Let's cut to the chase. Nailing the perfect sales follow up email template is more art than science, but it's crucial for keeping your sales pipeline healthy and moving. In this blog, we jump into the art of writing emails that not only capture attention but also encourage replies, paving the way for fruitful conversations.
44% of salespeople give up after one follow-up and that's just too soon.
Did you know that 80% of sales require five follow-up calls after the initial contact?
Dive into the art of crafting messages that build trust, timing your emails for optimal impact, and ensuring every message delivers real value so you can elevate your email communication skills. We're talking strategies that transform lukewarm leads into hot prospects ready to close.
What Is The Importance of Sales Follow Up Emails?
Understanding why follow-up emails are a must in your sales toolkit is key. By keeping the dialogue going, these emails play a pivotal role in moving prospects through your sales funnel—a vital activity given that over half of sales professionals allocate the majority of their workday to selling activities.
In fact statistics prove that sales follow up emails can result in a 220% surge in reply rates. A well-crafted follow-up clearly can make all the difference.
Why follow up sales emails are crucial for closing the deal
Sales follow-up emails serve as a key tool for moving prospects through the sales funnel and ultimately closing deals. Their importance cannot be overstated for several reasons:
- Maintaining Engagement: Follow-up emails keep the conversation going. Even if a prospect is interested in your product or service, it's easy for them to get distracted by daily tasks or other offers. Regular follow-ups keep your proposition top of mind and help maintain engagement.
- Building Relationships: The sales process is not just about transactions; it's about building relationships. Follow-up emails provide an opportunity to deepen the relationship with your prospect by offering personalized advice, answering questions, and showing genuine interest in solving their problems.
- Providing Additional Information: Prospects often need more information before making a decision. Follow-up emails can provide this, whether it's answering questions raised during a sales call, providing additional resources, or offering testimonials and case studies to build trust.
- Overcoming Objections: It's common for prospects to have objections or reservations about proceeding. Follow-up emails give you the chance to address these concerns directly, provide clarifications, and reassure the prospect about the value of your offering.
- Timing: The timing of a purchase decision can be influenced by many factors, such as budget cycles, project timelines, or external events. Follow-up emails ensure that you remain in contact with the prospect so that when they are ready to make a decision, your product or service is at the forefront of their mind.
- Differentiating from Competitors: Consistent and thoughtful follow-up can differentiate you from competitors. It shows that you are attentive, committed to customer service, and willing to go the extra mile to secure the business.
- Identifying Upsell Opportunities: Follow-up communications can reveal additional needs or challenges faced by the prospect that were not initially apparent. This can open up opportunities to upsell or cross-sell other products or services.
- Getting Feedback: Even if a prospect decides not to proceed, follow-up emails can be a valuable source of feedback. Understanding why a prospect chose not to buy can provide critical insights for refining your sales strategy, product offering, or marketing approach. The more you know about why your customer needs more information, the better you can address that issue.
- Closing the Loop: For prospects who have shown interest but haven't made a final decision, follow-up emails can provide the nudge they need to move forward. A well-timed follow-up can be the difference between a deal won and a deal lost.
- Improving Customer Experience: Effective follow-up emails contribute to a positive customer experience by ensuring that prospects feel heard, valued, and supported throughout the decision-making process. This positive experience can influence not just the current deal but also future renewals and referrals.
In order to track your sales follow-ups, use software or calendar reminders to stay on track.
One way that helps us stay on top of following up is creating a reminder alert on our calendar. Having a centralized location that has visibility on a daily basis is key to ensuring tasks do not fall through the cracks.
- Sheila Halvorson, Harvest Revenue Group LLC
What is the impact of sales follow up emails on conversions?
The impact of sales follow-up emails on conversions is significant and multifaceted. When executed effectively, these follow-ups can dramatically improve the conversion rate from prospect to customer.
Personalized follow-up emails that address the specific needs and concerns of the prospect can build trust. Showing an understanding of your prospect's unique challenges and offering tailored solutions helps establish a relationship and credibility, which are crucial for conversion.
Prospects may have reservations or objections that prevent them from making a purchase. Follow-up emails offer an avenue to address these concerns directly. By overcoming objections through follow-ups, sales teams can remove barriers to conversion.
When you draft your sales follow up, know what you want to achieve from it.
Make sure that you know the goal of the follow-up and use a system to remind you. Great follow up is a differentiator and can make or break a deal, but don't rely on an automated system to do the follow-up for you. The more personal and actionable the follow-up message, the more likely it will build a relationship with the buyer, which is essential to not being ignored!
- Kit Merker, Nobl9
How To Write the Perfect Sales Follow Up Email
There's a structure to writing these sales follow up emails. Every part builds on the previous part to create a persuasive and impactful message to your prospect. Here's some of those parts:
Editor's Note: If you have trouble writing emails like this or want an easier way to send your sales messages, try the free Magical Chrome extension. With Magical, you can save the templates in this blog or create your own and save those, then call them up with one click. You can also use Magical AI to write and reply to your sales emails and even personalize them with details like your recipient's name. Check it out:
1. Strong, Relevant Subject Line
The subject line is the first thing a recipient sees, and its primary purpose is to grab attention and encourage the recipient to open the email. A compelling subject line should be clear, concise, and hint at the value inside the email. It sets the tone and expectation for the rest of the message.
