Useful Ideas for Writing Powerful Sales Follow-up Emails to Clients
Email is a necessary tool, especially in the world of sales.
But sometimes, sending the right email can be a challenge: What should you say? And most importantly, how should you say it?
Writing the perfect email can make or break your sales goals and your relationships with potential clients in event services companies.
But don't worry, you're in the right place!
We have gathered some excellent ideas and email templates for you to use in your follow-up communications. To make things even better, we decided to organize the email templates, based on different scenarios you might face.
But before continuing reading and finding the right template for your next message, let's take a closer look at why they are important.
We all know what follow-up emails are and why they’re important, but are you sure yours are hitting the mark? Follow-up emails are those crucial messages that keep the conversation going, whether it’s to remind, update, or just stay on your customers’ radar. Getting your follow-up game on point can seriously boost your customer relationships and the success of your events. To help you out, we’ve put together some killer templates that you can start using right away.
Scenario 1 – They opened the initial email but didn’t respond.
Let’s say you’ve sent a fantastic email to a lead (because obviously, you did), and they opened it, but they decided not to respond.
It can be frustrating to feel ignored, but stay positive!
It could be that they forgot to respond, the email got lost in the shuffle, or they’re not interested, perhaps your email went to the wrong person of the company, etc. In these cases, it’s always good to follow up politely.
Don’t worry! Use our email template and increase the chances of getting a response from them.
Make sure to include: - A reminder about the last email sent, to refresh their memory on the purpose of your outreach. - A polite request for a quick call to evaluate their interest and better understand their pain points. - A request to be connected with the right person, if the recipient is not the most suitable contact.
Email Template
Subject: [Quick Phrase Covering the Topic of Your Last Email]
Hi [Name],
I’m writing to follow up on my email regarding [the subject of your last email].
I haven’t heard back from anyone on your team. If it makes sense to discuss this further, please let me know your availability in the next few weeks for a quick 5-10 minute call.
If not, who would be the best person to speak with?
Thanks for your help.
I look forward to hearing from you!
Best regards,
[Your Name]
[Your Contact Information]
Scenario 2 – You’ve been referred to another person within a company.
Let’s say someone responds and provides you with the contact information of another person within the company, who would be more appropriate to speak with.
Now, what should you say?
Make sure to include: - A connection with the initial person you contacted - A specific pain point for the company and how your product or service can help them - A request for a quick call to further discuss your solution
Email Template
Subject: I spoke with [person who originally referred you]
Hi [Name],
I just spoke with [person who originally referred you], who directed me to you.
I reached out to [person who originally referred you] because I noticed [team's pain point and why it is a pain point].
[Brief description of your solution, and how it solves the problem].
Can we schedule a brief 5-10 minute call next week to explore [solution] further?
Thank you, and I look forward to hearing from you.
Best regards,
[Your Name]
Suggestion: Make sure to include the person you originally spoke with, so the email doesn't come across as cold and random, and it gives you more credibility in the conversation.
Scenario 3 – Someone asked you to follow up later
Suppose you spoke with a potential customer, but they said his/her company isn't ready to do any purchase yet, and asked you to keep in touch back "in a couple of months."
The real question is: how do you bring them back into the conversation?
Make sure to include: - A reminder of what was discussed in your last conversation - An offer to help answer any lingering questions - A request to discuss the solution again
Email Template
Subject: Ready to continue the conversation?
Hi [Name],
Last time we spoke, you asked me to follow up in [requested time] regarding [topic discussed last time], so I wanted to reach out and follow up.
Have you had a chance to review my proposal and reflect on what we discussed earlier?
I’d be more than happy to provide a quick recap over the phone and answer any questions.
How does your schedule look this week for a chat?
Best regards,
[Your Name]
Scenario 4 – Following up after an event
You met someone at an event, such as a conference or a networking session, or in an office you were visiting, and you would like to follow up on the business you discussed.
Since it was a mutual conversation, this should be a relatively easy response to receive, as long as you are polite and get straight to the point of the message.
Make sure to include: - How and where you met him/her, as this helps them remember how you know each other - What was discussed, to show that you are interested in what she/he had to say and want to continue the conversation - How you would like to proceed, as this keeps the conversation alive
Email Template
Subject: It was a pleasure meeting you at [event/location].
Hi [Name],
It was a pleasure meeting you at [where you met him/her].
I really enjoyed hearing about [what was discussed].
I think it would be great to talk further about [reason for wanting to continue the conversation]. Do you have some time in the next few weeks? Let's [action: meet for coffee, have lunch, schedule a meeting, etc.].
I'm available on [suggest a few days] if that works for you as well.
I look forward to discussing this further!
Scenario 5 – After a call or meeting
You’ve just had a phone call or meeting with a potential client (hooray!)
Now what?
Naturally, it's time to send a follow-up email.
Make sure to include: - A polite introduction telling him/her how much you enjoyed speaking with him/her - A reference to the pain points they are facing - Additional information on how your solution can help him/her (don't forget the attachments!) - A reminder of any follow-up meetings or calls already scheduled
Suggestion: While talking with him/her for the first time, schedule a follow-up meeting or call to continue the conversation.
