How to Start a Follow Up Email: A Comprehensive Guide

Introduction

A follow up email is a message sent to a recipient after a conversation has taken place. It can be used to follow up on a meeting, a job application, or just to keep in touch with someone you’ve been meaning to connect with. The purpose of a follow up email is to ensure that the recipient remembers you, and to remind them of any action they might need to take.

How to Craft an Effective Follow Up Email

Writing an effective follow up email isn’t always easy, but it’s an important skill to have. Here are some tips to help you get started:

Keep it Short and Sweet

The key to a successful follow up email is to keep it short and sweet. According to a study by the American Psychological Association, people are more likely to read emails that are concise and to the point. Try to limit your email to two or three sentences, and make sure your message is clear and direct.

Use Actionable Language

When crafting your follow up email, try to use language that encourages the recipient to take action. For example, instead of saying “I hope you can find the time to meet with me,” say “Can we arrange a time to meet?” Using actionable language will increase the chances of getting a response from the recipient.

Be Persistent

If you don’t get a response to your first follow up email, don’t give up. Studies have shown that people are more likely to respond to emails that are sent multiple times. Try sending a second follow up email after a few days, and if you still don’t get a response, consider calling or sending a personal message.

Tips for Writing a Polite and Persuasive Follow Up Email

When writing a follow up email, it’s important to be polite and persuasive. Here are some tips to help you craft a polite and persuasive follow up email:

Use Professional Language

It’s important to use professional language when writing a follow up email. Avoid slang, colloquialisms, and overly casual language, and make sure to proofread your email for spelling and grammar mistakes.

Show Appreciation

Showing appreciation is a great way to make your follow up email stand out. Thank the recipient for their time, and let them know that you understand how busy they are. This will show the recipient that you value their time, and that you appreciate the effort they’ve put into helping you.

Make Your Request Clearly

When making your request, make sure to be clear and direct. Don’t beat around the bush or make vague requests; make sure to state exactly what you need from the recipient. This will make it easier for the recipient to understand your request and take action.

5 Strategies for Crafting the Perfect Follow Up Email

Here are five strategies for crafting the perfect follow up email:

Personalize Your Message

One of the best ways to make your follow up email stand out is to personalize it. Take the time to research the recipient and include something specific about them in your message. This will show that you have taken the time to get to know them, and that you are invested in building a relationship.

Make Your Point Quickly

When writing your follow up email, make sure to make your point quickly. Don’t waste time with small talk or unnecessary details; make sure to get to the point as soon as possible. This will make it easier for the recipient to understand your request, and will increase the chances of getting a response.

Offer Something of Value

When making your request, try to offer something of value in return. This could be a free consultation, a discount, or access to exclusive content. Offering something of value will make your request more attractive to the recipient, and will increase the chances of getting a response.

Remain Respectful

When writing your follow up email, it’s important to remain respectful. Don’t get angry or aggressive if you don’t get a response right away; just politely remind the recipient of your request and let them know that you are available if they need any additional information.

Follow Up with a Phone Call

If you don’t get a response to your follow up email, consider following up with a phone call. This will show the recipient that you are serious about getting a response, and will increase the chances of getting a response.

The Do’s and Don’ts of a Professional Follow Up Email

When writing a follow up email, it’s important to remember the do’s and don’ts of a professional follow up email:

Do Research Before You Send

Before you send your follow up email, take the time to research the recipient. Find out as much as you can about them, including their background and current projects. This will make it easier to personalize your message and make it more attractive to the recipient.

Don’t Get Aggressive

When writing a follow up email, it’s important not to get aggressive. Don’t threaten or pressure the recipient, and don’t send multiple emails in quick succession. This will only make the recipient less likely to respond, and will damage your relationship with them.

Do Include a Call to Action

When crafting your follow up email, make sure to include a clear call to action. Let the recipient know exactly what you want them to do, and make sure to provide any necessary information or resources. This will make it easier for the recipient to take action, and will increase the chances of getting a response.

A Guide to Writing an Engaging Follow Up Email

Writing an engaging follow up email is key to getting a response from the recipient. Here are some tips to help you craft an engaging follow up email:

Start With a Compelling Subject Line

The subject line of your follow up email is key to getting the recipient’s attention. Make sure to keep it short and to the point, and make sure to include a compelling reason for the recipient to open your email.

Structure Your Content Logically

When writing your follow up email, make sure to structure your content logically. Start with a brief introduction, then move on to your main point, and end with a clear call to action. This will make your email easier to read and understand, and will make it more likely that the recipient will take action.

Make Use of Images/GIFs

Images and GIFs are a great way to add interest to your follow up email. They can also help to break up large chunks of text, making your email easier to read. Just make sure to keep the images relevant to your message, and to keep them within the bounds of good taste.

Add a Touch of Humor

Adding a touch of humor to your follow up email can help to make it stand out. Just make sure to keep it appropriate and to avoid jokes that could be seen as offensive or insensitive.

Conclusion

Writing an effective follow up email is an important skill to have. By following these tips and strategies, you can craft an effective, polite and persuasive follow up email that will get the recipient’s attention and encourage them to take action. Just remember to keep it short, use actionable language, and remain respectful.