Email is an essential form of communication in sales. Too often, however, sales professionals focus exclusively on the initial pitch and neglect customer care. When you get back in touch with potential customers, companies can ultimately make more sales. So creating some solid templates for sales follow-up emails can help your team communicate consistently and generate more sales in the long run.
If you are ready to improve your sales efficiency by tracking email communication, use these email templates as a starting point to create your own.
Your sales follow-up emails should always be tailored to each prospect and the situation related to your previous communication. These templates can help you get started, but make sure you change some wording and personalize them to get the best sales results.
Saying "thank you" is a perfect excuse to reach your potential customers via email after a phone call, meeting, or other form of communication. Really show your appreciation for your time and then divide it into another discussion about your products or services.
Hi [Name]
Thank you for taking the time to speak to me earlier today! I really enjoyed learning more about you and [company name].
Please let me know as soon as you have the opportunity to review the information that I have shared with you. I would also be happy to call you to answer your questions. Call me at any time at [phone number] or contact me here.
[Signature]
This basic follow-up email is perfect for any prospect you recently met or talked to by phone or email.
There may be more information about your offers than what you shared in your first sales pitch. If a prospect has not yet responded to your email or returned your call, you can sweeten the deal by adding some additional details.
Hi [Name]
I enjoyed meeting you today to discuss [subject]. As promised, here is the information about [subject] that you mentioned. I hope you find it helpful
Let me know as soon as you have the opportunity to view this additional information. I would be happy to continue to discuss with you or answer further questions.
[Signature]
This sales follow-up is somewhat more specific. Use it when you want a prospect you spoke to to refer to a specific topic and you have a resource that can help you.
In particular, a new offer or store can help make your sales pitch more appealing to a potential customer on the fence. If it's a new or limited time offer, this is a perfect excuse to turn back to people you haven't heard from in a while.
Hello [Name]
I know that I've already shared some information about [product or service] with you, but I thought you might be interested in learning about a new deal that our company is offering. [Share details]
This deal is currently available from [end date]. If you have any further questions, please feel free to contact me or call me at [phone number].
[Signature]
This sales follow-up email can be effective for potential customers who may have been a little hesitant about previous offers – especially if their concerns were about pricing or value.
For a potential customer who has asked questions, asked questions, or shared concerns with you during a previous discussion, your follow-up email is the perfect time to address these issues. Point to your previous conversation and share your answer quickly and precisely with them.
Hi [Name]
It was great talking to you earlier. You mentioned concerns about [subject] during our conversation. Fortunately, I contacted my manager and found out that [share details].
I hope this new information can help you answer your questions about [product or service]. If you have any further concerns that you would like to discuss, please call me at [phone number] or contact me here.
[Signature]
If you met or spoke to a prospect who seemed interested but had a specific concern that you can address, this sales tracking email can help calm their minds.
Sales professionals often make initial contact with new prospects at trade shows, networking events or local gatherings. After this first meeting, it is imperative that you send additional emails to these people so that you can continue the conversation.
Hi [Name]
It was so great to meet you at [event name]. I hope you have drawn a lot of value from the meetings.
I wanted to contact you because you have expressed interest in learning more about [product, service, or company]. Would you be open to a meeting? I would like to learn more about your company's needs in this area.
[Signature]
After meeting someone at a networking event or trade show, contact them as soon as possible so that the interaction is still up to date.
You may be able to see which potential customers open your email and which link to your website or sales page. A friendly reminder may be appropriate for those who have shown some interest but have not yet responded or made a purchase.
Hi [Name]
I noticed that you visited the website that I linked to in my last email. I hope this is not an overrun, but I just wanted to make sure you found what you were looking for and see if you had any questions.
Let me know if you would like to discuss the information further. I am happy to schedule a call or respond to your concerns by email.
[Signature]
If a prospect has actively opened your emails or clicked on links you have approved, they are more interested in your offers. You may just have been distracted or have questions. By sending a follow-up to that person, you have the option of making the next steps as easy as possible and ensuring that they are still interested.
However, some of your potential customers may not have taken these steps at all. Therefore, your follow-up emails to these people should follow a different template.
Hello [Name]
I don't want to bother you, but I just want to make sure you have received the information I sent in my previous email about [product or service]. I really think that this could benefit your company because [give explanation].
Do you have a few minutes this week to discuss further? Let me know your schedule or call me at [phone number] and I will take you through a demo.
[Signature]
This sales tracking is for people who have not replied to other emails. They just check if they are still interested or if they want additional information.
If you just had a face-to-face meeting or call with a potential customer, your email should be tailored to your conversations.
Hi [Name]
I really enjoyed our meeting today! Thank you for taking the time to discuss how [product or service] could benefit your operations at [company name]. I think it sounds like a good fit.
As soon as you have the opportunity to view the materials that I have shared with you, I will be happy to guide you through the registration process or answer your questions. Call me at [phone number] if you have a few moments.
