Do you ever find yourself staring at your inbox, waiting for a reply that just never comes? It’s frustrating, isn’t it? Whether you’re waiting on a job offer, a response from a client, or just a simple confirmation, the waiting game can be downright maddening. But what if I told you there was a way to follow up without coming across as pushy or desperate? I’m talking about the respectful follow up email. And the best part is, you don’t even have to come up with the wording on your own. We’ve got examples for you to use and edit as needed. So, if you’re ready to take the edge off your follow up game, keep reading.
The Best Structure for a Respectful Follow Up Email
When it comes to following up on an email, knowing the best structure to use can make all the difference in getting the response you’re hoping for. A respectful follow up email not only shows professionalism but also emphasizes your thoughtfulness and eagerness to connect. Whether you’re trying to follow up on a job application, a networking event, or a sales pitch, using the right structure will help you avoid being too pushy or sounding desperate.
Here’s what a successful follow up email should include:
Greet the recipient
Begin your follow-up email with a simple and friendly greeting. Addressing the recipient by their name only adds to the personal touch. You can start with greetings such as “Hi [Name]” or “Hello [Name]”.
Express gratitude
Show your gratitude for the recipient, and mention the previous interaction that prompted the follow-up email. Be sincere and appreciative in your words. Thank the recipient for their time or for providing valuable advice.
Remind them of your previous conversation
Recap what you had talked about in your previous conversation. This not only jogs their memory but also shows that you were listening and attentive during the conversation. Reference the exact date, time, and location of your previous meeting and summarize the key points of your discussion.
Share any relevant updates or news
Share any updates or news that you’ve had since your last conversation. This could be anything from a new project you’re working on to a new education program you’ve enrolled in.
Ask for the next step or action
This is where you ask for the recipient’s action. Be direct and specific about what you’re hoping to achieve or what you want to see happen next. You can ask if they need any additional information, or if they would like to schedule another meeting at a later date.
End with a closing statement and sign off
Thank the recipient again for taking the time to read your email and offer your contact details if they have any further questions or concerns. Sign off with a polite farewell such as “Sincerely” or “Best Regards” followed by your name and Title or position.
In conclusion, a respectful follow-up email should show politeness, cordiality and professionalism at all times. With these tips, you can draft a perfect follow-up email that is sure to get a response in a respectful and professional manner.
7 Respectful Follow Up Email Samples for Different Reasons
Following up on a Job Application
Greetings Hiring Manager,
I hope this email finds you well. I am writing to follow up on the status of my job application for the [Position] role. As I am highly interested and excited about the opportunity to work with your team, I would appreciate any update you could provide. I believe my skills and experience are aligned with the requirements of the position and would be an asset to your organization.
Thank you for your time and consideration. 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 well. I am writing to follow up on my request for a meeting discussed in our previous correspondence. As this matter is of significant importance, I would appreciate it if you could let me know your availability at your earliest convenience. Please let me know if there is anything I can do to facilitate the process.
Thank you for your time and assistance. Looking forward to hearing back from you soon.
Best regards,
[Your Name]
Following up on a Sales Inquiry
Dear [Name],
I hope this email finds you well. I am writing to follow up on the sales inquiry I submitted last week regarding your product/service. I would appreciate it if you could provide me with more information regarding the product/service pricing and features. Furthermore, please let me know if there are any discounts or promotions currently available.
Thank you for your assistance. Looking forward to hearing back from you soon.
Best regards,
[Your Name]
Following up on an Invoice
Dear [Name],
I hope this email finds you well. I am writing to follow up on the outstanding payment for the invoice [number] sent on [date]. As the payment is now overdue, I would like to confirm if there are any issues or delays with the processing. I would appreciate it if you could provide me with a timeline for the payment completion or any updates regarding the matter.
Thank you for your attention. Looking forward to hearing back from you soon.
Best regards,
[Your Name]
Following up on a Request for Information
Dear [Name],
I hope this email finds you well. I am writing to follow up on the request for information I submitted to your department on [date]. I would like to know if you have any news or updates regarding the availability of the information. I understand that the process might take some time; however, I would appreciate it if you could inform me of the expected timeline for the request completion.
Thank you for your assistance. Looking forward to hearing back from you soon.
