30 Sales Check-In Email Templates (What to Say Instead of “Just Checking In”)

Ah, "just checking in" emails – the bane of our inbox existence. Seriously, what does that even mean? Are we running a bed and breakfast for sales leads now? Last time I checked, we weren't making sure our prospects were tucked in with warm cookies and milk. But hey, here we are – hitting them up with the vaguest of follow-up messages like overeager BFFs.

That said, let's be real: ain't nobody got time for that nonsense. It's time to ditch that worn-out phrase and throw it into the dark abyss where all poorly-crafted emails reside. Lucky for you (and frankly for everyone's sanity), we've rounded up a whopping 30 sales check-in email templates that won’t make your prospect feel like they're at some creepy virtual sleepover. These somehow manage to get the job done without making you sound clingy or desperate—y’know... like an actual salesperson who crushes it but doesn't haunt people’s dreams afterwards.

The purpose of sales check-in email templates

Let's spell out the painfully obvious purpose of these sales check-in email templates for those who are apparently late to the game. The purpose is to check-in email is to check in on a previous email you sent to a prospect or client. You might be checking in on a cold outreach email, a pitch email, a meeting request email, or a sales proposal email, for example.

Why is it important to check in during the sales process?

• Relationship building: Newsflash! People don't want to be treated like walking wallets. It's all about making genuine connections and being, well, human. By genuinely checking in on your prospects, you show that you care about more than just their money, boosting their trust in you and your brand. So quit the robotic sales pitch and get personal.
• Gathering valuable prospect feedback: Sometimes it's tough to gauge how well (or not) a pitch is going. A well-timed check-in email gives you the chance to gather feedback *straight from the source*. Did they love your proposal but have questions? Or did they think you're more out of touch than your grandma's flip phone? Either way, check-in emails provide those golden nuggets of insight you can use to refine your approach and turn lukewarm leads into red-hot deals.
• Ensuring consistent communication with leads: Let's be real, everyone's inbox is a never-ending whirlwind of chaos. By consistently checking in, you not only get a friendly "Hi, remember me?" into their inbox, but you're also ensuring you'll stay top-of-mind even during the messiest of email storms. Consistency is key, people! But remember, there's a fine line between being an attentive sales rep and a pesky spammer. So find that sweet spot and keep your leads engaged and invested in the conversation.

What should you say instead of “just checking in”?

Hint: It’s more than just saying the words “just checking in.” The secret to crafting a great check-in email is to give them a reason to respond. Whether it’s because you’re creating a sense of urgency, offering them something new to keep the conversation going, or following up on a question or request they had previously.

Here are some more tips to help you get a response:

• Use a personalized and friendly opening: Trust me, nothing says "I care as much as a telemarketer" like opening with "Dear Sir/Madam." Instead, opt for a friendly and personalized greeting. It's not 1995 people, so use your prospect's name, show some warmth, and get off on the right foot.
• Make sure to include the purpose for the check-in: Wandering aimlessly through a conversation ain't a great look. Be specific and clear about your intentions right from the get-go. Remind your prospect why you're both there, what you're discussing, and keep the email on track like a well-driven train.
• Open up two-way communication: Hey there, you talkative sales dynamo, remember to let your prospects have a say too! Ask questions, encourage responses, and let them express their thoughts. Not only will it keep the conversation flowing, but it'll also give them a sense of ownership in the discussion.
• Use a quick, clear, and easy-to-understand closing: Walls of text are sooo not fun in emails. Wrap up your check-in with a concise closing—remembering to thank them for their time and include any necessary calls-to-action. Leave them with a feeling of closure and the knowledge that you value their attention.

Create your own custom sales check-in email template

Have a specific scenario in mind? Use this Magical template generator to create a custom template for checking in on your exact situation. You can get specific with your prompt (for example, you can ask for 'an email template checking in on a cold email that got no reply about selling bananas’) and even choose the tone of voice you want to use. To generate an unlimited number of email templates, add the free Magical Chrome extension to your browser.

{{ai-generator="/ai-template-generator"}}

Example Sales Check-in Email Templates

For general updates and check-ins

Template 1

Hello [prospect],

I hope this message finds you well. I wanted to quickly follow up on my previous email to ensure that it didn't get lost in your inbox.

Please let me know if you have any questions or if there's anything else I can help you with.

Best,

[Your name]

Template 2

Hi [prospect],

I hope this message finds you well. I wanted to check in and see if you are still interested in achieving [X goal]? Our client, [customer], saw impressive results by implementing [suggestion], and I thought it might be worth considering for [prospect's company].

If you're interested in learning more about how [customer] achieved their success, we can schedule a call on [date and time] or [date and time].

Please let me know if this is something you're interested in.

Best regards,

[Your name]

Template 3

Hi [client],

I hope this email finds you well. It’s been a while since we last spoke, and I wanted to touch base with you. Given the recent developments in [X industry], I believe it would be beneficial for us to catch up and discuss how things have been progressing.

I’ve attached a link to my calendar, and I’d be happy to schedule a call at your convenience. Please let me know which dates and times work best for you.