[Signature]
This follow-up email is another general option for sending to someone after you have spoken to them in person. Try to insert a subject line that is relevant to your discussion.
In particular, some of these meetings could involve discussions about a particular feature or event. If you can find new details on an area in which a prospect has already shown interest, please do so in your follow-up email.
Hey [Name]
Thank you for taking a few minutes to speak to me last week. I really enjoyed our chat. If I remember correctly, you said that your company was working on [detail from your conversation] and I had just heard about a new product that we were working on that I think was a good fit.
Do you have a few minutes to phone me this week? I look forward to sharing the details with you as I think this would be a perfect solution for your team.
[Signature]
This follow-up email is perfect for those who have expressed interest in a particular area that a new offer from your company can help.
Sometimes it is most effective for a prospect to lead the discussion. If you customize your follow-up email to give you this opportunity, you may be given a greater incentive to respond.
Hi [Name]
I hope you had the opportunity to read my previous email. Have you had a chance to think about the proposal I shared with you?
I know that you are quite busy, but I can continue to discuss with you if you have any questions. Let me know how best to proceed so that we can get around your schedule.
[Signature]
This sales follow-up email is best for those who have shown interest in the past but have not yet responded to this interest. If they have expressed that they are particularly busy or have additional questions or concerns, it may be beneficial to let them take the lead.
In some cases, you are unlikely to make a sale immediately. However, contacting these potential customers via follow-up emails can still be beneficial. Bonus if you can instantly share something they find useful – without forcing a sale.
Hi [Name]
I really enjoyed meeting you at [event or occasion]. I think there could be some exciting opportunities for us to work together in the future.
Would it be okay if I added you to our contact list and regularly looked for new opportunities? I promise not to be a pest!
At the moment I have attached which I think is useful. [explain value proposition]
[Signature]
This type of email works best for potential customers who are not yet ready to make a sale. You may have met them at a networking event or a local gathering and have expressed general interest, but first you need to expand your business or complete a large project.
Some interested parties may want to answer, but have not had time to do so. If you can customize your follow-up emails to be very easy and fast, you may be more likely to get the information you need.
Hello [Name]
I know that you are busy so that I don't take too much time. If I don't get a response from someone, I know that this is usually because they are either busy, not interested, or missed my email. If you could inform me with a super quick response, I will update your file so as not to bother you again.
1 – currently busy
2 – not interested
3 – haven't seen any emails yet
[Signature]
This is for the busy prospect when tracking the email list. You haven't replied to your other follow-up emails, and you're not sure if you should continue to contact them. Make it clear in the subject line that you want to make it easy for them to respond.
Sometimes it can be beneficial to take the conversation off the press of a sale. By releasing an additional resource unconditionally, you can remind them of the value your company offers. This can help you keep the conversation going so you can make a sale in the future.
Hey [Name]
I remember that you mentioned your interest in [subject] in one of our previous conversations. Our content team has just put together this amazing infographic that I thought was revealing to you.
If you like it, feel free to share it on your social media channels. I would also like to discuss a new offer related to [subject] that we are working on if you have an extra minute this week. Call me at [number].
[Signature]
This follow-up email is perfect for those who have additional content or resources related to a prospect's area of interest. It is not specifically about promoting new sales, but could help you maintain those relationships. Mentioning an infographic or other content in the subject line can be beneficial.
Your emails and phone calls may have gone unanswered because you just can't reach the right decision maker in the company. If you suspect this is the case, you can simply ask if there is a better person to turn to.
Hi [Name]
I've sent you a few emails about [subject] in the past few weeks. I don't want to bother you, but I think we would be well placed to help [company] with [pain point].
After my last email I noticed that you may not be the right person to contact [company]. If I should contact anyone else please let me know and I will update our records so as not to bother you again. Thank you so much!
[Signature]
This follow-up is intended for people who have not replied to their previous messages at all. So you are not necessarily sure whether you are reaching the right person or not.
Ultimately, not all interested parties become customers. Keeping in touch with an unresponsive person may only waste your sales team time. Tracking one last time to close your file can therefore be beneficial.
[Name],
I looked through my contacts and found that I hadn't heard from you about [product or offer]. I'm sorry we haven't been able to work together so far.
If you are not interested, I do not want to bother you any further. Would it be okay if I closed your file with us? If you have any questions or would like to discuss them, please contact me at [number].
[Signature]
This is your follow-up email of the last resort. You have shown no interest so far and you do not want to waste your (and your) time anymore.
These email templates below can make a big contribution to improving your sales. However, there are some problems that salespeople often encounter when creating their actual communication.
Avoid these seven mistakes when tracking email messages:
Now that you understand what makes a powerful follow-up email, it's time to apply this concept to your small business. First save the email templates mentioned above and distribute them to your sales team. Edit all the points to make them more relevant to your company. Then work with your team to set up a follow-up schedule so everyone knows exactly when and how to reach potential customers. You can even put together a diagram with different scenarios so that your team understands when to select each email template.
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