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Follow Up Email

How to Write An Effective Follow-up Email after No Response

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How To Write An Effective Follow Up Email
 Jack Morgan   Published On Jul 31, 2020 | Updated on Oct 06, 2023  Writing Service

E-mail is a convenient and reliable way to disseminate information. E-mail has become an important way of exchanging messages and files between coworkers, students, teachers, friends, and family. The primary goal of an e-mail is to receive a response from an addressee. Further, A follow-up email is an excellent way out to put yourself back on the radar. Correct on what could’ve possibly gone wrong in your previous email. Or to build on an already outstanding email. But for that, you must learn to write follow-up emails that matter to your reader. Mails that persuade your clients or contacts into taking action.

Effective Follow Up Email

Follow-up means maintaining contacts with potential clients. For example, it may be a follow-up email after a meeting, or a repeated email to a customer who has not responded to an initial offer. The purpose of such a call or letter is to remind the client about yourself, clarify the situation, and get feedback.

Follow-ups are tricky though. They shouldn’t be so frequent that they’re considered spam to the recipient, they shouldn’t so infrequent that your window closes. They shouldn’t be dull and monotonous, but they can’t be overly like click baits. The text should be crisp and to the point, but you must have ample call-to-action statements.

If the thought of writing a follow-up email makes you feel a little uncomfortable, you’re not alone. Many people find themselves in an apprehensive or even awkward positions to reach out to their contacts, if once their effort has gone unanswered. Most often, people are either clueless or unsure about how to approach the same person twice with the same issue. But let’s not apprehension get in your way to an excellent opportunity. So, Go through this blog of which will help you with how to write a follow up email after your first attempt has gone unanswered.

Even if you are not associated with a brand or an organisation, there may be various situations where you will have to send out a follow-up email as an individual, such as a follow up email after job application, or a follow up email after interview, or even a follow up email after sending resume. This can be even more confusing since you are not acquainted with the person you are communicating with, neither are well-aware of the professional decorum and etiquettes that would be appropriate. But worry not! In this article, we have tried our best to guide you with the appropriate guidelines and tips about how to send a follow-up email that will make you stand out among those thousands of spam mails.

How Long should You Wait before Sending a Follow Up Email?

There are no hard-and-fast rules on how you should approach this. However, as a general rule, two or three days is a good amount of time to wait before sending your first follow-up email. You should then extend the wait period by a few days for each subsequent email. There are a lot of different factors and circumstances this frequency depends on. Let’s check some examples about the standard frequency of follow up emails:

1. Thank you follow up email : You can send a “Thank you” e-mail as a job interview follow up email, and any other event is usually sent within 24-48 hours.

2. Job application follow up email : If you keep sending your CV, but there is no response, send a follow-up e-mail in a couple of days after to make sure your application is received and ask if any additional information is required.

3. Work - related correspondence : You might have to follow up in professional fields in a number of cases, especially if you are working in a sales or marketing related job. In that case, it is absolutely essential to follow up on your leads at least once in a month, if note more frequently.

4. Networking : It is recommended to catch up with a connection every three months.

How to Write a Follow Up Email

So, you have already decided whom and how often to send a chain of letters, what to talk about and how to motivate. It is time to write the text. Here are some general tips on how to write a follow-up email. Your follow up email should be

  • Not too long, but informative and to the point

  • Error-free

  • Polite

Concrete Guidelines on How to Write a Follow Up Email

1. Open your email with a reference to a previous email or interaction. Even if your recipient draws a blank, they’re more likely to react positively to the follow-up if they’ve been reminded of the fact that they’ve heard from you before. Openers you might want to try include:

  • I just wanted to follow up on the email I sent last [day of the week email was sent] about [subject of email].

  • I just wanted to follow up to see what you thought about [subject of email].

2. Define the goal of your e-mail. It might be a ‘Thank you’ e-mail, or you might need some information or want to catch up. Pay attention to a follow-up email subject line. Do not use some vague subject lines, like “Just checking-in” or “Important to read.” A better option is “Programming department meeting, April 30th”.

3. Clearly say your follow-up intentions. E.g., “It would be rather interesting to learn more about ______ as I am currently leading similar project at______.”

4. Do not make an addressee feel guilty. If your addressee does not respond to your emails, there is no reason to reproach them. If you make a potential client feel guilty, he may want to stop any cooperation with you.

5. Personalize your follow up emails. Use the maximum information you know about a potential customer. This is not just about contact details. An effective follow-up is as personalized as possible. This is what distinguishes a follow-up mailing from regular emails for everyone and makes your addressee believe that you are writing to them.

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