How to Write a Follow-up Email (With 7 Examples, Backed by Research)
The companies or businesses build a strong relationship with the customer by providing the best customer relationship. While follow-up strategy is one of the best ways to increase sales and improve the relationship with the customers.
The market introduced a new challenger for the companies or businesses. The businesses use various strategies to attract consumers and gain their interest in purchasing the products.
Several businesses, on the other hand, fail to follow up on time, which means they will fall behind their competition in terms of sales. The sales ratio improves when companies improve their follow-ups.
What are the best ways to follow up?
The companies can follow up by grabbing the attention of the consumer’s street to the purchasing the products.
1. Through Phone
Everyone is accustomed to using a phone in today’s digital age. Follow-up is done over the phone by companies. Through social media, the sales staff contact customers via phone or text. This is the most popular way for firms’ sales teams to engage with customers.
2. Through Letters
Sometimes the manufacturing industries or organizations use the former latter strategies to take a follow-up or remind the consumers about the important deals.
3. Through EMails
EMails are well-known techniques for taking follow-ups. Several businesses use the EMails to connect with the consumers and build long-term relationships. Sometimes the companies use the EMails for giving reminders or getting the confirmation of the orders.
The companies have to write the perfect and formal emails through the consumers to gain interest or look valuable from the consumers’ point of view.
How to Write a Follow-Up Email
For writing the follow-up email there are a few steps that make the mail formal and valuable. Businesses can build a good impact on the consumers through the EMails.
1. Add Context
The consumers or buyers getting lost in offers from the different parties that’s why the businesses need to remind the consumers of the previous deals or inquiries. When the businesses send the follow-up emails then they have to mention the last mails at the starting of the mails.
This context helps the companies to refresh the recipient’s memory and gain their attention to the products or services of the businesses.
Make sure the follow-up emails are relevant and have a comprehensive subject line. Consumers’ curiosity is never stimulated if their inboxes are overloaded with similar topics or material. Follow-up emails must be natural and valuable; if businesses send many emails, it will be called spam. As a result, companies must take precautions while sending emails.
3. Reason for emailing
Without any reason, consumers never check their emails. That’s why the companies have to provide the valuable subject. Also, the companies have to describe the reasons for the mailing. Companies get various benefits by providing the reasons like they refresh the consumers’ memory, they remind the consumers about the last communication, solve their issues, etc.
4. Don’t forget to add Call-to-action
The call-to-action is a method through which the recipients have to reply to the mails.For Example,
If you have any quarries then call us.
If you want some more information reply “YES”
Visit our website for getting more information
You are ready to purchase then call us.
This type of various ways to put the call-to-action in the EMails. Without these strategies, the whole mail is going to waste or useless.
5. Close Emails naturally
The businesses properly write the emails but in the end, they don’t close emails naturally then the companies have a chance to lose the consumers’ attention. As a result, the companies have naturally closed the emails, ensuring that the company’s image does have a positive impression on the recipients’ minds.
You close the emails naturally for example, “We are looking forward to your answers!”
Recommended for you: Relationship Funnel: A Guide to a Relationship-Led Marketing Strategy
7 Example for the Follow-up emails
Here, some examples through which companies can write attractive follow-up emails.
1. Give the Review – Follow up email
The companies purchased the products but after purchasing the products the companies get problems while using the products then the company’s responsibility is to solve the consumers’ issues.
The businesses send the EMails for getting the review about the products and company’s customer services. Here is a demo on how to write the “Give the Review” mail…
Hello [First_Name], To help us better in the future, we’d love to hear about your experiences with our customer support team. Are you satisfied and can solve your issues with the support of our companies? [Insert the rating or review scale from the 1 to 5 start or provide the link through the companies write a review about the companies] We appreciate your review and it is valuable for us. Regards, [COMPANY_NAME]
2. Survey – Follow up email
Today several companies or businesses are preparing some questions(MCQ) for their regular or new customers. Through this survey, the companies are aware of their customers’ thoughts. The companies send the survey links through the emails and encourage the consumers to take a part in the survey.