2. Personalized Greeting & Intro
A personalized greeting acknowledges the recipient as an individual, rather than just another name in a database. Using the recipient's name fosters a sense of rapport and respect, making them more receptive to your message.
Remind the prospect of your last interaction (e.g., previous email, meeting, or call). This context helps to jog their memory and provides continuity in the conversation. It's crucial for making the email feel like part of an ongoing dialogue rather than an unsolicited pitch.
3. Reminder of Your Value Prop
Reiterate the value proposition of your product or service, tailored to the recipient's specific needs or pain points. Highlighting how your offering can solve their problem or improve their situation is critical for moving them towards a decision.
4. A Crystal Clear CTA
A clear and compelling CTA tells the recipient exactly what you want them to do next, whether it's to schedule a call, reply with more information, or make a purchase. A well-crafted CTA removes ambiguity and makes it easy for the prospect to take the next step.
Offering further assistance or making yourself available for questions underscores your commitment to service and support. It shows that you're not just interested in making a sale, but in ensuring that the prospect's needs are fully met.
5. Thank You and Sign-Off
Expressing gratitude for the recipient's time and consideration reinforces the positive relationship. A professional sign-off leaves a lasting impression and ends the email on a courteous note.
6. Postscript (P.S.)
Although not always necessary, a P.S. can be an effective tool for including an additional piece of information, a special offer, or a reminder. Because it stands out visually, it often gets read even by those who skim the rest of the email.
Why Each Part Is Important:
Subject Line: Determines whether the email is opened.
Personalized Greeting: Builds rapport and personal connection.
Brief Introduction/Recap: Provides context and continuity.
Value Proposition: Reinforces the benefit of your offering.
Clear CTA: Guides the prospect towards the next step.
Offer of Assistance: Demonstrates customer-centric service.
Thank You and Sign-Off: Leaves a positive, professional impression.
Postscript (P.S.): Captures attention for last-minute details or offers.
10 Effective Subject Lines for Sales Follow Up Emails
The strength of your subject line will determine whether your email gets opened, let alone whether your prospect will convert. Take a look at some subject line examples for inspiration:
1. "Let's Solve [Prospect's Pain Point] Together"
2. "Quick Question Regarding Your [Specific Need]"
3. "Unlocking More Value for [Prospect's Company Name]"
4. "Next Steps Towards Achieving [Prospect's Goal]?"
5. "Can We Help You Meet Your [Specific Objective]?"
6. "Exclusive Offer for [Prospect's Company Name] Ends Soon"
7. "Did You Know [Interesting Fact] About [Product/Service]?"
8. "Imagine [Desired Outcome] at [Prospect's Company Name]"
9. "[Prospect's Name], Ready to Take [Product/Service] for a Spin?"
10. "Boosting [Prospect's Company's] ROI – Let’s Discuss How"
Each of these subject lines is designed to do one or more of the following:
Address a specific need or pain point: Demonstrating that you understand the challenges faced by the prospect and have a solution.
Invoke curiosity or provide value: Offering information or insights that the prospect may find beneficial or intriguing.
Personalize: Using the prospect's name or company name to create a personal connection.
Create a sense of urgency: Suggesting that there's a limited time to take advantage of an offer or opportunity.
Encourage envisioning a positive outcome: Helping the prospect imagine the benefits of using your product or service.
The goal is to craft a subject line that speaks to your recipient, encouraging them to engage further by opening and reading your follow-up email.
12 Sales Follow Up Email Template Samples
Each of these templates is based on specific situations that happen during the sales cycle. Tweak them to fit your brand and style. You can also store them in Magical so you can use them with one click.
Sample 1: Follow Up After An Initial Meeting
Subject: Great Meeting You, [Recipient's Name] – Next Steps?
Dear [Recipient's Name],
I wanted to extend my sincerest thanks for taking the time to meet with me on [Day/Date]. It was a pleasure learning more about [Their Company/Team], and discussing how [Your Company/Product/Service] can support your goals, especially regarding [Specific Topic Discussed].
Based on our conversation, it seems that [Brief Recap of Solution/Opportunity Discussed] aligns well with your current needs, offering [Brief Mention of Benefit – e.g., improved efficiency, cost savings, etc.]. As promised, I've attached [Any Relevant Attachments – brochures, case studies, product sheets] that further detail how we can bring value to your team.
To move forward, I'd love to arrange a follow-up meeting where we can dive deeper into your specific requirements and how we can tailor our solution to meet those needs. Are you available for a brief call or meeting on [Suggest a couple of dates/times]? Of course, I'm more than willing to adjust to a time that suits your schedule best.
Your feedback is incredibly important to us, and any insights you have about our proposed solutions or additional needs you've identified would be greatly appreciated. We're committed to ensuring that our partnership would be both beneficial and seamless.
Thank you once again for the opportunity to discuss how we can work together. I'm looking forward to the possibility of collaborating with [Their Company/Team] and contributing to your success. Please don't hesitate to reach out if you have any questions or need further information in the meantime.
