23 Free Follow-up Email Templates That Work in Different Scenarios

Follow-up emails are one of the best weapons that will help you shoot up your customer conversions. Whether you are looking at acquiring customers and clients, link building for growing your brand, or collaboration that can boost your sales- you need to keep following-up with them.

It is important to make a place in your reader’s mind, and that can only be achieved by following up on time and in the right way. You must not skip this if you don't want to lose potential business and growth chances.

However, it takes time, effort, and patience, so not getting a response after sending a few emails should not lead you to give up. In fact, getting a positive reply from a prospect takes a minimum of 5 follow-ups.

Statistics show that 48% of sales reps don’t follow up, and 44% stop after the first try. Only 8% of sales reps follow up, but that is the percentage that wins at sales.

So, you decide which segment of sales reps you want to be in. If you are willing to make your way among the winning 8 percent, then here is all you need to know:

Follow-up emails serve as reminders or prompts for the previous emails you’ve sent to your prospects. The purpose of a follow-up email is not to initiate a conversation but to reinvigorate it and bring in a response.

You can also send a follow-up email to get feedback after a particular event or check in on someone on a product trial to learn about their thoughts.

Always remember that your follow-up emails should not be too lengthy or tedious. The most effective follow-up emails are always the ones that are short, sweet, professional, and to the point.

1. Free trial follow-up: Such follow-up emails aim to encourage customers on trial or free plans to become paid customers. You can ask for feedback in the email and suggest ways the prospect can use the paid solution to achieve better results.

2. Lead magnet opt-in follow-up: Sometimes, the signup or subscription process is interrupted for some reason, and the potential client is left halfway through the process. So, lead market opt-in follow-up reminds users to finish their solution.

3. Product sale feedback/ review follow-up: Most businesses hope to turn a customer into a loyal customer. The best way to do this is to provide a better experience by taking their feedback regularly and showing that they matter. You can even throw in some special offers and discounts in your emails.

4. Link building follow-up: It's not always about direct sales but also about building your authority and brand awareness in the industry, especially in the SaaS industry. And link building for better authority and ranking can take a lot of time and followup.

5. Collaboration follow-up: Collaboration is another effective way to boost your sales by growing your audience base. Make sure you pitch in the right things in your email and follow up from time to time.

Now that we know the basics, let's take a look at how you can draft your sales follow-up emails in different scenarios:

There are possibilities that your email might go unnoticed by the recipient, or they might choose not to respond.

So, in your follow-up, you can mention that you reached out to them earlier or be specific about how you can help them. Be sure to emphasize that you are contacting them only because you truly believe they are a good fit for your offer or product.

If your emails are not getting a response, it might be that you are reaching out to the wrong person. If you realize that you are approaching the wrong person, you can follow up and request that they direct you towards the right person.

In situations where the prospect engages with your email, i.e., clicks on a link, downloads resources, or watches a video embedded in it, there is a high chance of closing the deal with them if you follow up appropriately. In such cases, you should seize the opportunity and help you take the prospects closer to signing up or setting up a demo.

Networking events and sales conferences are excellent venues to meet new people and reconnect with existing ones. It is also a fantastic way to find people interested in your product/service.

If they are particularly interested in something, such as resolving a problem or expanding their client base, use the follow-up email to provide them with a good resource or a case study that they would like. Your follow-up should establish a rapport with them, increasing the likelihood that they will accept your request in the future.

If you could not reach the prospect on their phone but left a voicemail, sending a follow-up email about the voicemail is a great way to get the prospect to notice your message.

Sometimes people are genuinely interested and ask for a demo of the product. Even if everything appears to be going well, there are chances that the prospect will forget about the conversation and will be less eager to make the purchase. So, you must send a courteous follow-up email highlighting the key points in the demo. Try to address the prospect's concerns, if any.

Often, a prospect tells you that you will consider your product or offer and circle back to you in some time. Usually, these are prospects interested in your solution, but it might not be a top priority at that time, or they might have some doubts about it.

