How to Write a Follow-Up Email | Tips & Examples
There are several situations where you might think about writing a follow-up email. Or you might hate the idea, but your head tells you it’s the right thing to do. This is most likely when:
- You haven’t heard back after what seemed like a positive job interview.
- You have written a cold-call email to a potential client and haven’t heard back.
- You have responded to an online query from your website, but there has been no reply to your email.
It can be an unnerving experience, and there is always the risk that you will be seen as pushy. Being pushy, of course, is not going to get you the result you want.
By considering the following guidelines for each component of the email, you can make your follow-up email more effective.
The subject line
If you are following up a cold-call email, it is best to leave the subject line untouched so it will be the same as your first email with “Re:” added to the beginning.
Following up on an interview for a job, you have to choose the subject line, unless you reply to the email that invited you to the interview. The important point to remember here is not to imply any criticism or impatience.
The greeting or salutation
Choosing the greeting (salutation) to use in an email is based largely on context and the relationship you have (or don’t have) with the recipient. If you are following up a previous cold-call marketing email, you probably want to be slightly formal because you don’t as yet have a relationship with the addressee.
If a potential client has contacted you through, for instance, a “Contact Us” form on your website, then you can take your cue from that contact. If they have signed off with just their first name then it is acceptable to use that in the greeting.
If you are following up after a job interview, you can be guided by the conventions used in the interview itself. If you were on first name terms with the interviewer(s), then use that. In other words, use the level of formality that you used when you met (in real life or virtually).
Make reference to your previous contact
Your first paragraph should be a reference to your previous contact with the recipient. It is important to keep it fairly short, no more than two sentences. The purpose is to remind the addressee of your previous interaction.
It is important not to suggest that they have been slow to respond to you, as in most cases, there is no obligation on them to respond. Your task is to encourage, and possibly remind, them without any sense of criticism.
State your purpose
You should move on quickly to the purpose of your original contact and restate it in the follow-up. If you are offering a service, don’t assume that the recipient will know what it is, but state it as succinctly as you can.
If your reader has made it this far, then at least they are willing to be engaged and might want to respond. So be positive about what you are able to offer them. In the case of an interview follow-up email, it might simply be to say that you can supply any further information they need.
Propose the next steps
It is a good sign if the reader has made it this far into your email, so you want to take advantage of their interest. It is up to you to give a clear course of action for them to follow.
Make it genuine
It is also important for your email to show that it is not a robot-generated response. Include identifiable details of where you see a match between your offering and their needs. It isn’t unknown for emails to be delivered where the mail merge fields haven’t even been filled, so make sure yours is personalized.
If you are following up an interview, then include some reflections on your experience and your impressions of the prospective employer. You don’t want to overdo the praise, but people and organizations like to hear genuine positive feedback.
Conclude your email
So far, you have reminded the reader of your services and why you think a collaboration would be good for them, and you have made a clear suggestion of what the next steps should be.
It’s time to conclude your email by thanking them again for their time and emphasizing your availability once more.
Final steps
Before you hit send, you should proofread your email. After all, you are trying to persuade someone of your professional standards, and there’s nothing like a typo or grammar mistake to undo all your hard work. QuillBot’s Grammar Checker can help you catch any mistakes and present yourself in the best light.
Frequently asked questions about follow-up emails
- How do I write a follow-up email after an interview?
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If you want to write a follow-up email after an interview, there are some important points to bear in mind:
- Make sure the subject line identifies why you are writing
- Choose a greeting or salutation that matches the formality of your interview
- Briefly summarize your experience at the interview
- Explain the purpose of the email
- Propose any next steps you have, such as being open to further questions
- Conclude your email with an appropriate sign-off
Remember to proofread your email carefully, and make sure that the tone is appropriate and not too “pushy.”
You can use the QuillBot Grammar Checker to make sure there are no spelling or grammar errors.
- How do I send a follow-up email after no response?
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If an earlier email has received no response, it can be a good idea to follow up. But it is very easy to get a follow-up email wrong. The recipient doesn’t owe you anything, and they may be busy. Here are some tips to help you get it right:
- Be respectful of the recipient by using an appropriate salutation.
- Make succinct reference to your previous email.
- Briefly state the purpose of this follow-up email.
- Propose clear next steps to the recipient.
- Stay genuine throughout.
If you keep your email relevant and respectful and give it a clear call to action, you have more chance of the recipient responding.
It’s important to proofread your email carefully. You can use the QuillBot Grammar Checker to make sure there are no spelling or grammar errors.
- How long should I wait before sending a follow-up email?
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The timing of sending a follow-up email depends on context. It is hard to imagine a situation where a follow-up email would be appropriate within a week. If your original email was a “cold call” marketing email, then you can wait a couple of weeks even.
If you are following up on a job interview, then it will also depend on what you were told at the interview. If it was said that a decision would take a week or two, then a follow-up before that might seem pushy.
On the other hand, a delay of three weeks or more runs the risk of being interpreted as a lack of interest. Use your judgment to gauge the appropriate time span.