Warm regards,
[Your Name]
[Your Job Title]
[Your Company]
[Your Contact Information]
[Attachments, if any]
Dear [Recipient's Name],
I wanted to extend my sincerest thanks for taking the time to meet with me on [Day/Date]. It was a pleasure learning more about [Their Company/Team], and discussing how [Your Company/Product/Service] can support your goals, especially regarding [Specific Topic Discussed].
Based on our conversation, it seems that [Brief Recap of Solution/Opportunity Discussed] aligns well with your current needs, offering [Brief Mention of Benefit – e.g., improved efficiency, cost savings, etc.]. As promised, I've attached [Any Relevant Attachments – brochures, case studies, product sheets] that further detail how we can bring value to your team.
To move forward, I'd love to arrange a follow-up meeting where we can dive deeper into your specific requirements and how we can tailor our solution to meet those needs. Are you available for a brief call or meeting on [Suggest a couple of dates/times]? Of course, I'm more than willing to adjust to a time that suits your schedule best.
Your feedback is incredibly important to us, and any insights you have about our proposed solutions or additional needs you've identified would be greatly appreciated. We're committed to ensuring that our partnership would be both beneficial and seamless.
Thank you once again for the opportunity to discuss how we can work together. I'm looking forward to the possibility of collaborating with [Their Company/Team] and contributing to your success. Please don't hesitate to reach out if you have any questions or need further information in the meantime.
Warm regards,
[Your Name]
[Your Job Title]
[Your Company]
[Your Contact Information]
[Attachments, if any]
Sample 2: Follow Up After a Trigger Event
Subject: Congratulations on [Trigger Event]! Exploring New Opportunities
Dear [Recipient's Name],
Firstly, allow me to extend my congratulations on [Detail of the Trigger Event, e.g., "your recent product launch," "your feature in [Publication Name]"]. It’s clear that [Recipient’s Company Name] is making significant strides, and it’s exciting to see your growth and success in [Industry/Field].
Following this exciting news, I couldn’t help but think about the conversation we had on [Date of Last Interaction] regarding how [Your Product/Service] could support your objectives, especially in light of your recent achievements.
With the increased [Demand/Interest/Visibility] your team might be experiencing right now, our [Product/Service] could offer [Specific Benefit Tailored to Trigger Event], ensuring you maximize on this momentum.
To give you a clearer picture of what I mean, I’ve included [Attach Relevant Documents, e.g., a Case Study, Product Sheet, etc.] that showcases how we’ve helped similar companies capitalize on similar opportunities. I believe that [Your Company] could benefit greatly from our solutions, particularly now.
Would you be open to a brief discussion this week to explore this further? I am available for a call or a meeting at your convenience – I’d be eager to share how we can contribute to your continued success and make the most out of [Trigger Event].
Thank you once again for your hard work and dedication to excellence in [Industry/Field]. I’m looking forward to possibly playing a part in your continued success. Please don't hesitate to reach out if you have any immediate questions or thoughts.
Warm regards,
[Your Name]
[Your Job Title]
[Your Company]
[Your Contact Information]
[Attachments, if any]
Dear [Recipient's Name],
Firstly, allow me to extend my congratulations on [Detail of the Trigger Event, e.g., "your recent product launch," "your feature in [Publication Name]"]. It’s clear that [Recipient’s Company Name] is making significant strides, and it’s exciting to see your growth and success in [Industry/Field].
Following this exciting news, I couldn’t help but think about the conversation we had on [Date of Last Interaction] regarding how [Your Product/Service] could support your objectives, especially in light of your recent achievements.
With the increased [Demand/Interest/Visibility] your team might be experiencing right now, our [Product/Service] could offer [Specific Benefit Tailored to Trigger Event], ensuring you maximize on this momentum.
To give you a clearer picture of what I mean, I’ve included [Attach Relevant Documents, e.g., a Case Study, Product Sheet, etc.] that showcases how we’ve helped similar companies capitalize on similar opportunities. I believe that [Your Company] could benefit greatly from our solutions, particularly now.
Would you be open to a brief discussion this week to explore this further? I am available for a call or a meeting at your convenience – I’d be eager to share how we can contribute to your continued success and make the most out of [Trigger Event].
Thank you once again for your hard work and dedication to excellence in [Industry/Field]. I’m looking forward to possibly playing a part in your continued success. Please don't hesitate to reach out if you have any immediate questions or thoughts.
Warm regards,
[Your Name]
[Your Job Title]
[Your Company]
[Your Contact Information]
[Attachments, if any]
Sample 3: Follow Up To Offer a Free Demo or Sample
Subject: Experience [Your Product/Service] Firsthand with a Free Demo
Dear [Recipient's Name],
Following our recent conversation, I've been thinking about how [Your Product/Service] could really make a difference for [Recipient’s Company Name] by [specific benefit to their company]. I understand that making a decision can be challenging without seeing the full picture, which is why I'd like to offer you a complimentary demo/sample of [Your Product/Service].
This no-strings-attached demo/sample is a great opportunity for you to see firsthand how [Your Product/Service] works and how it can be customized to meet your unique needs and challenges. [If applicable, mention what the demo/sample includes or covers, and any success stories or results from other clients who have tried it.]
