Good email writing requires patience and practice. To send an effective message is a challenging task to do. Yet, when following up, you might want to take all your benefits and advantages out of your pocket to get a response.
This is especially true when creating follow up emails after no response. Sending a follow-up requires excellent attention to detail to ensure that the email attracts the eye of the email recipient. You have to remain polite to encourage a reply without being pushy and keep on following up even if the first time was not successful.
However, if your follow-ups have not received any response and it seems that you have tried many follow-ups, but nothing seems to work — we have a few tips and tricks to share so you could receive that long-awaited reply! Besides, we will provide some free templates for you to look at and get some inspiration! Let’s get started.
Key Takeaways
- Follow-up emails can increase your response rate from 16% to 27%, with the first subsequent email getting a 40% higher reply rate compared to the initial email.
- Send your first follow-up within 1-3 days of the previous email to keep the conversation fresh in the recipient’s mind.
- Avoid using “follow-up” in your email subject line. Instead, use specific, value-adding phrases that clearly state the email’s purpose to improve inbox visibility.
- Always specify a clear call-to-action (CTA) in your message, making it easy for the target audience to respond or engage.
- Each email copy should provide new information or insights, rather than simply repeating the initial message.
- To create effective sales inquiry follow-up emails, don’t resend the same email or use the same CTA. Even after multiple attempts without feedback, keep your tone polite and professional. Avoid aggressive language or emotional reactions in your follow-up sequence.
- There are follow-up templates for different scenarios, such as after leaving a voicemail, following up on a contract, reconnecting after a networking event, and more. These templates can help improve your email strategy.
- Consider using email marketing tools like Sender or BuzzStream to help with audience segmentation, tracking open rates, and creating automated follow-up sequences for better results and lead activity tracking.
Why Should You Follow-Up?
It is essential to follow-up on your query as it significantly increases your chances of receiving a response you have been waiting for. Research shows that specialists who know the power of persistence and follow up per one campaign reach a solid 27%. This is in contrast to the 16% reach of those who don’t send follow-ups.
One more interesting insight is that the first follow-up email gets a 40% higher reply rate compared to the initial email. This means that if your initial emails have an average response rate of 10%, a single follow-up email can significantly improve the picture, potentially giving you a 14% average reply rate in return.
If you were giving up after the first attempt, now you can see that it might take a little longer to receive a response; however, you have to be patient, motivated, and goal-oriented not to give up.
If you have not received a response to your initial email, it does not necessarily mean that the person is not interested. Instead, there might be multiple reasons and explanations why it has happened: perhaps the recipient was too busy, the email got lost in a variety of others, the person has seen the email but simply forgot to reply, or maybe they are out of the office for some time.
The point here is that you should not give up so soon and keep following up until you get some sort of response. Of course, if it is negative, stop the chase immediately. Still, the majority of the time, there is a very good explanation behind the recipients, and the statistics mentioned before speak for themselves – look how effective follow-ups are!
Common Mistakes in Follow-Up Emails
Before we get into follow-up email writing tips and examples, it is essential to know what are the common mistakes so you are aware of them. So let’s check them out and see how they can be avoided:
1. Not following up straight after the matter
Timing is important, so following up efficiently is necessary. Instead of waiting for a week or so to send your second follow-up, you should start sooner. Depending on the matter, the first follow-up can be sent within 1-3 days. In that case, the recipient will still remember the topic, and there is more chance they will respond sooner. However, if you wait too long, the subject might already be out of their mind.
For example, you are looking to receive some filled out documents from another party. The first follow-up should be sent straight after the conversation. Then, if you have not heard from the recipient, send a polite reminder in the upcoming three days to create a sense of urgency. In that case, the person will reply to you on time, and the tasks you have to complete will be on time.
2. Your subject line says ‘follow-up’
When sending a reminder email, many people tend to state ‘follow-up’ in their subject lines. However, this email most likely will get ignored as it does not add any value. Besides, if the person has forgotten what the matter is about and you do not state it in your subject line, he/she can simply assume that it’s a scam or something irrelevant. For that reason, use your subject line wisely and ensure that it clearly states what the email is about to get the reader’s interest. Also, make sure your follow-up emails convey the priority of your message without being pushy.
