. You will also find relevant samples that you can use as a guide when crafting yours. 

What is a follow-up email?

There is no general definition of a follow-up email. It is simply an email or a sequence of emails sent to follow up (as its name implies) on a conversation or, in the case of job hunting, a job application. 

However, note that its use is not restricted to these two instances. You can use follow-up emails for several other reasons. The “follow-up” could take the following forms;

  • A request for information: After conversing with someone over a call or in person, you may have some questions to ask sometime later. A follow-up email is usually used to request new information or clarify specific details.

  • A request for another meeting: Perhaps the initial conversation was not sufficient for you to take action; you can use a follow-up email to propose another meeting. This often plays out when a person encounters a potential business partner at an event or through a connection. 

  • Showing appreciation: It’s a simple courtesy to show gratitude to people when they do something for you, no matter how little. You can express appreciation to a person for their time and availability, even if you both met at a business meeting or networking event. Follow-up emails are also an excellent way to thank your email recipients when they provide you with a referral, help you review your product or service, and complete a business deal with you.‍

Follow-up email subject line

Do you know that you improve your chance of getting a response to your email with a strong email subject line? 

If you’ve ever sent an email, whether a follow-up or not, and you didn’t get any response, a weak subject line could have been the problem. People receive loads of emails regularly. This means that they wouldn’t have the chance to read every email they get.

Your subject line is the first thing your recipient sees. Therefore, you must attract them to your email with a striking subject line to hook their attention and stimulate a response. 

To create a strong, attention-grabbing subject line, do the following:

  • Keep it short

  • Tailor it to your recipient - personalize it

  • Make it quirky, witty, or interesting

  • Provide value

  • Create a sense of urgency

  • Avoid using clickbait

  • Use keywords

Sample follow-up emails

Now that you know what a follow-up email is and how to create compelling subject lines, let’s examine sample follow-up emails that can guide you in crafting yours. 

The samples will be distributed among different scenarios where follow-up emails are used in order to provide context. That way, you’d be able to know how to craft a follow-up mail that suits the specific situation. Whether your email aims to request another meeting or show appreciation for a previous meeting, you will find a template that fits.

Scenario 1: After a networking event

You met someone, let’s say a prospective business partner, at an event, and you exchanged cards. You can send a follow-up email to build a relationship. This email should refresh their memory about who you are and include what value you want to offer or gain from them.

Subject line: Effective tool to improve your meeting’s productivity

Hi [first name]

I hope you’re doing well. We met at [name of event], and I must say it was great conversing with you.

During our discussion, I recall you mentioned something about trying to beef up the quality of your team meetings. My team uses Airgram to ensure our meetings are efficient, engaging, and enjoyable. I think it’s something you may want to try out. 

‍I’m happy to talk more about it if you need help using the tool. Once again, it was great talking to you. I hope to hear from you again. 

[Sign off]

Subject line: It would be an honor to be mentored by you

Hi [first name]

Greetings from [your location]. I am the [state who you are] you met at [name of event]. 

It was a pleasure meeting you. I hope you had a safe trip back home. I would like to pick up on our conversation about the mentorship opportunity. I have followed your work for a while now, and you truly inspire me. 

It would mean a lot to me to be granted the opportunity to learn from your wealth of knowledge and experience. We can schedule a meeting to discuss it further. I hope to hear from you soon.

[Sign off]

Scenario 2: Requesting a meeting

If you’re looking to schedule a meeting with someone you’ve met before or haven’t met at all, follow-up emails can make that happen if you’ve had a prior conversation. This will help build or strengthen the relationship.

Subject line: Are you free for coffee?

Hello [first name]

It’s great to be in contact with you. I am happy I walked into you at the mall.

Since I heard you moved to [name of city] to work in the headquarters of [company name], I have been looking forward to meeting you to discuss your new role. That being said, are you free to connect over coffee on [specify date and time]? I won’t take much of your time.

[Sign off]

Subject line: Would you like to meet up for lunch?

Hi [first name]

‍I heard about your recent appointment at [organization name]. Congratulations! Well deserved. We have been communicating via email for a while now, which has been great. 

However, I was hoping we could step up a little. I am currently in your city for a business meeting. Is it a good time to request a physical meeting? We can go out for lunch at [restaurant name]. I would be glad if you were down for it. Do let me know what you think. Thanks.

[Sign off]

Scenario 3: Showing appreciation

If you had an eye-opening conversation with someone or you received a referral that helped you secure a business deal, it is only fitting to express gratitude to them for their time and help. 

This is where a follow-up email comes in handy. In your email, talk about the results your recipient helped you achieve. You can also pay it forward by offering to assist with something of their interest. 