Email Template
Subject: Nice to Meet You!
Hi [Name],
It was a pleasure chatting with you earlier and learning more about you and your role at [company].
I now understand the challenges you're facing with [a pain point discussed during the meeting] and how this can make it more difficult to [what the pain point prevents from being done].
As discussed, I've attached additional information about our solution and how we can help you with [pain point] and address [specific business problem].
Please let me know if you have any questions, and I'll be happy to chat again.
Otherwise, I look forward to speaking with you again on [predetermined meeting day/time].
Scenario 6 – After a Trigger
Let's suppose you notice that someone keeps visiting your website or a specific webpage.
Perhaps they are interested in the offer and just need a little extra push.
This template can be adapted to any trigger event, such as downloading a whitepaper from your website or repeatedly opening a specific promotional email.
Make sure to include: - The specific product or page to quickly refresh their memory of what they viewed. - A direct suggestion for a follow-up call: requesting a low-commitment 5-10 minute phone call gives them the opportunity to learn more, and gives you the chance to understand what they are looking for (and if your product or service is right for them).
Email Template
Subject: Demonstrated Interest in [Specific Product or Page from Your Website]
Hi [Name],
I noticed that some members of your team have reviewed our [Specific Product/Page Name] page this week, which focuses on [Describe the page and the product's function].
Do you have 5-10 minutes to discuss the solutions that you and your team are exploring? If so, how does your schedule look like this week?
Scenario 7 – Sending a Cold Email to a Potential Client
Try to warm up to directly contacting potential clients before sending them an email.
Some tips for warming up an email are: comment on something interesting they posted on LinkedIn, retweet something they tweeted, etc.
Make sure to do this thoughtfully and strategically. But of course, as salespeople, you already know that.
You are trying to build a relationship with these companies, so approach it in the same way you would want to be approached: in a more organic and considerate manner.
Make sure to include: - A brief introduction of yourself and your company - A specific reason for reaching out and a clear purpose for your message - A request for further discussion, as well as a request to speak with one of their colleagues if they are not the right person to talk to.
Email Template
Subject: Happy to Help with [Solution]
Hi [Name],
My name is [Your Name], and I am part of the business development team at [Your Company]. [Brief introduction of one or two sentences explaining what your company does].
Based on your profile on [Channel: LinkedIn, Twitter, etc.], you seem to be the right person to contact regarding [Solution].
I would like to speak with someone at [Their Company] who is responsible for [department/role of the people, who would use your solution].
If you are the person I should talk to about this, are you available for a 5-10 minute call this week, for example, [suggest a few dates/times], to discuss how [your solution] can specifically help your company?
If you are not the right person, could you connect me with the appropriate person?
Thank you, and I look forward to hearing from you!
Best regards,
[Your Name]
[Your Contact Information]
Suggestion: Add a testimonial link to your signature, as it gives you more credibility and social proof. It’s also a good idea to include a link to your LinkedIn profile, so they can easily answer the question, "Who is this person?"
So, sending hundreds of emails can sometimes feel a bit daunting, but we hope this guide can alleviate some of your doubts and anxieties!
Would you like to start using these templates?
Having templates is great, but continuously copying them into your emails is not really an effective and long term strategy.
While having a set of email templates is definitely helpful, using a tool that assists in managing your emails can be even better. Imagine getting instant, well-crafted drafts as soon as a message arrives, allowing you to respond quickly and never miss an opportunity. You can tailor your follow-up emails with precision, ensuring they resonate and strengthen your relationships.
That’s where Merel.ai comes in. With Merel.ai you get instant draft responses to any email you receive, letting you focus on the relationship with your clients rather than writing emails. Merel.ai learns from any interaction you’ve ever had with your clients and bases its responses to the tone-of-voice you’re already communicating with. Maintain consistency and effectiveness in your communication, aligning every email with your brand’s unique tone and style. It’s about optimizing your approach, making sure every message counts.
Wrapping up
In summary, we can say that sending follow-up emails is essential in the sales world, but it can be challenging to know what to say and how to say it. Follow-up emails help keep the conversation going with clients, share extra info, confirm details, or sort out any issues that came up before. These emails are crucial for keeping relationships, clarifying doubts, demonstrating professionalism, and keeping clients engaged.
Making sure you are on top of your follow-ups can really boost customer relationships and overall sales success.
For example, using automation tools like Merel.ai can optimize this process, ensuring that every interaction is followed by timely and relevant communication.
In this article, we have provided several follow-up email templates tailored to various common sales scenarios. These templates can help you keep conversations alive and better manage customer interactions.
P.S. We hope you enjoyed this post. If so, spread the word!
About Merel.ai
Merel.ai helps and empowers forward-thinking SME businesses with AI solutions, tackling workforce constraints, fueling consistent growth, outperforming competitors, managing costs, exceeding customer demands, and navigating scalable success.