For example, if you are awaiting further details from a potential lead, rather than saying ‘follow-up’ you could add something like ‘Further information request’. Your query will be more specific and will interest the recipient to open the email.
3. The call to action (CTA) is missing
One of the most common mistakes when sending a follow-up email is not including a call to action. Why is it important? A call to action clearly presents what further actions you want the recipient to take, so if you do not identify them, they might simply ignore your email. Be specific and clear about further actions, but also remember to keep a polite and professional tone.
For example, when writing a follow-up email, you might want to say something like ‘Please fill out the form attached to this email’ or ‘Respond to this email with a selected time and **** for our meeting’ at the end of the main body. The more specific you are, the more precise the instructions for the reader to quickly fulfill them.
4. Not adding value in your main body text
If your email starts with ‘I am just following up…’ that is already a red flag. This statement does not provide any value to the recipient. People receive hundreds of emails every day and cannot read them all, so you have to be more specific in stating the aim of your contact.
For example, to avoid any invaluable content, clearly state how you can help the recipient: solve the problem, increase sales, or what advantages you can bring. You can also offer them different options to add more details and showcase that you are approachable and happy to arrange the situation in a way that would be handy for both parties.
How Do You Follow-Up When You Haven’t Received a Response?
If your first email has not reached the goal, do not worry, you still have plenty of chances. Below, are a few tips you should follow when constructing a follow-up email after no response:
Do not rush
Differently from the first follow-up, this time, you want to be patient and wait a little longer before you send an email again. You should wait at least three days to touch base again after the first follow-up.
Do not copy
Never resend the same email as a follow-up after no response. You will present a very poor message which might potentially get sent to spam. Every email for a follow-up must be different and have distinctive features.
Do not use the same CTA
Your call to action must also be different every time. Try different approaches and methods as one of them might catch the recipients’ attention, and they can relate to it. That will lead to a response you are awaiting.
Do not be aggressive
If you have sent a few follow-ups and have not received any response, you still should be professional and polite. Do not let your emotions take control, as you might destroy the potential lead’s interest. Remember that following up is a process, and it may take several attempts before you receive a response.
Do not trick
Make sure that your subject line is not tricking the recipient into something. If you exaggerate or add inaccurate information by saying ‘Our call last week’, when there wasn’t a call, or anything similar, you will lose their trust instantly, cause confusion and risk your reputation.
Do not say goodbye
If you have sent a few sales follow-up emails and have not received any response, do not send a breakup email just yet. Instead, wait a little longer and try to follow up again in a few months’ time. Maybe this time you will be lucky!
Moreover, you might need a little help when sending follow-up emails. Email marketing tools like Sender or BuzzStream can help you segment your audience, track and trace opening rates, create automated emails and ensure that your follow-ups successfully reach your targeted recipients.
Examples of Follow-Up Emails After No Response
Now, once you are aware of the common mistakes and tips when writing a follow-up email, it is time to look into some excellent email examples which will help you improve and understand your own email game further.
Note: For your convenience and copy-paste matters, we’ve included the full text of each email example below the screenshots. These text versions are identical to the ones shown in the images so you can easily copy and adapt these templates for your own use.
1. Follow-up after leaving a voicemail
This email is a handy backup for when you’ve left a voicemail but haven’t heard back. It’s a gentle reminder that you’re trying to reach them, and it gives them an easy way to respond. You can quickly recap why you’re reaching out and how you can help their business.
Subject Line: Just tried your line/next steps
Email text:
Hey (Name),
I just left you a voicemail but wanted to drop a line by email in case this is more convenient for you.
I’m reaching out because it looks like (Introduce the point of alignment between their company and yours). We’re (Introduce your company and how you can be valuable).
I’d **** to connect with you about your specific needs. I also have a suggestion about how you can (Achieve desired result).
