in 5 Simple Steps
There are three words we all read far too often:
It’s the follow up email. And these emails are often repetitive and ineffective. We're not "just checking-in" — we're trying to accomplish something.
So how do we write an effective follow up email that actually accomplishes our end goal? Read below to understand the key steps to writing a successful follow up email.
Before crafting a follow up email, we must first clarify what our objective is to draft a more effective call-to-action.
There are four primary objectives for a follow up email:
When we need to clarify a piece of information, get a status update on a deal, or determine whether we got a job.
Request a Meeting
We generally want to meet with a contact to pick their brain, give a pitch, ask for a favor, or receive feedback.
To Catch Up
When we haven’t spoken to a particular connection in a while, when we hear exciting news about them or their company, or when we want to share a milestone that we accomplished.
Say Thank You
When a connection provides a referral, when they write a review or case study, when they close new business with you, and any time they’ve given you their attention or a moment on their calendar.
Let’s walk through an example to better understand the process of writing a
Appreciate your time today, Brian!
Thanks for taking the time to share a little about HubSpot, as well as the goals and challenges you face.
If you would like to learn how other companies are dealing with challenges like yours, I would be happy to schedule a call. We could also talk a bit more about your challenges and determine whether or not I might be able to offer some help.
Are you available for a call next Tuesday at 1pm?
Thanks again for chatting today and I look forward to hearing from you!
It’s easy to forget to include a personal connection or a common interest that will help our contact remember us if we don’t already share a close relationship. Re-emphasizing our initial email or interaction will help jog their memory and make it easier for them to respond.
Any questions, Brian?
Last we spoke, you requested that I get in touch in a few months to discuss how [Company Name] can help your business achieve [goal]. I may be a few weeks early, but I thought I would check in.
Have you given any additional consideration to my proposal? I’d be happy to chat on the phone and answer any questions that may have come up.
What does your schedule look like this week to talk?
We should be straight forward with our follow up intentions right off the bat. For example, don't just state “I’d like to grab coffee and chat about what you do.”
Instead say, “I’d like to grab coffee to learn more about how you consistently reach quota because I’ve been struggling with my targets.”
With specificity, our contacts can better help us achieve what we need and we won't waste their time.
Thought you might be interested in meeting [Name]
Thank you so much for taking the time to chat today. I really enjoyed talking and learning more about your experience with [career field]. I really appreciate all the advice and tips you offered on how to break into [industry].
You mentioned that your team at [Company Name] is looking for a new business development rep, and I actually just met [name of contact] who runs the business growth strategy at [Company Name]. I think she would be a great fit for your team. Can I make an intro?
Thanks again for your time and advice. I wish you the best of luck while wrapping up your beta, and I hope to stay in touch!
We conducted a study in 2014 using 6.4 million emails sent with HubSpot Sales and learned a few things about subject lines that improve email open rates:
3 reasons I would be a great addition to your team
My name is [Your Name], I saw that [Company Name] is looking for [position title] and had to reach out to you.
I think I would be a great addition to your team for the following reasons:
I’ve attached my resume and a video of me explaining why I would be a great addition to your team (I thought it would be a little more personal). I've also included my website and samples of projects that I’ve worked on for [previous relevant role or position] in case you’d like to see samples of my work.
I look forward to hearing from you, [First Name]!
Okay, so our follow up email is written. When should we send it? Here are some suggested time frames for
Thank you follow up email or after a meeting or conference.
After submitting a job application.
Follow up on a meeting request or after no response regarding a job offer.
Every 3 Months
To catch up with a connection.
Equip yourself with tools to follow up effectively and schedule your next meeting.
When people are in the consideration or decision stage of the buying cycle, they’re not patient. If you don’t have the tools setup to respond to them quickly, they’ll make a decision without you.
The 5-Minute Follow Up Technique
By implementing a new process and using HubSpot Sales, not only has Hüify fostered a culture for lead follow-up but also enjoys a 90% response rate from their leads.
There's a lot of uncertainty around following up. Use HubSpot Sales to know exactly when your prospects open your emails and when to follow up.