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How to Follow Up With an Email for Best Results

How to Follow Up With an Email for Best Results

Reaching out to a potential client, a networking contact, or a customer service representative can often feel like a timely and tricky endeavor. Learning how to follow up with an email is an essential skill for starting or furthering a potentially lucrative professional relationship. Without an effective way of following up through email, it’s possible that important connections could slip through the cracks. You can save yourself the headache and heartache by setting yourself up for success with each email interaction that you make. Properly crafting and timing a follow-up email is essential to building successful professional relationships. It allows you to increase the chances of a response and prevents important inquiries from becoming lost in someone’s email inbox. Just keep in mind that where you’re sending the message and who you’re targeting with the message is important for creating a successful follow-up strategy. Knowing the best practices and tips for when to send, how to craft your message, and what to include in the email will ensure that your follow-up email stands out in a person’s inbox and increases your chances of getting the response you desire.

Find the Right Tone for Your Email

Email is one of the most important communication channels today and with it comes the importance of knowing how to get the tone of your message right. Crafting the right tone can be the difference between success and failure when it comes to achieving your desired results from your communication. When it comes to email communication, there are two elements to consider; the written word, and the tone in which it is delivered. Many people struggle to get the right tone in emails, as it can be difficult to interpret the message you’re trying to convey without using speaking. The best way to ensure you’re crafting the right tone is to be mindful of what you say, and how you say it. Start by trying to be as clear and concise as possible. Avoid using overly technical language or unnecessary detail and stick to the point. This will ensure that your message is delivered loud and clear, without any confusion. It’s also important to remember to be professional and courteous. Choose your words carefully and try to ensure that any sentiment you’re trying to convey is communicated in the most amicable way. Along with the message itself, it’s also important to consider the other parts of your email. After the message, make sure you sign off in the right way. A simple ‘best wishes’ or ‘kind regards’ is suitable in many cases. These are just a few of the many tips to keep in mind when it comes to finding the right tone for your emails. By taking your time and really considering the messages you’re sending, you’ll ensure positive results when communicating with your recipients.

Double-Check That You Have the Right Email Address

Have you ever been unsure if you were emailing the right person or if you had their email address right? Every once in a while, email accounts get changed, so it's always important to double-check that you have the right person's email address before you start your message. Following a few simple steps can make sure that you always have the right email address before you hit send. When reaching out to someone you don't know or haven't been in contact with for an extended period, the first thing you should do is send them a direct message on a platform they are active on. This might be LinkedIn, Facebook, Twitter, or something similar. Ask if they have a work email address that you can use to contact them more directly. If you already have an email address for a person, the best thing to do is search their name on social media or Google. Doing this can give you more information about them and help you to confirm their email address. Once the person has confirmed their email address, you should add them to your contacts list and use the address for any future messages. This will help avoid any confusion about their address. If you use an email client, such as Outlook, you can go into the settings and make sure that every email address is verified and that anyone in your contacts list has a valid, up-to-date email address. It's also wise to take a look at the person’s social media accounts when you can, as they may have updated their contact information there. There's nothing worse than having to send the same message multiple times because you have the wrong email address in the first place. No matter what method you use, make sure to double-check the email address before each and every message. This will save you from a lot of potential stress and time wasted in the future. It will also instill a sense of trust and professionalism in your correspondences that will allow your contacts to be confident in your communications.

Write a Clear and Concise Subject Line

Creating the perfect subject line is essential to getting the attention of readers and encourages them to open your email or message. A clear and concise subject line communicates the purpose of the content upfront, making its contents obvious at a glance. It should be informative and also provide a hook or something attention-grabbing that captures the interest of readers. Your subject line should accurately reflect the content within the email or message. Being too generic or unclear can lead to your email being marked as irrelevant and ignored. If your subject line does not make sense, then it is likely that readers will move on without opening your message. Use action-oriented words within your subject line to create a sense of immediacy and provoke curiosity. For example, "Boost Conversion Rates with These Tips" gives the reader an idea of what to expect inside the message and the actionable benefit they can gain by opening it. It's best to keep the length of your subject line to around 50 characters. Anything longer than this may be trimmed off and then be difficult to decipher. Additionally, use all lower-case letters in your subject line as upper-case letters may seem aggressive. Make sure your subject line doesn't include any spammy words or typos. These can lead to your email being sent to the "junk" or "spam" folder where it may remain unseen. If possible, avoid using outwardly promotional words in your subject line as it can detract from its message. Your subject line should be carefully crafted and convey the right message in an impactful way. It should represent the content of your email in a clear and concise manner, leaving no room for misunderstanding. If written correctly, your subject line can grab the attention it needs to prompt readers to open the email and engage with its content.