Give me a call back at (Insert your phone number) if convenient, or feel free to reply to this email.
Thanks!
(Your Signature)
2. Follow-up for contract
Use this template when you’ve sent a contract and need to nudge the recipient for a review or response. It’s a friendly prompt to check if they’ve had a chance to look it over. You’re also offering to clear up any questions, which might be holding things up.
Subject Line: Contract for (Product/Business Name)
Email text:
Hey (Name),
I hope you’re having a great week. Did you get a chance to look over the contract I sent on (Specify the ****)?
Can I answer any questions or resolve any concerns? I’m excited to get you and your team on board so we can (Achieve the results/close the deal/ect.) for your business.
Thanks,
(Your Signature)
3. Follow-up using social proof for trust
Sometimes, seeing what others think can help seal the deal. This email showcases positive feedback from your existing customers. It’s a great way to build trust and show the real-world benefits of your product or service.
Subject Line: Look what our customers say!
Email text:
Hi (Name),
In case you are still on the fence about whether automated prospecting makes sense for you, I wanted to share a few quotes on what our customers are saying about us:
“(Business name) is now the backbone of our sales prospecting process” – (Name of the reviewer).
“The prospector works like a charm and integrates beautifully with our CRM to keep all the data in sync.” – (Name of the reviewer).
Intrigued why salespeople **** our (Product/Service)? Respond to this email with your availability and I will arrange a call to discuss it further!
Regards,
(Your Signature)
4. Follow-up after a meeting to move further in business
After a good meeting, you want to keep things moving. This email recaps what you talked about and lays out clear next steps. It’s all about turning that positive conversation into concrete action.
Subject Line: Next Steps for (Project Name)
Email text:
Hi (Name),
It was great meeting you the other day and chatting about (Mention the project and something personal that matters to them). I’d **** to get started on working on (Name the project) so you can (Mention the end goal agreed).
I’ve attached a form for you to fill out with your basic information so we can get started. The next step is to (Provide further information).
Please fill this out and send it back as soon as you can so we can move to the next step.
Looking forward to working with you,
(Your Signature)
5. Follow-up after sending a proposal
When you’ve sent a proposal and heard nothing back, this email keeps the ball rolling. It’s a polite follow-up to see if they have any questions about the quote. You’re also showing you’re open to discussion if they need to adjust anything.
Subject Line: Quote for (Product/Service)
Email text:
Hi (Name),
Hope your week is going well. Did you get a chance to look over the quote I sent on (Specify the ****)?
The sooner I get the quote approved, the sooner we can get your business to (Mention the final goals/aims).
I’d be happy to answer any questions, and if you need to re-negotiate some of the terms, we can jump on a phone call. Would Wednesday work for you?
Please let me know!
(Your Signature)
6. Follow-up for cold email promotion
Cold emails are tough, but this email gives you another shot. It acknowledges they’re probably busy and offers specific ideas for how you could work together. It’s about showing you’ve put thought into how you can add value to their business.
Subject Line: Suggestions for your (Topic) post!
Email text:
Hello (Name),
I know you receive a ton of emails every day, so thought I should send you a quick follow-up for my email below in case it got overlooked.
I was wondering whether you’d be interested in referencing our article (Link to your post) in your (Specify the topic) post?
We’ve also compiled a list of subjects that we think would be a perfect fit for some of your posts (Specify some of them as proof, add links).
We think it would be a great addition!
Don’t you think?
Let me know your thoughts!
(Your Signature)
P.S. We’d be more than happy to share your updated post with our social media followers (Add links to social media platforms).
7. Follow-up with a polite break-up
Sometimes, you need to know when to step back. This email is for when you’ve tried multiple attempts with no response. It’s your last email in the sequence, politely saying you’ll stop reaching out, while still leaving the door open for future opportunities.
Subject Line: Sorry that it didn’t work out this time around
Email text:
Hi (Name),
I still haven’t heard back from you about your project, so I’m assuming that your priorities have changed and that you no longer want to go ahead with it.
Please keep us in mind if you want to move forward at any point in the future.