Best regards,

[Your name]

Template 4

Hello [prospect],

I hope this email finds you well. It's been a month since we last spoke and I wanted to check in and see how things are going with [your business/role].

Best regards,

[Your name]

Template 5

Dear [Recipient’s Name],

I hope you had a great weekend.

I wanted to follow up on our call from last week and ask for an update on the progress of (Insert relevant details).

Thank you again for your time! If you have any questions for me or need further information, please do not hesitate to reach out.

Best regards, 

[Your name]

Template 6

Hi [Recipient's name],

How are you?

I wanted to follow up on (task details) that we discussed last time. You mentioned that you were hoping to have an update by today. I wanted to check in and see if there is anything I can do to help move this task along.

Please let me know if you need any assistance from my end.

Best regards, 

[Your name]

Template 7

Dear [Recipient's Name],

I hope this email finds you well. I wanted to follow up on my previous email regarding (insert details).

As we have a deadline coming up next week, I am reaching out to see if there is any way you can support us in finishing (insert project details) and accommodate the timeline.

Please let me know if this is something you can help with, as we greatly value your expertise.

Thank you for your time and consideration.

Best regards, 

[Your name]

Helpful content sharing check-ins

Template 8

Hi [prospect],

I hope this email finds you well. As someone who deals with [business pain], I thought I'd share a quick tip that many of my clients have found helpful: [1-2 sentence actionable piece of advice].

If you're interested, I have a few more ideas around improving [X] that I'd be happy to share with you. Let me know if that would be helpful.

Best regards,

[Your name]

Template 9

Hello [prospect],

I hope this email finds you well. I noticed that you are interested in [dealing with X/improving Y], and I thought you might be interested in our latest ebook on this topic. The ebook covers a range of topics that I believe will be valuable to you, including [specific tip or section].

If you have any questions or would like to discuss how we can help you with [dealing with X/improving Y], please don't hesitate to reach out. I'd be more than happy to schedule a call with you to discuss further.

Best regards,

[Your name]

Template 10

Hi [prospect],

I noticed your great taste in industry content from your [LinkedIn/Twitter/other social network] account. Your post on [article/ebook/podcast] about X was particularly insightful.

Speaking of industry content, have you checked out [related publication/book/newsletter/podcast]? Given your interest in X, I believe you'll enjoy Y. To get you started, here's a link to [issue/chapter/edition/episode] Z: [linked].

Let me know if you find it valuable.

Best regards,

[Your name]

Check-ins based on a prospect's recent activity

Template 11

Hi [prospect],

I came across [company's name] on [Glassdoor/Yelp/Angie's List/other third-party review site] and saw a positive comment from one of your [employees/customers] that I found very impressive:

[1-2 sentence quote]

It's great to see your [employees/customers] expressing such positive views about your company. I believe [company] has the potential to become even stronger if you [improve X]. Would you like to discuss this further on a call?

Best regards,

[Your name]

Template 12

Hi [prospect],

I recently came across your post on [social network] about [topic] and wanted to reach out to you. I particularly enjoyed your comment about X, [additional comment].

Since you’re interested in [topic], I thought you might find these resources valuable:

Link 1 Link 2 [Connection between resources and value salesperson can offer].

Please let me know if you have any questions or if you'd like to discuss [topic] further.

Best,

[Your name]

Template 13

Hello [prospect],

Saw your [social network] question about X. I believe I can help by offering this solution [1-2 sentence answer]. Here is the link to the post, in case you missed it [link to post].

Additionally, I would like to share these resources about X that could provide valuable insights:

Link 1 Link 2

If you are interested in discussing this further on a call, please let me know.

Best regards,

[Your name]

Template 14

Hi [client],

I wanted to reach out and let you know that your recent post on [topic] was excellent. Your [comment/suggestion/insight] on X really stood out to me because [reason why it was impressive].

Have you considered writing a follow-up post about Y? I think your unique perspective would add a lot of value to the conversation.

Best,

[Your name]

Template 15

Hi [client],

I recently came across your blog post about [X subject] and I have to say, it's still as relevant, comprehensive, and compelling as ever. It's a testament to your understanding of [Y overarching topic].

I was hoping we could schedule a call to catch up and discuss how your perspective on the topic has evolved since the post was published.

Best regards,

[Your name]

Template 16

Hi [prospect],

Congrats on your well-deserved promotion to [role]. I am impressed with your accomplishments at [company] including [achievement 1] and [achievement 2].

I wanted to reach out and see if you have put any thought into achieving [business goal]? If not, I have some suggestions that may be helpful.

Best regards,

[Your name]

Business touchpoint check-ins

Template 17

Hi [prospect],

I noticed that [competitor] has been making significant progress in [X area]. I’m curious if you’re exploring ways to keep up with or surpass them?

I have some suggestions that may help. If you're interested in hearing them, let’s set up a call to discuss further.

Best,

[Your name]

Template 18

Hi [prospect],

I hope this email finds you well. I wanted to follow up regarding [achieving X] and see if there's anything I can do to help you with this.