Scheduling the demo/sample is easy and can be done at a time that's most convenient for you. Whether you're looking for a quick walkthrough or an in-depth exploration, we're here to accommodate your schedule. Plus, it gives us a chance to answer any questions you might have in real-time.
To set up your free demo/sample, simply reply to this email with a time and date that works for you, or feel free to use [link to scheduling tool] to book a slot directly. Our goal is to ensure you have all the information and experience needed to make an informed decision about [Your Product/Service].
Thank you for considering [Your Company] as a solution for [Recipient’s Company Name]. We’re committed to delivering quality and value, and I'm confident that a demo/sample will showcase exactly what we can achieve together. Looking forward to your thoughts and the opportunity to show you what we can do.
Warm regards,
[Your Name]
[Your Job Title]
[Your Company]
[Your Contact Information]
[Optional: Link to Product/Service Page or Attachments]
Dear [Recipient's Name],
Following our recent conversation, I've been thinking about how [Your Product/Service] could really make a difference for [Recipient’s Company Name] by [specific benefit to their company]. I understand that making a decision can be challenging without seeing the full picture, which is why I'd like to offer you a complimentary demo/sample of [Your Product/Service].
This no-strings-attached demo/sample is a great opportunity for you to see firsthand how [Your Product/Service] works and how it can be customized to meet your unique needs and challenges. [If applicable, mention what the demo/sample includes or covers, and any success stories or results from other clients who have tried it.]
Scheduling the demo/sample is easy and can be done at a time that's most convenient for you. Whether you're looking for a quick walkthrough or an in-depth exploration, we're here to accommodate your schedule. Plus, it gives us a chance to answer any questions you might have in real-time.
To set up your free demo/sample, simply reply to this email with a time and date that works for you, or feel free to use [link to scheduling tool] to book a slot directly. Our goal is to ensure you have all the information and experience needed to make an informed decision about [Your Product/Service].
Thank you for considering [Your Company] as a solution for [Recipient’s Company Name]. We’re committed to delivering quality and value, and I'm confident that a demo/sample will showcase exactly what we can achieve together. Looking forward to your thoughts and the opportunity to show you what we can do.
Warm regards,
[Your Name]
[Your Job Title]
[Your Company]
[Your Contact Information]
[Optional: Link to Product/Service Page or Attachments]
Sample 4: Follow Up After Your Prospect Ghosts You
Subject: Can We Help Further? Exploring [Your Solution/Product]
Dear [Recipient's Name],
A little while ago, I reached out to introduce [Your Company/Product/Service] and how we might support [Recipient’s Company Name] in achieving [specific goal or resolving a particular challenge]. Understanding how busy schedules can be, I thought to touch base again to ensure you received my initial message and to see if you had any thoughts or questions.
At [Your Company], we’re dedicated to [Briefly mention how your solution helps clients or what makes it unique]. Our goal is to make [specific benefit] a reality for our clients, and I believe [Recipient’s Company Name] could greatly benefit from what we offer.
If it's a matter of timing or if there are specific hurdles you're facing that our [product/service] could address, I’d be keen to understand more. We’re all about crafting solutions that truly align with our clients' needs.
Would it be possible to schedule a brief chat to discuss your current priorities and how we might assist? I'm flexible with timing and would love the opportunity to introduce you to the possibilities that [Your Company/Product/Service] offers.
Of course, if you're currently not looking for such solutions or if there’s someone else on your team I should connect with instead, please let me know. Your feedback is invaluable and will help us improve the way we reach out to professionals like yourself.
Looking forward to the possibility of speaking with you and exploring how we can contribute to your success. Thank you for considering [Your Company], and I hope to hear from you soon.
Best regards,
[Your Name]
[Your Job Title]
[Your Company]
[Your Contact Information]
Dear [Recipient's Name],
A little while ago, I reached out to introduce [Your Company/Product/Service] and how we might support [Recipient’s Company Name] in achieving [specific goal or resolving a particular challenge]. Understanding how busy schedules can be, I thought to touch base again to ensure you received my initial message and to see if you had any thoughts or questions.
At [Your Company], we’re dedicated to [Briefly mention how your solution helps clients or what makes it unique]. Our goal is to make [specific benefit] a reality for our clients, and I believe [Recipient’s Company Name] could greatly benefit from what we offer.
If it's a matter of timing or if there are specific hurdles you're facing that our [product/service] could address, I’d be keen to understand more. We’re all about crafting solutions that truly align with our clients' needs.
Would it be possible to schedule a brief chat to discuss your current priorities and how we might assist? I'm flexible with timing and would love the opportunity to introduce you to the possibilities that [Your Company/Product/Service] offers.
Of course, if you're currently not looking for such solutions or if there’s someone else on your team I should connect with instead, please let me know. Your feedback is invaluable and will help us improve the way we reach out to professionals like yourself.
Looking forward to the possibility of speaking with you and exploring how we can contribute to your success. Thank you for considering [Your Company], and I hope to hear from you soon.
Best regards,
[Your Name]
[Your Job Title]
[Your Company]
[Your Contact Information]
Sample 5: When You Have to Break Up With Your Prospect
Subject: Gratitude and Closure: Our Journey Together
Dear [Prospect's Name],
Over the past weeks, we've had the opportunity to discuss how [Your Company's Name] could potentially support your business goals with our [product/service]. It's been a pleasure learning about your needs and exploring ways we might be able to contribute to your success.
