Have you been left hanging after sending a crucial email? You’re not alone. In today’s fast-paced digital age, it’s common to send out an urgent email and receive no response. But fear not, I have good news for you: sending a simple follow-up email can be the solution to your problem.
Now, I know what you might be thinking: “But what do I say in a follow-up email without sounding pushy or annoying?” That’s where I come in. In this article, I’ll provide you with some just following up email samples that you can use and edit as needed to cater to your specific situation.
Whether you’re waiting on a response from a potential client, a job offer from a company, or simply following up on a networking email, these templates will ensure that your follow-up email will get the attention it deserves.
But it’s not just about the templates. I’ll also share with you some tips and tricks to help you craft a follow-up email that is concise, polite, and effective. And who knows, with these strategies, you might even receive a response faster than you would have expected.
So if you’re ready to master the art of the follow-up email, keep reading. By the end of this article, you’ll be equipped with the skills and confidence to send a follow-up email that will not only get noticed but also get results.
The Best Structure for a Follow-Up Email
When it comes to following up with someone, whether it’s a potential employer, client, or contact, it’s important to get the structure of your email right. A well-structured email is not only more likely to get a response, but it also shows that you’re organized, professional, and respectful of the other person’s time.
The following is a tried and tested structure that works well for a follow-up email:
1. Start with a Polite Greeting
Begin your email with a friendly greeting to show that you’re not just sending an impersonal template, but that you’re genuinely interested in connecting with the person. Use their name if you have it, and keep it professional and polite.
2. Acknowledge Any Previous Contact
If you’ve already had some contact with the person, whether it’s via email, phone, or in-person, acknowledge it in your follow-up email. This shows that you’re paying attention and that you value their time.
3. Remind Them Who You Are
Depending on how much time has passed since your last contact, the person you’re reaching out to may have forgotten who you are. In your follow-up email, remind them why you’re getting in touch and what your connection is.
4. Be Clear and Concise
Get to the point quickly and clearly. Don’t ramble or include irrelevant information that could make it harder for the person to understand what you’re asking for. Keep your language clear and easy to read.
5. Be Specific About Your Request
Tell the person exactly what you’re after. Whether it’s a job, an introduction, or just some advice, be as clear as possible about your request. This helps the person understand your needs and can make it easier for them to respond.
6. Offer Value
Even if you’re asking for something from the other person, try to offer them some value in return. Maybe there’s a way you can help them out or offer some insight into a topic they’re interested in. This shows that you’re not just looking to take, but that you’re willing to give as well.
7. Close with a Polite Request for a Response
Finally, close your email with a polite request for a response. This can be as simple as saying “thanks for your time, I look forward to hearing from you.” This shows that you’re respectful of the other person’s time and that you value their response.
By following this structure, you’ll be more likely to get a response to your follow-up email. Remember to keep it polite, clear, and concise, and offer value where possible. Good luck!
7 Follow-Up Email Samples for Different Reasons
Following Up on a Job Application
Dear [Hiring Manager’s Name],
I hope this email finds you well. I wanted to follow up on my job application for the [Job Position] role at [Company Name]. I submitted my application on [Date] and I wanted to inquire if there have been any updates on the recruitment process. I am very interested in the role and I am eager to learn more about the position.
I believe my skills and experience align well with the requirements for this role. My [Experience/Skill] in [Area of Expertise] have prepared me to contribute to your team in a meaningful way.
Thank you for considering my application. I look forward to hearing from you soon.
Best Regards,
[Your Name]
Following Up on a Meeting Request
Dear [Name],
I hope this email finds you doing well. I am writing this email to follow up on my request to meet with you to discuss [Topic]. I understand that you must have a busy schedule, however, I would appreciate an opportunity to discuss the matter with you.
As a [Your Position] in the [Your Company], I have valuable insights and ideas that could benefit [Their Company] greatly. I am confident that a meeting with me would be time well spent.
Please let me know if you have any availability for a meeting in the next few weeks. I am available to meet at your convenience.
Looking forward to hearing from you.
Best Regards,
[Your Name]
Following Up on a Payment
Dear [Client’s Name],
I hope this email finds you doing well. This message is to follow up on an outstanding payment of [Amount] for the work delivered on [Date]. I understand that unexpected situations can result in delays or missed payments, but timely payments are crucial for me to continue my services.
Please let me know when I can expect to receive the payment. I would appreciate it if we can settle this issue as soon as possible. Thank you for your cooperation in this matter.
Looking forward to hearing from you.
Best Regards,
[Your Name]
Following Up on a Request for Information
Dear [Name],
I hope this email finds you doing well. I am writing to follow up on my request for information about [Topic]. I understand that you may be busy and that gathering information may take some time, but I would appreciate it if you could provide me with the information I need as soon as possible.
As a [Your Position] in the [Your Company], I am eager to learn more about [Topic] and how it can be applied to [What it can benefit].