Format Your Message Properly

When it comes to communicating electronically, it is important to properly format the message to ensure that your intended meaning and tone is accurately conveyed. Poorly written messages can lead to confusion, frustration and in some cases, offense. Knowing the basic rules of formatting will help ensure that all your electronic messages are understood as intended. When beginning an email or messaging conversation, always start with a greeting and the name of the person you are addressing. This might be something as simple as “Hi Joe,” or could include a more traditional greeting like “Good afternoon, Joe.” Keep your messages succinct and to the point. Long messages can appear overwhelming to the reader, causing them to miss out on important information within the body of the message. A good rule of thumb is to limit a message to one main point at a time, allowing for any necessary tangents within that point. If you've sent a particularly long message, it can often be helpful to include a ‘TL;DR’ (too long; didn't read) summary at the top of the message. This summarises the message in one or two succinct sentences, letting the reader know the key points without having to read the entire message. When communicating electronically, avoid using too many heavily-colored fonts and superlatives. It's often best to stick to a single, neutral font throughout the course of the message. Letting your message speak for itself by using precise, well-chosen words will convey the same information without risk of hyperbole. Using punctuation and capitals correctly can also help to ensure that your message comes across clearly. For informal messages - such as a text message - it is fine to use ‘text-style’ capitalisation and punctuation. However, for more formal messages it is best to use proper capitals and punctuation. At the end of a message, close with a polite sign-off and your name. Something as simple as ‘Best wishes’ or ‘Kind regards’ in combination with your name will suffice. When it comes to electronic communications, formatting your message properly can go a long way in helping to ensure that your message is understood and well-received. Keep these basic rules in mind when composing any message, and you will on the road to successful electronic communication.

Welcome! Learning correct formatting for your messages can be daunting, but don't worry - this guide will help lay the foundation for proper message formatting. Here is a list of essential things that you should keep in mind when formatting your message:

  • Be mindful of tone
  • Proofread
  • Use proper spelling and grammar
  • Include adequate white space
  • Choose clear fonts

Ask Relevant Questions in Your Follow-Up Email

A follow-up email can be a great tool to stay connected with a potential or existing customer. Some businesses overlook the importance and power of following up with customers after a sale is made, or an initial inquiry is made by a potential customer. By asking relevant questions in your follow-up email, you can obtain valuable customer feedback about your products or services and build a stronger relationship with your customers. In order to ensure your follow-up is successful, there are a few things to keep in mind when asking relevant questions in the email. Make sure your questions are clear and concise, so that the customer knows exactly what you are asking. Additionally, be sure that the questions are relevant to the conversation you already had with the customer, or related to the product or service you are offering. For instance, if you are contacting a customer regarding a new product, ask them what features they like and what features they would like to see. When it comes to the structure of the email, make sure to keep it to the point. Instead of having one long question in the email, break down the questions into multiple parts. Additionally, be sure to keep the overall tone of the email friendly and conversational, and make sure your customers feel comfortable answering your questions. Finally, be sure you give your customer a timeframe for when you will need the information. Depending on the urgency of the request, if you need an immediate response it’s best to mention that in the email. Following these tips can help you make sure you get the information you need in a timely manner. By asking relevant questions in a follow-up email you can not only stay engaged with your customers, but also obtain essential information that can help you improve your products and services. Keeping in mind the content of the email and the tone of the email can help make sure your follow-up is effective.