Subject line: I am glad we had that conversation

Hello [first name]

I hope you and your family are safe and sound. Remember you had a conversation with a certain [your name] at [location or event]. What might have been a simple interaction for you was an eye-opener for me.

After our discussion, I was inspired to [state what you did]. Guess what? It resulted in [state the results]. It was unbelievable! I am sincerely grateful we crossed paths that very day. 

I feel so indebted to you for also sharing with me those resources. They were beneficial. If there’s anything I can help with, please, do not hesitate to reach out. Thank you once again.

[Sign off]

Subject line: I can’t thank you enough, [recipient name]

Hello [first name]

Happy Thanksgiving! How are you enjoying the holiday? I hope you are having a great time with your family.

I just want to say a big “thank you” for providing a review of my new product on such short notice. With your honest review, I was able to make some changes to the specifications, which have helped improve the product's effectiveness.      

I reached out to a couple of people, and you were one of the few to help out. I am truly grateful. Thank you once again.‍

[Sign off]

Scenario 4: No response on an application

Applying for a job can be a lot of hassle. It gets more frustrating when you receive no response on the numerous applications you sent out. What do you do when you send your resume without receiving any response? Or perhaps you’ve completed an interview, but you’re yet to get feedback. Here’s my advice - send a follow-up email.

Subject line: Following up on my application 

Hi [recruiter’s name] or Dear Human Resource Manager

I hope this email finds you well.

I sent an application [date you sent the application] for [state role]. I would like to follow up on the status of my application.

I remain interested in working for [company name], and I am optimistic I would be an asset to your team.

Once again, I have attached my resume and cover letter below. You can reach out to me via email or phone [input phone number] for further correspondence regarding my application. I hope to hear from you soon. Thank you.

[Sign off] 

Scenario 5: After a business meeting

It could be a meeting with your team or a prospective client. Either way, follow-up emails are good for clarifying important points and takeaways. It helps keep everyone involved on the same page. 

You can also highlight in your email key achievements made so far - if the email is sent much later. This will ensure that the team is motivated.

Subject line: Key points from the last meeting

Dear All,

Thank you for showing up at today’s meeting and for your contributions to this project. I have highlighted the key points from today’s session for everyone to note. 

‍[Outline the key points]

I urge everyone to bring their A-game on board. Let’s commence work as soon as possible. We don’t have the luxury of time. Enjoy your weekend!

[Sign off]

Subject line: We are making progress!

Hi everyone,

Happy to announce that since our last meeting, we have made significant progress on the project. The client is very pleased. I thought to share with you some of the remarkable achievements we can boast of.

[Identify achievements]

Thank you all for your hard work and dedication!

[Sign off]

Scenario 6: Requesting feedback

Ken Blanchard once said feedback is the breakfast of champions. If you want to improve in any area, you must learn to seek and appreciate feedback. You can use a follow-up email to request feedback from your boss, supervisor, an industry expert, or someone who has worked on a similar project you’re embarking on.  

Subject line: I would appreciate your feedback

Hi [first name]

I hope this email finds you in high spirits. I enjoyed working on [name project]. It was an awesome learning experience for me. 

‍Given your level of experience, I would appreciate it if you could provide feedback on my work. Your honest review will go a long way in improving my [input skill]. 

I understand you’re busy, so you can revert at your convenience. Thank you!

[Sign off]

Tips for follow-up emails

Keep it brief: Follow-up emails always come after a previous conversation or interaction. Therefore, it should be brief and straight to the point. Don’t begin to recount all that was said in your earlier correspondence. Have a purpose in mind and stick to it. Keep it simple.

Be professional: Sometimes, your follow-up email may be your first contact with the recipient, especially if it’s a follow-up on an application. Hence, this may be their first impression of you. Thus, you should keep your email professional. 

Even when it’s not your first contact, you still have to exude professionalism because the relationship between you and the recipient is most likely formal or semi-formal.

Use a strong subject line: Using a strong email subject line can increase your chances of getting your email read by up to 87%. Most people decide whether or not to read an email when they see the subject line.

Include a call to action: Except you’re simply sending a follow-up email to say thank you, you should include a call to action, specifically stating what you want your recipient to do. 

Choose an appropriate time to send it: A common question regarding follow-up emails is, “When can I send a follow-up email?” There is no hard-and-fast rule. Choosing an appropriate time to send a follow-up email depends on the surrounding circumstances.

For instance, if the expected email response is time-sensitive, such that you need a response before a specific time or date, then you may send a follow-up email quickly - when that deadline is drawing near. Similarly, if you have an existing relationship with the person, you can send a follow-up email not too long after, as this is less likely to ruin your relationship.‍

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