Best regards,
[Your Name]
Following up on a Reference Request
Dear [Name],
I hope this email finds you well. I am writing to follow up on the reference request I made to you for the job opportunity at [Company name]. I appreciate your assistance in this matter and kindly request you to let me know the status of the request. If there are any concerns or questions regarding the reference, please do not hesitate to contact me.
Thank you for your time and cooperation. I look forward to hearing back from you soon.
Best regards,
[Your Name]
Following up on a Networking Opportunity
Dear[Name],
I hope this email finds you well. I am writing to follow up on the networking opportunity we discussed at the [Event name] last month. As I am interested in pursuing professional relationships with experts in the field, I would appreciate it if you could provide me with further details and guidance for the next steps.
Thank you for your time and mentorship. Looking forward to connecting with you soon.
Best regards,
[Your Name]
Respectful Follow Up Email Tips
When it comes to sending a follow-up email, it’s important to tread carefully to avoid annoying the recipient. Here are some tips for crafting a respectful follow-up email:
- Be polite and friendly: Start by using a friendly greeting and thanking the recipient for their time. Avoid coming across as demanding or entitled.
- Keep it brief: Your follow-up email should be concise, clear, and to the point. Avoid rambling or going off on tangents. Get straight to the purpose of your email.
- Provide context: If your previous email was ignored or unanswered, provide some context that could help jog the recipient’s memory. Briefly remind them of the previous conversation or request.
- Offer value: Try to offer something of value in your follow-up email. Perhaps there’s new information or an update on the topic that you know will interest the recipient.
- Give a gentle nudge: If it’s been a while since your last email, then you can gently nudge the recipient to see if they’ve had a chance to respond. For example, you could say something like, “I just wanted to follow up on my previous email to see if you’ve had a chance to review my request.”
- Provide an out: Don’t be pushy or aggressive. Include a polite line at the end of your email that gives the recipient the option to ignore your message without causing offense. For example, “If you’re busy with other things, then I completely understand. Just let me know if there’s anything else I can do to help.”
Remember, the goal of your follow-up email is to get the recipient to respond. With a little politeness, brevity, and value, you can increase the chances of getting the response you’re looking for.
Frequently Asked Questions about Respectful Follow Up Email Sample
What is a respectful follow up email?
A respectful follow up email is a communication sent after an initial communication to remind or gently prompt the recipient to take a desired action. The email should be polite and professional, expressing gratitude for the recipient’s time and consideration, and avoiding any pressure or aggression.
What are the best practices for writing a respectful follow up email?
The best practices for writing a respectful follow up email include waiting at least a week after the previous communication, addressing the recipient by their name, expressing gratitude, being concise and clear in your message, and offering something of value or help to the recipient.
How should I address the recipient in a respectful follow up email?
You should address the recipient by their name, and use their appropriate title and honorifics. If you don’t know the recipient’s name, you can use a general greeting like “Dear Sir/Madam” or “To Whom It May Concern”.
What should I include in the subject line of a respectful follow up email?
The subject line of a respectful follow up email should be brief and specific. It should clearly indicate the purpose of the email without being too generic or too pushy. Avoid using all caps, exclamation points, or misleading subject lines.
How should I end a respectful follow up email?
You should end a respectful follow up email by thanking the recipient for their time and consideration, and expressing your willingness to help or provide further information if needed. Use a polite and friendly tone, and avoid any language that may sound pushy or aggressive.
What are some examples of successful respectful follow up emails?
Some examples of successful respectful follow up emails include ones that offer something of value to the recipient, such as a helpful article, a compliment, or a personalized suggestion. Another effective tactic is to use humor or a creative approach to get the recipient’s attention and make them more likely to respond.
What should I do if the recipient doesn’t respond to my follow up email?
If the recipient doesn’t respond to your follow up email, it’s important not to take it personally. Keep in mind that there may be many reasons why the recipient didn’t respond, such as being busy or simply forgetting. It’s okay to send a polite reminder email after a few days, but avoid being too pushy or aggressive. If you still don’t receive a response after several follow-ups, it may be best to move on and focus on other opportunities.
Wrapping it Up
So there you have it, a respectful follow-up email sample to help you land that job interview, close that deal, or simply stay in touch. Remember, when writing a follow-up email, always remain polite and show the recipient that you value their time. We hope you found this article helpful, and if you have any questions or need further assistance, don’t hesitate to reach out. Thanks for stopping by and make sure to check out our website for more tips and tricks!