Create a Tactful and Professional Reminder

Knowing when and how to deliver a tactful and professional reminder can be challenging. Whether it’s a simple reminder to an employee who has not met an assignment deadline or a reminder to a customer who may have forgotten an account payment, delivering reminders politely and with respect is important. It’s essential to phrase reminders in a way that doesn’t come across as condescending. Writing the reminder in a respectful, polite tone can go a long way. Use a polite opening line, such as "I hope this email finds you well." Beginning the reminder in this manner acknowledges the recipient's humanity and avoids any hint of dismissal. Make sure the recipient has all of the information necessary to act on the reminder. In the body of the email, be sure to give the recipient all the necessary details needed to carry out the request. Additionally, include a timeline to ensure a clear understanding of how quickly the reminder needs to be addressed to prevent further repercussions. It’s courteous to include a statement emphasizing the recipient's importance to the organization sending the reminder. A few key words and phrases can make a difference in how the recipient perceives the reminder. Avoid any language that could be damaging to reputation, such as "you need to" or "you must." Instead, rephrase this in a more encouraging manner by using phrases such as "we would appreciate if you could" or "we look forward to your cooperation". Finally, ensure the reminder notes any potential repercussions for the recipient if their request is not acted upon in the prescribed timeline. For example, you may include a statement about late payment fees in a reminder about an invoice. Writing respectful and professional reminders can be tricky, but it’s key to maintaining a positive relationship. Use polite language, include all necessary details, and communicate the timeline and possible consequences to create a respectful and courteous reminder message.

Include the URLs and Attachments in Your Follow-Up

Follow-up emails are a great way to stay in front of your contacts. you can now make your follow-ups even more effective with the best practice of including the complete URLs and attachments in your emails. Whether you're sending a proposal, product demo, or presentation, it's important to make sure your recipient knows exactly which link to click for which action. Typing out the entire URL each time can take up a lot of time and space. If you have one consistent URL to share, you can save time by attaching it as a link. This will also save you space, and make sure your follow-up looks less cluttered. When you need to attach multiple documents, you can add them directly to the email. This will make things simpler for both you and your recipients being able to access all the materials quickly. Attaching the documents to your emails makes sure you have clear documentation of what was sent and received. Including the URL or attachments in your emails can make your follow-ups even more effective. This will make sure that your contacts access the right materials and that you save time and stay organized in the process. Making sure your URLs and attachments are complete and organized can help you get the most out of your follow-up emails.


Including URLs and attachments in your follow-up emails can help make conversations more productive and efficient. Following up is a great way to stay in touch with your contacts and keep the conversation going. Having key URLs and attachments prepared in your follow-up email can help ensure that you have the resources you need ready to go.

  1. The Definitive Guide to Follow-Up Emails
  2. How to Follow Up Without Being Annoying: Dump the Fear
  3. Follow-Up Email Best Practices: 7 Tips to Crafting Effective Communications
  4. The Perfect Follow Up Emails After a Meeting
  5. Attachment: Sample Follow-Up Email Template

End With a Call to Action

A call to action is a powerful marketing tool that can help you point your customers in the right direction and encourage them to take action. It is an essential element in any marketing strategy as it can help increase conversions, improve customer engagement and ultimately help you reach your business objectives. Regardless of what kind of business you have – ecommerce, real estate or a small mom-and-pop shop – a call to action can help persuade potential customers to take the necessary steps to purchase or learn more about your product or service. When deciding on what call to action you would like to incorporate into your marketing strategy, it’s important to focus on the customer and what action you would like them to take. Consider words such as “buy now,” “sign up now,” “take the first step” or “try it now” that can help you motivate your customers to take action. Incorporate your call to action into your website, emails, blog posts, and other digital and physical marketing materials to increase visibility. Additionally, you’ll want to ensure your call to action is supported by strong content that delivers a specific message, calls out the value of the product or service and clearly outlines the steps customers need to take to complete their purchase or learn more. The ultimate goal of a call to action is to create a sense of urgency and inspire your customers to take immediate action. Make sure your message resonates with them and is simple and clear so they can quickly and easily understand what is being asked of them. A call to action is a great way to build relationships and create a dialogue with your customers. Keep the customer’s best interests in mind, focus on the product or service you’re selling, and provide clear instructions on how to get there. Keep the tone conversational and positive yet assertive and you’ll be sure to maximize your call to action’s effectiveness. So, go ahead and take action now!

Edit and Proofread Your Email

The importance of editing and proofreading your emails can not be overstated. Sending an email with errors or typos, or with incorrect information, can give the impression that you aren't professional or reliable. Even worse, it can damage the relationship between yourself and the recipient. Fortunately, it is simple to edit and proofread your emails. Here is a step-by-step guide to maximize the accuracy of your emails: First, read the email out loud. This will help make it easier to catch mistakes or awkward phrasing. Be aware of the tone; your emails should be professional, but friendly. Once you’ve finished reading, double-check your grammar and spelling. Make sure everything is correct and that words haven't been accidentally added or left out. Also be sure to reread the email as if you were the recipient. Make sure the information is clear, and that it is relevant to the recipient. For example, check that the proper name or title is used throughout the email. Finally, review any attachments. Make sure the format is correct and that they open correctly. It is understandable to be excited about sending out an important email quickly, but take the extra step to read it over one last time. This can make a world of difference in how your message is received. By taking the time to edit and proofread your emails, you will increase the chances the recipient understands your message and you will build trust by showing you care about the accuracy of the information you are sending.