Sincerely,
(Your Signature)
8. Follow-up to reconnect after some time
Ever lost touch with a potential client and later thought, “I wonder what they’re up to?” This email is perfect for that. Show them you’ve been paying attention to their business, and suggest a casual catch-up. Who knows? The timing might be just right this time around.
Subject Line: Let’s reconnect!
Email text:
Dear (Name),
I hope you’re well and that you remember me. We spoke (Insert the ****) ago about (State the topic) for your business, but you mentioned that you needed a few months to grow the business before you were ready.
I can see from your brand new website (great design, by the way!) that things are ticking over nicely. I wondered if you’d had a chance to look over the proposal that I sent you previously?
It would be great to put some time in the diary where we can have a catch up about your current needs. How does Wednesday at 1PM sound?
Sincerely,
(Your Signature)
9. Follow-up with strategy insights
This email is designed to provide value and build interest by sharing a crucial aspect of your strategy. It’s a great way to demonstrate expertise, offer actionable insights, and gently nudge the recipient towards scheduling a discovery call.
Subject: How to achieve (Results)
Email text:
Hey (Name),
In my previous mail, I talked about the strategy that generates crazy results.
Today I want to tell you about one aspect of the strategy. This step alone can make or break your campaign. But don’t worry, I’ll share it with you, and you can quickly implement it at (Company).
(Strategy)
(How to)
(Predictable results)
Now you are probably wondering if this will work.
Well, the answer is YES. I know because (Client) has implemented it and (Social proof).
That is, (First name), part of what you get when you sign up for the strategy.
If you are interested, just click the YES button below to schedule a discovery call.
Yes!
Sincerely,
(Your Signature)
10. Follow-up addressing common objections
Ever feel like you’re hitting the same wall with prospects? This email tackles those “Yeah, but…” moments head-on. By addressing their worries upfront, you’re showing you get where they’re coming from. Plus, it opens the door for a real conversation about how your strategy can work for them. The friendly P.S. at the end? That’s your subtle reminder of the value you’ve already shared.
Subject: (Objection)
Email text:
That’s the response I get from many when I tell them about my strategy.
To be honest, I understand that sentiment. I would have asked the same question.
But here’s the thing (Handle objection).
So, (First name), does it make sense if we explore how you can use our strategy to (Goal)?
How about (Timeframe)?
P.S. Were you able to implement the strategy I shared with you?
Sincerely,
(Your Signature)
11. Follow-up offering specific benefits
Follow-up emails work best when they offer clear value, and this one nails it. It’s short, sweet, and gets right to the point. By mentioning specific benefits like saving time and boosting growth, you’re showing you understand what matters to your prospect. The request for a quick 15-minute demo makes it easy for them to say yes without feeling overwhelmed. It’s a great way to reignite interest and get that conversation going again.
Subject: Get more (clients, users, revenue, growth)
Email text:
Hi (First name),
Hope your week is off to a great start.
I’m following up with you on the email below.
Would you have 15 min next week for a quick chat on how I might save you (X hours) per project with (Your offer) to get (Company) more (clients, users, revenue, growth)?
Sincerely,
(Your Signature)
Take The Best Follow-Up Email Template For You
Now you know it all. We have shared some common mistakes you should avoid, follow-up email writing tips, and great email samples from different areas and industries, so you could definitely find something useful for your next follow-up email after you have not received any response.
Most importantly, you should remember to always stay patient, professional, and polite no matter what and keep the motivation on as you will get there – it might just take a little time.
Quick recap tips:
- Be mindful not to urge or pressure the recipient too much – finding the right balance is key to maintaining a professional relationship.
- Remember to use a personalized greeting, express gratitude, and include your signature in your follow-up emails.
- It’s also a good practice to consider the number of follow-ups you send and ensure you’re reaching out to the right contact in a timely manner.
- Don’t forget to check their website for any updates or trigger events that might be relevant to your outreach.
- If you’ve sent several follow-up emails without response, you might want to consider a phone call as an alternative approach.