In such cases, if you don’t hear back from them soon, it is best to follow up to learn about their decision and resolve issues, if any.

In the B2B industry, you will face many situations where people go silent after showing interest in your product. It can be due to some better option they found or may not want to purchase the product or service anymore. But by following up again and giving better offers if possible, you can change the game back in your favor.

If a prospect has already visited your website and you see they’re still on the fence, this can be a good chance to convert them by following up at the right time.

One of the most challenging emails to write is a follow-up email to a lead who has visited your website. You must be careful and smart with your words if you don't want to sound creepy.

This is when your prospect doesn’t respond to any of your emails even after many follow-ups. So, you have no other choice but to break up with them. You can send them a breakup email as a last-ditch effort to try to get their attention one last time.

Breakup emails are meant to let the prospect know that you are ‘giving up’ on them. To some extent, that is true, but you are also counting on the ‘Scarcity Effect’. Taking away the opportunity to use your product once and for all might tempt prospects to respond to your email.

Knowing how to write an effective business partnership email is one of the most important skills for any marketer. Such emails can help create partnerships with new but influential people and grow your business or brand faster.

Your guest post request emails might have gone unanswered for several weeks as a blogger or content marketer. And this can get frustrating. So the best way to increase the chances of getting noticed and responded to is to send a simple guest follow-up email.

Using online proposal software or a template can make sure that you always include all of the important information in your follow-up correspondence. This also enables you to offer a personalized experience for your customers and potential customers, which is more likely to help foster engagement and loyalty from them.

You can even make your follow-up email more interesting by including a personalized GIF related to your guest post topic. Creating a GIF is easy with an online gif maker and can help you catch the blogger's attention and make your email stand out in their inbox.

People usually do not accept every link building and exchange request. So, be smart and clear about what you want and are willing to give in return. It might take to get a response so sit back and keep following up.

Here’s how you can write a good follow-up email on your own by following these 5 easy steps:

1. Define the reason for sending the email: Before writing a follow-up email, you must be sure about the reason behind writing the email in the first place. Your goal should be clear. Only then will you be able to leave an impact on your recipient and hope to get a response from them.

2. Make an eye-catching email subject line: The email's subject line is the first thing the prospect sees, and if you are successful in attracting the prospect's attention, the open rate will automatically be high. So, try to keep the subject line short, clear yet informative, engaging, and crisp.

3. Provide Value: Sending out follow-up emails would do no good to your sales numbers. If your email does not add any value to the prospect, it will go to their trash. You must put in the effort and provide value, such as a free template, a marketing book, a free trial, or anything relevant to the prospect.

4. Keep the language of your follow-up email simple & clear: Keep your follow-up email's language simple: You should value the reader's time, and to do so, you must ensure that you are not wasting their time with twisted words and unclear messages. Keep the message brief and to the point so that the reader does not have to expend extra effort to comprehend it. Never forget to add a good CTA that tells the recipient what you anticipate them to do. Simple emails have a higher likelihood of receiving a response.

5. End naturally: There is no hard and fast rule for this, so you can finish the email however you like while keeping the prospect in mind. It could be something as simple as "looking forward to hearing from you" or something extra that the prospect would value.

Here are some of the rules that will help you achieve more from your follow-ups, especially in B2B sales.

1. Do not follow up right away. Following up immediately after your conversation is not a good idea. For example, after completing the demo, wait for at least 12 working hours to send out a follow-up email.

2. Practice patience. Even though you are under pressure to meet your goals, don't transfer that pressure on your prospects. Be as patient as you can, and don't rush into anything or force them to make a decision right away.

3. Determine whether the team is prepared. When you intend to follow up, you must ensure that your team is prepared to act accordingly. If there is an issue in the process after you reach out to the prospect, it can leave a bad impression, or you can even lose them.

4. Verify your lead list. Your follow-ups will only be fruitful when you send out an email to a valid email address. So make sure to verify your prospect’s list if you have never reached out to them before.

Also, if you are looking for your prospect’s updated and valid email address, you can use the Clearout email finder tool to get hands-on their valid email.