Please let me know if there are any updates or if there is anything else you require from me on this matter.
Thank you for your help in advance.
Best Regards,
[Your Name]
Following Up on a Proposal Submission
Dear [Client’s Name],
I hope this email finds you doing well. I am writing to follow up on the proposal I submitted to you on [Date]. I believe that the proposal I provided will offer a great solution to your [Problem].
I would appreciate any updates as to whether or not my proposal was received, and if it’s being considered. It would be great to know your feedback, and if there are specific questions I can address.
Thank you for your time, and I look forward to hearing from you soon.
Best Regards,
[Your Name]
Following Up on a Networking Introduction
Dear [Name],
I hope this email finds you doing well. I am writing this message to follow up on the introduction made by [Mutual Contact’s Name] on [Date].
As a [Your Position] in the [Your Company], I’m eager to connect with new people and discuss prospective partnerships or opportunities. I would appreciate your time and effort in getting to know one another and work towards any possible future collaborations.
Please let me know whether we can schedule a time for a phone call or if you prefer to meet in person.
Thank you for your attention, and I look forward to hearing from you soon.
Best Regards,
[Your Name]
Following Up on a Product/Service Inquiry
Dear [Name],
I hope this email finds you doing well. I am writing to follow up on my inquiry about your [Product/Service] on [Date]. I am interested in [What you’re interested in], and I believe that your [Product/Service] would be a great fit for my needs.
I would appreciate any additional information that would help me make an informed decision, particularly about [Specific Detail]. Please let me know if you need any additional information from me to make progress on this inquiry.
Thank you for considering my inquiry.
Best Regards,
[Your Name]
Tips for Following Up on Emails Effectively
Following up on emails is a crucial aspect of effective communication, whether you are a professional or a student. However, it can be a daunting task to follow up without seeming pushy or annoying. Here are few top tips to follow up on emails without being intrusive:
- Timing is everything: One of the most important elements of following up on emails is timing it right. You don’t want to wait too long before following up, but you also don’t want to seem desperate. A safe bet is to follow up within 24-48 hours after sending the initial email.
- Personalize your email: Avoid sending generic follow-up emails. Instead, personalize your email by referring to the recipient’s name, previous conversations, or any other relevant details which can show that you value their time and effort.
- Keep it concise: Keep your follow-up email concise and to the point. You don’t want to waste their time by writing long paragraphs describing the same information. Instead, stick to the main points you want to convey.
- Offer something valuable: People are more likely to respond positively if you offer something valuable to them. It could be a helpful resource, useful source of information or insight, or even a referral or contact that could be of use.
- Add a sense of urgency: If you want to increase your chances of a response, add a sense of urgency to your follow-up email. You could mention a deadline, upcoming event, or ask for their availability in the near future.
- Keep it polite and professional: Last but not least, it’s essential to maintain a respectful and professional tone in your follow-up email. Never use aggressive language or pressure tactics, as this can come across as rude and off-putting. Instead, use polite language and a friendly tone to convey your message.
Following up on emails is a valuable skill that can help you establish and maintain strong relationships, both personally and professionally. Use these tips to optimize your follow-up technique and improve your chances of getting a response.
FAQs about Following Up Email Samples
What should I include in a follow-up email?
In a follow-up email, you should restate the purpose of your previous email, provide an update or additional information, and request a response or next steps.
When should I send a follow-up email?
You should send a follow-up email after a reasonable amount of time has passed, typically within one week or less. Try to avoid sending too many follow-up emails or following up too frequently.
How should I address the recipient in a follow-up email?
You should address the recipient using their name and a professional greeting, such as “Dear [First Name]”. If you have an existing relationship with the recipient, you can use a more casual greeting, such as “Hi [First Name]”.
What should I do if I don’t get a response to my follow-up email?
If you don’t get a response to your follow-up email, you can send a polite reminder or wait a bit longer before following up again. If you still don’t get a response, it’s possible that the recipient is not interested or may have missed your email.
How can I make my follow-up email stand out?
To make your follow-up email stand out, you can personalize it by referencing a previous conversation or mentioning something specific about the recipient’s business or industry. You can also use a catchy subject line or a clear and concise call-to-action.
Is it okay to follow up by phone instead of email?
Yes, following up by phone can be more effective than email in certain situations. If you haven’t received a response to your email or if you need to discuss something urgent or complex, it may be better to follow up by phone.
What should I do if the recipient asks me to stop following up?
If the recipient asks you to stop following up, it’s best to respect their wishes and avoid contacting them again. You can also ask for feedback on why they’re not interested or what you can do differently in the future.
Stay in Touch, Keep Following Up!
We hope this article has been helpful in showing you an example of how to craft a “just following up” email in a casual tone. Remember, communication is key in any relationship, and following up helps you build stronger connections. Thanks for reading, and make sure to visit us again for more life-like tips and strategies!