After careful consideration, we've concluded that at this moment, our solutions may not be the best fit for your current needs. This decision was not made lightly. Our priority is to ensure that we provide our clients with the utmost value, and it's important to us that our services align perfectly with what you're looking for.
We are truly grateful for the time and attention you've given us. Your insights and feedback have been invaluable, and we hope the discussions have been beneficial for you as well. Although our paths may not converge now, I want to leave the door open for future opportunities. The landscape of our industries is ever-changing, and there might be a more fitting moment for us to collaborate down the line.
Should you have any further questions or need advice that falls within our expertise, please don't hesitate to reach out. We're always here to help in any way we can, even if it's just to share insights or industry trends.
Thank you once again for considering [Your Company's Name] and for the enriching conversations. Wishing you and your team continued success in all your endeavors.
Warm regards,
[Your Name]
[Your Position]
[Your Company's Name]
[Your Contact Information]
Dear [Prospect's Name],
Over the past weeks, we've had the opportunity to discuss how [Your Company's Name] could potentially support your business goals with our [product/service]. It's been a pleasure learning about your needs and exploring ways we might be able to contribute to your success.
After careful consideration, we've concluded that at this moment, our solutions may not be the best fit for your current needs. This decision was not made lightly. Our priority is to ensure that we provide our clients with the utmost value, and it's important to us that our services align perfectly with what you're looking for.
We are truly grateful for the time and attention you've given us. Your insights and feedback have been invaluable, and we hope the discussions have been beneficial for you as well. Although our paths may not converge now, I want to leave the door open for future opportunities. The landscape of our industries is ever-changing, and there might be a more fitting moment for us to collaborate down the line.
Should you have any further questions or need advice that falls within our expertise, please don't hesitate to reach out. We're always here to help in any way we can, even if it's just to share insights or industry trends.
Thank you once again for considering [Your Company's Name] and for the enriching conversations. Wishing you and your team continued success in all your endeavors.
Warm regards,
[Your Name]
[Your Position]
[Your Company's Name]
[Your Contact Information]
Sample 6: Follow Up After a Networking Event
Subject: Great Connecting at [Event Name] - Let's Explore Opportunities Together
Dear [Prospect's Name],
It was a pleasure meeting you at [Event Name] last [day of the week]. Your insights into [mention a topic discussed or something specific about their business] really stood out to me, and it got me thinking about how [Your Company's Name] could potentially add value to [Prospect's Company Name].
At [Your Company's Name], we specialize in [briefly describe your product/service and its unique selling proposition], which I believe could support [specific goal or challenge mentioned by the prospect] that you're aiming to achieve. Our [specific product/service] has helped businesses like yours [mention a key benefit or a case study, if applicable], and I'd be keen to explore how we might be able to do the same for you.
I understand that post-event weeks can be quite busy as we all dive back into our projects and priorities, but I was hoping we could find a convenient time for a brief call or meeting. This would give us the opportunity to discuss your current challenges and goals in more detail, and explore how we can support you in achieving them.
Would [suggest two time slots] work for you for a quick call or meeting? If not, please let me know what time suits you best, and I'll do my best to accommodate.
Thank you once again for the interesting conversation at [Event Name]. I'm looking forward to the possibility of working together and seeing how we can contribute to the success of [Prospect's Company Name].
Warm regards,
[Your Name]
[Your Position]
[Your Company's Name]
[Your Contact Information]
[Link to your company website or LinkedIn profile]
Dear [Prospect's Name],
It was a pleasure meeting you at [Event Name] last [day of the week]. Your insights into [mention a topic discussed or something specific about their business] really stood out to me, and it got me thinking about how [Your Company's Name] could potentially add value to [Prospect's Company Name].
At [Your Company's Name], we specialize in [briefly describe your product/service and its unique selling proposition], which I believe could support [specific goal or challenge mentioned by the prospect] that you're aiming to achieve. Our [specific product/service] has helped businesses like yours [mention a key benefit or a case study, if applicable], and I'd be keen to explore how we might be able to do the same for you.
I understand that post-event weeks can be quite busy as we all dive back into our projects and priorities, but I was hoping we could find a convenient time for a brief call or meeting. This would give us the opportunity to discuss your current challenges and goals in more detail, and explore how we can support you in achieving them.
Would [suggest two time slots] work for you for a quick call or meeting? If not, please let me know what time suits you best, and I'll do my best to accommodate.
Thank you once again for the interesting conversation at [Event Name]. I'm looking forward to the possibility of working together and seeing how we can contribute to the success of [Prospect's Company Name].
Warm regards,
[Your Name]
[Your Position]
[Your Company's Name]
[Your Contact Information]
[Link to your company website or LinkedIn profile]
Sample 7: Follow Up After You Leave a Voicemail
Subject: Following Up on Our Voicemail - Let's Connect!
Dear [Prospect's Name],
I recently left you a voicemail regarding [brief context of the voicemail - could be an introduction to your product/service, a potential solution to a problem they are facing, or a follow-up to a previous conversation]. I'm reaching out via email to ensure you have all the information you need and to make it easier for us to connect.
