Have you ever sent out an important email and wondered if it was just lost in the abyss of your recipient’s inbox, never to be seen again? Or maybe you’re waiting to hear back from someone and the silence is driving you crazy?
Well, fear not my friend! The solution is simple: follow up with a progress email.
A progress email serves as a gentle reminder to both you and your recipient that communication is still desired, and progress is being made (or not). It shows accountability and professionalism, and it can even strengthen relationships.
Now, I know what you might be thinking. “But I don’t know what to say in a progress email!” Don’t worry. We’ve got your back.
Below are a few examples of progress emails that you can use and edit as needed. Whether you’re following up on a job application, a project proposal, or just a casual conversation, these templates will make sure you’re saying all the right things.
So, what are you waiting for? Get to drafting that progress email and let’s get this communication train back on track.
The Best Structure for Follow-Up Progress Emails.
Following up on a job interview or a sales call could make the difference between success and failure. However, sending a boring or uninformative follow-up email could end things before they even begin. In this article, I will review the best structure for follow-up progress emails and provide a sample template that you can use.
1. Opening
The opening of a follow-up progress email should be brief and serve to remind the recipient who you are and what the email is about. You should also express your appreciation for the previous conversation or interview, as well as your enthusiasm for future discussions. For example:
Dear [Name],
Thank you once again for taking the time to speak with me yesterday regarding [discussion topic]. I really appreciate your time and insight, and I look forward to the possibility of [future discussion or your goals].
2. Recap
Your follow-up progress email should give a recap of the previous discussions or interviews highlighting any important points or actions agreed upon. This is important to ensure that your recipient is on the same page with you. For example:
As a quick recap, we discussed [discussion topic] and agreed on [important point or action]. We also talked about [other important points or actions], which I will address in this email.
3. Next Steps
The next step section is crucial for any follow-up progress email as it sets the tone for future discussions or interviews. This section should include any actions you will take as well as steps that you would like your recipient to take, as well as any deadlines that you would like to set up. For example:
In terms of next steps, I will [actions you will take], and I will be happy to provide you with a progress report on [deadline]. Additionally, it would be great if you could [actions you would like your recipient to take] by [deadline].
4. Closing
Finally, you should end your follow-up progress email with a friendly and professional closing that provides your recipient with a way to contact you, should they need to. For example:
Once again, thank you for your time and consideration, and I look forward to hearing from you. Please let me know if you need any further information, and feel free to contact me anytime at [contact information].
Sample Structure for Follow-Up Progress Email
Dear [Name],
Thank you once again for taking the time to speak with me yesterday regarding [discussion topic]. I really appreciate your time and insight, and I look forward to the possibility of [future discussion or your goals].
As a quick recap, we discussed [discussion topic] and agreed on [important point or action]. We also talked about [other important points or actions], which I will address in this email.
In terms of next steps, I will [actions you will take], and I will be happy to provide you with a progress report on [deadline]. Additionally, it would be great if you could [actions you would like your recipient to take] by [deadline].
Once again, thank you for your time and consideration, and I look forward to hearing from you. Please let me know if you need any further information, and feel free to contact me anytime at [contact information].
Best Regards,
[Your Name]
Using the above structure, you can create effective and informative follow-up emails that will ensure that both you and your recipient are on the same page and can take the next steps as per your goals.
Follow up Progress Email Samples
Progress Report on Sales Target
Dear [Name],
I hope you are doing well. I am writing to provide an update on the progress we have made towards achieving our sales target for the quarter. As you may recall, our target was to increase sales by 15% compared to the same period last year.
In the first month of the quarter, we were able to achieve an increase of 7% in sales compared to the same period last year. However, we experienced a slight decline in sales in the following month due to some unforeseen challenges in the market. Nevertheless, we have implemented new marketing strategies, and I’m confident that we will achieve our target by the end of the quarter.
Thank you for your support and trust in our team. Please let me know if you have any feedback or suggestions.
Best regards,
[Your Name]
Follow up on Pending Order
Dear [Name],
I hope this email finds you well. I am writing to follow up on the pending order you placed with us last week. We greatly appreciate your business and understand how important it is for you to receive your order as soon as possible.
I am pleased to inform you that your order has been processed, and we have shipped it to your address. You should expect to receive it within the next three to five business days. As always, our team is available to assist you with any questions or concerns you may have.
Thank you for choosing our company as your partner. We look forward to continuing to serve you in the future.
Best regards,
[Your Name]
Update on Project Progress
Dear [Name],
I hope this email finds you well. I am writing to provide you with an update on the progress of the project we have been working on. As you may recall, our goal is to complete the project by the end of this month.
I am pleased to report that we have made significant progress and are on track to meet our goal. We have completed all the necessary design work and coding, and we are now in the testing phase. We expect to complete the testing phase within the next few days and prepare the project for delivery to you.
Thank you for your patience and trust in our team. We are committed to delivering high-quality work that exceeds your expectations.
Best regards,
[Your Name]
Follow up on Job Application
Dear [Name],
I hope this email finds you well. I am writing to follow up on the job application I submitted last week. I am very interested in the position and believe that my skills and experience would be a great fit for your company.
I understand that you receive many applications and that it may take some time to review them all. However, I wanted to reach out to express my continued interest in the position and to inquire if you need any further information from me to move the process forward.
Thank you for your time and consideration. I look forward to hearing back from you.