Demo Email template for the survey reports.
Hello [First_Name], Thank you for taking interest in our products and purchasing the products from us. We try our best to provide the best possible service for our customers, and so we like to hear your feedback. To improve our services and provide you with better services, we’ve prepared a quick survey that'll take you less than 60 seconds to answer. [Insert link to survey, or encourage the consumers to reply by email] We appreciate your feedback and your feedback is valuable for us. Regards, [COMPANY_NAME]
Through this survey, the businesses can improve their services or products as per the needs of the consumers.
3. Just Checking – Follow up email
“Just checking” follow-up emails are written to maintain the relationship with the customers. This email is a part of personalized customer services.
Sometimes after purchasing the products the buyer gets difficulties operating the products and doesn’t understand how to use the products. The businesses send the emails before getting the consumers’ mails, this strategy making a positive impact on the consumers.
Hi [First_Name], Just checking in to see how you are getting on with [Product/service name]? Just “Reply” to let us know how we can help you! Kind Regards, [SALES_TEAM]
4. Solve an issue – Follow up email
This is the normal solution to issue emails of the consumers’ problems. Generally, the businesses solve the issue of the customers and send the emails as well but the customers are busy with any other work that’s why they are not able to notice the mails.
The ‘solve an issue’ is general conversation emails with the consumers to maintain the relationship with the customers.
Hello [First_Name], Thanks for connecting us regarding [TOPIC]. Our record shows that your issue has been resolved, so we will close this ticket automatically in 3 Days. However, if you still need any help then just “reply” to let us know, and as soon as one of our team members will contact you shortly. Regards, [COMPANY_NAME]
5. Join the company – Follow up email
There are several customers of the companies or businesses, they use the free version of the services or products but still do not subscribe to the paid version of the products. After some time the companies use the “Join the company” mails to convey the customers.
Hello [First_Name], Just checking in to see how you are finding [product_name]. We can see on your profile that you have been using [PRODUCT_NAME] since [TIME_PERIOD]. We would love to make sure you have had all the help you need to get the most value from it. If there's anything we can do to make your experiences more comfortable and awesome then let us know by “Reply”. Here, a quick reminder of what you get when you subscribe to [PRODUCT_NAME]: - [FEATURE 1] - [FEATURE 2] - [FEATURE 3] - [FEATURE n] If you have any other questions then let us know or “Reply” to these emails. Regards, [COMPANY NAME]
6. Show Absolute Belief in Product’s Fit for the Prospect
The companies have a list of the consumers who rejected the products for some reason. But the businesses using the emails with the don’t give up strategies provide the best services with improved features and several new benefits. Through the emails, companies gain their attention on the companies and think again about their decision to purchase the products.
Hello [First_Name], We understand your position, but we wouldn’t follow up with you if we didn’t strongly think that [COMPNY_NAME] can help [PROSPECT_COMPNY] solve [CHALLENGE] by [BENEFITS 1] and [BENEFITS 2]. Let us know if you want to jump on a call so we can walk you through what we do. Regards, [COMPNY_NAME]
7. Provide the value
The manufacturer or organization firstly connects with the consumers or new customers then they have to put their images as the best advisers before the salespersons. An effective email includes the social profiles or any other kind of relevant content which shows the companies or businesses’ values then these emails affect the sales as well.
Hi [First_Name], You likely deal with [BUSINESSE_NAME], so we thought we’d share a quick tip many of our clients have found helpful: [1-2 sentence actionable piece of advice]. We have a few more ideas around [IMPROVING_PRODUCT]. Let us know if you’re interested in hearing them. Regards, [COMPNY_NAME]
In the competitive market, the companies have to get successes or maintain their position then, they have to attract new customers and maintain the relationship with their old customers. The sales team of the businesses uses follow-up strategies to engage the consumers with the businesses. The companies or organizations use the various types of email for taking the follow-up. But, the format of the email should be professional and attractive. Sometimes, The companies used Customer Relationship Management(CRM) software for sending professional and attractive EMails.