At [Your Company's Name], we're passionate about helping businesses like [Prospect's Company Name] achieve [mention a specific goal, benefit, or outcome your product/service offers]. Based on what I know about your company, I believe [Your Product/Service] could significantly impact your [specific area of impact, such as efficiency, revenue growth, customer satisfaction, etc.].
I understand that finding the right solutions can be a challenging process, and I want to offer my assistance in exploring how [Your Company's Name] can make a tangible difference for you. Whether it's answering questions, providing a demo, or discussing your specific needs in more detail, I'm here to help.
Can we schedule a brief call or meeting at your convenience? I'm available [suggest two time slots], but I'm happy to adjust based on what works best for you. Please let me know a time that suits you, or feel free to suggest an alternative.
Thank you for considering [Your Company's Name]. I'm looking forward to the opportunity to discuss how we can contribute to the success of [Prospect's Company Name]. Please don't hesitate to reach out if you need any further information or have any immediate questions.
Best regards,
[Your Name]
[Your Position]
[Your Company's Name]
[Your Contact Information]
[Link to your company website or LinkedIn profile, if applicable]
Dear [Prospect's Name],
I recently left you a voicemail regarding [brief context of the voicemail - could be an introduction to your product/service, a potential solution to a problem they are facing, or a follow-up to a previous conversation]. I'm reaching out via email to ensure you have all the information you need and to make it easier for us to connect.
At [Your Company's Name], we're passionate about helping businesses like [Prospect's Company Name] achieve [mention a specific goal, benefit, or outcome your product/service offers]. Based on what I know about your company, I believe [Your Product/Service] could significantly impact your [specific area of impact, such as efficiency, revenue growth, customer satisfaction, etc.].
I understand that finding the right solutions can be a challenging process, and I want to offer my assistance in exploring how [Your Company's Name] can make a tangible difference for you. Whether it's answering questions, providing a demo, or discussing your specific needs in more detail, I'm here to help.
Can we schedule a brief call or meeting at your convenience? I'm available [suggest two time slots], but I'm happy to adjust based on what works best for you. Please let me know a time that suits you, or feel free to suggest an alternative.
Thank you for considering [Your Company's Name]. I'm looking forward to the opportunity to discuss how we can contribute to the success of [Prospect's Company Name]. Please don't hesitate to reach out if you need any further information or have any immediate questions.
Best regards,
[Your Name]
[Your Position]
[Your Company's Name]
[Your Contact Information]
[Link to your company website or LinkedIn profile, if applicable]
Sample 8: Follow Up For After Your Prospect Needs to Consult their Team
Subject: Support for Your Decision-Making Process - A Follow-Up
Dear [Prospect's Name],
Following our recent conversation and the voicemail I left, I wanted to reiterate my gratitude for considering [Your Company's Name] for your [specific need or project]. Understanding that these decisions involve multiple stakeholders and require thorough discussion, I appreciate the time and effort you and your team are dedicating to evaluate our proposal.
At [Your Company's Name], we are committed to ensuring that our partners feel confident and well-informed in their choices. With that in mind, I'd like to offer any additional information, resources, or references that might assist in your decision-making process. Whether it's more detailed insights into how our [product/service] works, or sharing success stories from similar clients, we're here to support you.
Additionally, if it would be beneficial, I'm more than happy to arrange a follow-up meeting or call with your team. This could be an opportunity to address any questions or concerns they may have directly and to discuss how we can tailor our solution to fit your unique needs and objectives even better.
Please let me know if there's a specific time that works for all involved, or if there's anything specific you require from us at this stage. Your satisfaction and confidence in moving forward with us are our top priorities.
Thank you once again for your consideration and the opportunity to discuss how [Your Company's Name] can support [Prospect's Company Name]. I look forward to your feedback and am hopeful for the chance to contribute to your success.
Warm regards,
[Your Name]
[Your Position]
[Your Company's Name]
[Your Contact Information]
Dear [Prospect's Name],
Following our recent conversation and the voicemail I left, I wanted to reiterate my gratitude for considering [Your Company's Name] for your [specific need or project]. Understanding that these decisions involve multiple stakeholders and require thorough discussion, I appreciate the time and effort you and your team are dedicating to evaluate our proposal.
At [Your Company's Name], we are committed to ensuring that our partners feel confident and well-informed in their choices. With that in mind, I'd like to offer any additional information, resources, or references that might assist in your decision-making process. Whether it's more detailed insights into how our [product/service] works, or sharing success stories from similar clients, we're here to support you.
Additionally, if it would be beneficial, I'm more than happy to arrange a follow-up meeting or call with your team. This could be an opportunity to address any questions or concerns they may have directly and to discuss how we can tailor our solution to fit your unique needs and objectives even better.
Please let me know if there's a specific time that works for all involved, or if there's anything specific you require from us at this stage. Your satisfaction and confidence in moving forward with us are our top priorities.
Thank you once again for your consideration and the opportunity to discuss how [Your Company's Name] can support [Prospect's Company Name]. I look forward to your feedback and am hopeful for the chance to contribute to your success.