Best regards,
[Your Name]
Update on Customer Support Request
Dear [Name],
I hope you are doing well. I am writing to provide you with an update on the customer support request you submitted last week. Our team has been working diligently to address your issue, and I am pleased to inform you that we have found a solution.
We have already implemented the solution, and your issue should be resolved. If you need any further assistance or have any questions, please do not hesitate to reach out to our team. We are always here to help.
Thank you for choosing our company as your partner. We value your business and appreciate your feedback.
Best regards,
[Your Name]
Progress Report on Company Goals
Dear [Name],
I hope you are doing well. I am writing to provide you with a progress report on the goals we have set for our company this year. As you may recall, our goals include increasing revenue by 20%, expanding our customer base, and improving our customer satisfaction scores.
I am pleased to report that as of the end of the third quarter, we have achieved an increase of 15% in revenue, added 500 new customers, and improved our customer satisfaction scores by 25%. We are on track to achieve our goals for the year, and I am confident that we will be successful.
Thank you for your support and trust in our team. We appreciate your partnership and look forward to continued success in the future.
Best regards,
[Your Name]
Follow up on Training Session
Dear [Name],
I hope you enjoyed the training session we held last week. Our team worked hard to prepare the session, and we hope it was informative and valuable for you.
I am writing to follow up and inquire if you need any further assistance or have any questions related to the topics covered in the session. Our team is always available to provide support and answer any questions you may have.
Thank you for attending the session and investing in your professional development. We value your feedback and look forward to hearing from you.
Best regards,
[Your Name]
Tips for Writing an Effective Follow-Up Progress Email
As a professional, one of your responsibilities is to communicate effectively with your colleagues and clients. In the business world, following up on progress is critical to ensuring that everyone is on the same page and that tasks are completed on time. Follow-up progress emails are an effective way to provide updates on project status and keep everyone informed. In this article, we will provide you with some tips for writing an effective follow-up progress email.
Be Clear and Concise
You don’t want to overwhelm your colleagues with a lengthy email with unnecessary information. Instead, make sure your email is concise and to the point. Include only the most important updates and use bullet points or numbered lists to help organize your thoughts. This makes it easy for your colleagues to understand the progress made and what is expected of them.
Set Expectations
When writing a follow-up progress email, it’s important to set expectations for future progress. Let your colleagues know what you plan to do next and when they can expect to hear from you again. This demonstrates your commitment to the project and ensures that everyone is on the same page.
Provide a Call to Action
Providing a call to action at the end of your follow-up progress email is an effective way to ensure that everyone knows what is needed from them. This might include providing feedback, completing tasks, or simply acknowledging receipt of your email. Make sure that your call to action is clear and easy to understand, and that you provide contact information should anyone have any questions or concerns.
Be Positive
When writing a follow-up progress email, it’s important to adopt a positive tone. Avoid using negative language that might discourage your colleagues or clients. Instead, focus on the progress that has been made and acknowledge the contributions of everyone involved. This helps foster a positive work environment and motivates everyone involved to continue making progress.
Proofread Your Email
It’s always a good idea to proofread your follow-up progress email before sending it. Pay attention to grammar, spelling, and formatting to ensure that your email is professional and understandable. You may also want to consider having a colleague or friend review your email for a second opinion. This ensures that you present the best version of yourself to your colleagues and clients.
In conclusion, writing an effective follow-up progress email requires a clear and concise message that sets expectations, provides a call to action, and maintains a positive tone. Ensure that you proofread your email before sending it and make sure that you are presenting yourself in the best possible light. With these tips, you’ll be sure to provide an effective update that keeps everyone informed and on the same page.
Frequently Asked Questions about Follow Up Progress Email Sample
What is a follow-up progress email?
A follow-up progress email is a message sent to follow up on a previous conversation or request to provide an update on the progress of a project or task.
When should I send a follow-up progress email?
You should send a follow-up progress email when you need to update someone on the progress of a task or project, or when they have expressed interest in knowing progress updates.
What should be included in a follow-up progress email?
A follow-up progress email should include a brief summary of what has been accomplished so far, what still needs to be done, and any challenges or obstacles that have been encountered. It should also include the date of the next update if applicable.
How should I format my follow-up progress email?
Your follow-up progress email should have a clear subject line that highlights what the email is about. It should also be well-organized, using bullet points or numbered lists to break up the information and make it easier to read.
What tone should I use in my follow-up progress email?
Your follow-up progress email should be informative and professional, but also friendly and approachable. It is important to be transparent about progress and obstacles that have been encountered, while also being positive and solution-focused.
How often should I send follow-up progress emails?
How often you send follow-up progress emails will depend on the project or task you are working on. Typically, weekly or bi-weekly updates are sufficient, but more frequent updates may be necessary for fast-moving or high-priority projects.
What if I don’t have any progress to report in my follow-up progress email?
If you don’t have any progress to report, it is still important to send a follow-up progress email to communicate that there is no update at this time. This lets the recipient know that you are still working on the project and that you are committed to providing regular updates.
Keep in touch!
And that’s it, folks! We hope this follow-up progress email sample has provided you with some valuable insights and tips on how to write an effective follow-up email. Remember, following up is essential to maintain healthy relationships with your clients, colleagues, or employers. Whether you’re a freelancer, employee, or business owner, following up promptly will only improve your chances of making a great impression. Thanks for reading! Be sure to drop by again soon for more helpful content like this. Until next time, happy writing and stay connected!