If you're still interested, let me know and we can schedule a call to discuss further. If not, please let me know and I'll close your file.

Best,

[Your name]

Template 19

Hi [prospect],

I hope this email finds you well. Last time we spoke was in [month, year], and we discussed how [offering] could help [achieve specific goal] over [specific timeframe] by addressing [pain point].

Since then, I understand there may have been some changes at [prospect’s company]. I wanted to check in and see if you are still interested in pursuing [goal] and if there is anything I can do to help.

Best regards,

[Your name]

Template 20

Hello [prospect],

I hope this message finds you well. I noticed that your company recently closed a $X round of funding, congratulations! This must be a busy time for your team. Have you considered how you'll tackle [accomplishing X goal] with this new influx of resources?

If you're interested, I'd be happy to schedule a brief call to discuss some ideas that could help you reach your goals.

Best,

[Your name]

Template 21

Dear [Recipient's name],

I hope this message finds you well.

I wanted to touch base and see if there was anything further I could assist you with regarding our services. As a valued customer of [Your Company], we want to ensure that you are fully satisfied with the level of support we provide.

If you have any feedback or questions, please don't hesitate to let me know. We appreciate your business and look forward to continuing our partnership.

Best regards, 

[Your name]

Template 22

Hello [Recipient's name],

I hope this email finds you well.

I wanted to touch base regarding our meeting yesterday and provide a quick summary of what we discussed: (Insert summary details).

Please let me know if you have any questions or if there's anything else I can provide you with.

Thank you again for your time and I look forward to hearing from you soon.

Best regards, 

[Your name]

Template 23

Hello [First name],

I hope this email finds you well. I wanted to follow up with you regarding the recommendations I made about switching to [product_name]. I was wondering if you have had a chance to consider the proposal and if you have any questions or concerns that I can address.

Please let me know if I can be of any assistance to you in this process.

Best regards, [Your name]

Template 24

Hi [First name],

I hope this email finds you well. I wanted to follow up on our recent meeting where we discussed implementing [product/service_name] in your organization. Thank you again for taking the time to meet with me on [meeting_day].

After discussing your [special_request] with my manager, I am happy to let you know that we can arrange this for you. Please let me know if you would like to proceed and we can take the next steps.

Thank you for considering our product/service and I look forward to hearing from you soon.

Best regards,

[Your name]

Template 25

Hello [Prospect],

Thank you for taking the time to speak with me. I wanted to follow up and see if you had any further questions or concerns about our previous conversation.

If you are still interested in our [product/service], I would be happy to discuss the next steps with you. Please let me know your thoughts and how you would like to proceed.

Thank you and have a great day!

Best regards,

[Your name]

Template 26

Dear [First name],

I hope this email finds you well. I am reaching out to follow up on my previous email, as I have not yet received a response.

I would greatly appreciate the opportunity to connect with you at your earliest convenience. Alternatively, if you are not the appropriate person to speak with regarding [your_company/product_name], could you kindly provide me with the contact information for the appropriate individual?

Thank you in advance for your help, and I look forward to hearing back from you soon.

Best regards,

[Your name]

Check-ins offering valuable resources

Template 27

Hi [prospect],

I hope this email finds you well. Based on your [previous interaction/download/read], I thought you might be interested in our latest blog post: [title].

The post covers [topic] and I think you might find [specific tip/section] particularly useful for [company/industry].

Let me know if you have any questions or if you'd like to discuss this further.

Best,

[Your name]

Template 28

Hi [prospect],

I hope this message finds you well. I wanted to share an upcoming event in your area that I think you would find valuable. On [date], [event] will be taking place and it seems like a great fit for you because [value of event].

Here’s the link to the website if you want to check it out: [link].

Let me know if you have any questions or if you decide to attend.

Best regards,

[Your name]

Template 29

Hi [prospect],

I hope this message finds you well. During our previous conversation, you mentioned that you're working on improving [X/solving Y/refining Z]. I thought you might be interested in attending the upcoming [webinar/event] hosted by [rep's company].

The event features speakers [name] and [name], who will be discussing [topic 1 and topic 2]. It's scheduled for [date], and you can sign up for it using this link: [link].

Let me know if you have any questions or if there's anything else I can help with.

Best regards,

[Your name]

Template 30

Dear [First name],

I hope this email finds you well. I understand that you are currently facing [problem], and I wanted to share some easy tips that our customers have found helpful.

Here are a few tips that you may find useful:

[Tip1]

[Tip2]

[Tip3]

I have a few additional ideas that I would like to discuss with you. If you are interested in learning more, please let me know, and we can schedule a time to talk.

Thank you for your time, and I look forward to hearing back from you soon.

Best regards,

[Your name]

Start using Magical AI to craft your templates for you

You don’t need to hand-write every template on your own. Magical is a free Chrome extension you can use to instantly draft custom email templates using the power of ChatGPT and text expansion. How does it work? Magical AI can draft email messages for you, and then you can save your favorites as templates you can call up anywhere by simply typing “//.”