Warm regards,
[Your Name]
[Your Position]
[Your Company's Name]
[Your Contact Information]
Sample 9: Follow Up After Sending a Proposal
Subject: Follow-up on [Project/Proposal Name] Proposal
Dear [Recipient's Name],
I wanted to touch base regarding the [project/proposal name] proposal we sent over on [date sent]. I understand that reviewing proposals can take time, especially when balancing other responsibilities.
Our team is genuinely excited about the possibility of working together on this project and is confident in our ability to deliver [mention any specific benefits or solutions your proposal offers, e.g., innovative solutions, cost savings, efficiency improvements, etc.].
If you have any questions about the proposal or need further clarification on any points, please don’t hesitate to reach out. We’re more than happy to provide additional information or discuss any adjustments that might better align with your needs and objectives.
Could we possibly set up a time for a brief call or meeting this week to discuss any thoughts or feedback you might have? Your insights would be invaluable as we move forward.
Thank you once again for considering [Your Company Name] for your [specific need or project]. We’re looking forward to the opportunity to contribute to your success.
Best regards,
[Your Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]
Dear [Recipient's Name],
I wanted to touch base regarding the [project/proposal name] proposal we sent over on [date sent]. I understand that reviewing proposals can take time, especially when balancing other responsibilities.
Our team is genuinely excited about the possibility of working together on this project and is confident in our ability to deliver [mention any specific benefits or solutions your proposal offers, e.g., innovative solutions, cost savings, efficiency improvements, etc.].
If you have any questions about the proposal or need further clarification on any points, please don’t hesitate to reach out. We’re more than happy to provide additional information or discuss any adjustments that might better align with your needs and objectives.
Could we possibly set up a time for a brief call or meeting this week to discuss any thoughts or feedback you might have? Your insights would be invaluable as we move forward.
Thank you once again for considering [Your Company Name] for your [specific need or project]. We’re looking forward to the opportunity to contribute to your success.
Best regards,
[Your Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]
Sample 10: After Sending Initial Information (No Response)
Subject: Checking In: [Product/Service Information] Sent on [Date]
Dear [Recipient's Name],
I’m reaching out to make sure you received the information I sent over on [Product/Service] last [Date]. We’re keen on helping businesses like yours [mention how your product/service helps, e.g., solve a particular problem, increase revenue, etc.] and thought it might be particularly relevant for [Their Company/Project].
If you have any questions, or if there's something more specific you're looking for that I can help with, please let me know. I’m here to assist in any way I can.
Would it be possible to have a brief chat to discuss your thoughts and how we might be able to support your goals? Please let me know a time that works for you.
Best wishes,
[Your Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]
Dear [Recipient's Name],
I’m reaching out to make sure you received the information I sent over on [Product/Service] last [Date]. We’re keen on helping businesses like yours [mention how your product/service helps, e.g., solve a particular problem, increase revenue, etc.] and thought it might be particularly relevant for [Their Company/Project].
If you have any questions, or if there's something more specific you're looking for that I can help with, please let me know. I’m here to assist in any way I can.
Would it be possible to have a brief chat to discuss your thoughts and how we might be able to support your goals? Please let me know a time that works for you.
Best wishes,
[Your Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]
Sample 11: Reconnecting After a Period of No Communication
Subject: Reconnecting: Updates and Insights for [Their Company Name]
Dear [Recipient's Name],
It’s been a while since we last touched base, and I wanted to reconnect to see how you and [Their Company Name] are doing. At [Your Company Name], we’ve been busy enhancing our [products/services] with [mention any new features, services, or improvements].
Given your previous interest in [specific interest they had], I thought it might be worthwhile to catch up and discuss how these updates could further support your goals or resolve any new challenges you might be facing.
Would you be open to a brief call or meeting in the coming weeks? I’m eager to hear more about your current priorities and explore how we can contribute to your success.
Looking forward to hearing from you.
Best,
[Your Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]
Dear [Recipient's Name],
It’s been a while since we last touched base, and I wanted to reconnect to see how you and [Their Company Name] are doing. At [Your Company Name], we’ve been busy enhancing our [products/services] with [mention any new features, services, or improvements].
Given your previous interest in [specific interest they had], I thought it might be worthwhile to catch up and discuss how these updates could further support your goals or resolve any new challenges you might be facing.
Would you be open to a brief call or meeting in the coming weeks? I’m eager to hear more about your current priorities and explore how we can contribute to your success.
Looking forward to hearing from you.
Best,
[Your Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]
Sample 12: After They Requested More Time to Decide
Subject: Respecting Your Decision Process on [Product/Service Name]
Dear [Recipient's Name],
I’m reaching out as it’s been [time period] since our last conversation about [Product/Service Name]. I understand that decisions like these require careful consideration, especially when it involves ensuring the best fit for [Their Company/Project].
I wanted to see if you had any further questions or needed more information that could assist you in your decision-making process. We're here to provide any additional insights or clarify any points that might help.
Additionally, if there have been any changes in your requirements or priorities that we should be aware of, please let us know. We’re committed to offering the most relevant and effective solutions for your needs.
Let me know if there’s a convenient time for a follow-up discussion. I look forward to your feedback and hopefully moving towards a fruitful partnership.
Kind regards,
[Your Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]
Dear [Recipient's Name],
I’m reaching out as it’s been [time period] since our last conversation about [Product/Service Name]. I understand that decisions like these require careful consideration, especially when it involves ensuring the best fit for [Their Company/Project].
I wanted to see if you had any further questions or needed more information that could assist you in your decision-making process. We're here to provide any additional insights or clarify any points that might help.
Additionally, if there have been any changes in your requirements or priorities that we should be aware of, please let us know. We’re committed to offering the most relevant and effective solutions for your needs.
Let me know if there’s a convenient time for a follow-up discussion. I look forward to your feedback and hopefully moving towards a fruitful partnership.
Kind regards,
[Your Name]
[Your Job Title]
[Your Company Name]
[Your Contact Information]
What NOT To Do With Your Sales Emails
Knowing what not to do with your sales follow up emails is just as important as what to include. Here are some common pitfalls to avoid:
1. Not Personalizing Your Emails
Mistake: Sending generic, one-size-fits-all emails.
Impact: Recipients feel undervalued and less engaged.
Solution: Customize emails with the recipient's name, reference past interactions, and tailor your message to their specific needs and interests.
2. Making Your Emails Too Long-winded
Mistake: Writing long-winded emails that take too long to get to the point.
Impact: Key messages get buried, and recipients may lose interest.
Solution: Keep your emails concise and focused. Highlight the most relevant points and clearly state the next steps or call to action (CTA).
3. Having Unclear or Too Many CTA's
Mistake: Not including a clear call to action or having too many CTAs.
Impact: Recipients are unsure of the desired action, leading to inaction.
Solution: Include a single, clear CTA that guides recipients on what to do next (e.g., scheduling a meeting, answering a question).
4. Ignoring Timing and Frequency
Mistake: Following up too frequently or at inappropriate times.
Impact: Comes off as pushy or spammy, which can annoy prospects.
Solution: Space your follow-ups appropriately, considering the recipient's timeline and feedback. Generally, wait at least a few days between emails.
5. Not Adding Value
Mistake: Sending follow-ups that don't offer additional value or information.
Impact: Emails become repetitive and offer no incentive for engagement.
Solution: Each follow-up should provide new insights, helpful resources, or solutions to problems, making each interaction meaningful.
6. Not Acknowledging or Adjusting to Their Feedback
Mistake: Ignoring the recipient's previous concerns or feedback in your follow-ups.
Impact: Demonstrates a lack of listening and understanding, potentially damaging trust.
Solution: Address any feedback or concerns raised in previous interactions. Show you are attentive and willing to adapt to their needs.
7. Neglecting the Subject Line
Mistake: Using vague or uninteresting subject lines.
Impact: Decreases email open rates as recipients fail to see the immediate value.
Solution: Craft engaging, clear, and personalized subject lines that prompt recipients to open the email.
8. Poor Timing
Mistake: Not considering the recipient's timezone or sending emails at the end of the workday or week.
Impact: Increases the likelihood your email is overlooked or forgotten.
Solution: Aim to send emails at times when they’re more likely to be seen and read, typically mid-morning or mid-afternoon during the workweek.
9. Not Proofreading
Mistake: Sending emails with typos, grammatical errors, or incorrect information.
Impact: Undermines your professionalism and can confuse the message.
Solution: Always proofread your emails carefully. Consider using tools like Grammarly or having a colleague review important emails.
How Automation Helps With Sales Follow Ups
Staying on top of follow-up emails can be a a nightmare of a task. But with AI and automation software, sales teams are now wielding new tools to enhance productivity and ensure no lead goes unattended. Let's explore how leveraging automation for sales follow-ups can transform your approach and yield better results.
The Magic Behind Automated Sales Follow-Ups
At its core, automated sales follow-up systems streamline the process of reaching out to potential customers after an initial contact or meeting. By automating these tasks, businesses not only save valuable time but also maintain consistent communication with their prospects. This consistency is key in nurturing leads and guiding them through the sales funnel towards conversion.
When you use a tool like Magical (a tool that's used across over 40,000+ teams at 20,000 different companies) to automate your sales processes, you'll be saving even more time. With Magical, you can autofill your CRM, draft emails or messages, and update contacts all with a click.
Key Benefits of Automation in Sales Follow-Ups
- Better Time Management: Automating repetitive tasks like sending follow-up emails frees up time for sales reps to focus on more strategic activities such as closing deals or crafting personalized outreach strategies.
- Increase in Productivity: With automation handling routine communications, team members can manage a larger volume of leads effectively without compromising on quality or personal touch.
- Error Reduction: Manual data entry is prone to errors which can lead to missed opportunities or miscommunication; automated systems minimize these risks by ensuring accurate information flows across all stages of customer interaction.
- Data-Driven Insights: Many AI-driven tools offer analytics features that provide insights into customer behavior and preferences. These insights allow teams to refine their follow-up strategies for improved engagement rates.
Let Automation Help You Win More Sales
Mastering the sales follow up email template is key. The timing and content of these emails is so important that it can directly be attributed in thousands of dollars of missed revenue. That's why automation is the key to more sales and higher revenue.
Magical can help you and your team be more productive and effective with your sales processes. Over 650,000+ people are using Magical to save 7 hours a week on average. Try it for yourself.
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