Include an Appropriate Signature

When sending emails or messages online, having an appropriate signature can help tie it all up and make it look more professional. A signature lets the recipient know who you are and how to contact you. It also provides a level of professionalism and credibility. When creating your signature, make sure you include all the necessary information-first and last name, job title, company name, website, phone number, email, and any social media accounts. You may also include a tagline or quote if desired. The signature should look neat and balanced, and should be tailored to the document or message you're sending. The length of your signature should also be appropriate. Too long and it could confuse the person viewing it-it’s best to be clear and concise. On the other hand, if the signature is too short it won’t provide much information or do much to add to the email or message. A good rule of thumb is to keep it between 5-7 lines. Your signature should also be consistent across all types of communication so that it looks professional. That means if you have a signature for emails, it should also look the same on other platforms like letters, faxes, and texts. You may want to create a few variations depending on the type of message or document you're sending. For example, a signature for a formal document, such as a business contract, should look different from a signature for a casual message. By taking the time to create an appropriate signature, you can make sure your message is taken seriously and with the proper level of professionalism. A signature makes you look reliable and credible, and it gives your message a finished look. Sincerely, [Your Name]

Send Your Follow-Up Email at the Right Time

When it comes to following up on important emails, timing is everything. It is important to make sure to send your follow-up emails at the right time. This helps to ensure that you get a response from the recipient and hopefully get the response you want. So, what is the right time to send those follow-up emails? First and foremost, you should give the recipient of your email a reasonable amount of time to respond. After all, they may have a lot of other emails to answer and may not be able to respond as quickly as you’d like. Typically, you should wait at least 3 to 4 days after your first email before sending your follow-up. That said, you don’t want to make them wait too long, so you may need to adjust this timeline depending on the urgency of your request. If you don’t hear back from the recipient, then you may need to adjust the content of your follow-up email. Make sure to express the urgency of your request and remind the person of why you’re trying to reach them. Additionally, make sure to make it clear that you’re simply trying to get in touch and haven’t heard back. Ultimately, the best advice for follow-up emails is to be patient. The most important thing is to make sure that you give the recipient enough time to respond. At the same time, make sure to gently remind them of your request and keep the conversation going. Lastly, if you still don’t get the response you’re looking for, don’t hesitate to reach out with a phone call. This will often go a long way towards solving any issue.

When it comes to emailing, one of the most important aspects is timing. How soon you should send a follow-up and how long to wait can be difficult to determine. This article offers a table comparison of when to send your follow-up email based on type of recipient.

Recipient Time Frame
Prospect Wait at least three days before sending a follow-up email
Client or Partner Wait a week or even longer to give them time to respond
Acquaintance or Friend Wait two or three days before following up

Consider Incorporating Automated Technology into Your Efforts

As businesses look for new ways to increase efficiency and lower costs, the incorporation of automated technology into daily operations should be considered. Automation technologies can support a variety of operations, from basic administrative tasks such as data entry and scheduling, to more complex functions such as order fulfilment and customer service. Automation technology can help streamline processes, improve accuracy, and enable businesses to facilitate tasks more quickly and effectively. Automated technology solutions come in many forms, ranging from simple to sophisticated. From robotics to artificial intelligence (AI), businesses can replace time-consuming manual processes with automated systems and processes. Automated solutions can reduce costs and help businesses complete more tasks in less time. Robotics are computer-controlled machines that are programmed to perform specific tasks. From industrial processes to medical procedures, robots can be configured to perform many tasks quickly and with superior accuracy. Artificial intelligence (AI) systems are computer systems which have been trained to process vast amounts of data and make decisions based on the data. AI systems can be used to automate complicated tasks, such as customer service and order fulfilment. Automated technology can also be used to integrate different processes and systems into a cohesive whole. Automated integration technologies such as APIs and web services allow businesses to connect different systems and individuals to share data and track progress. This can help reduce the time it takes to complete tasks and reduce the need for manual intervention. Automated technology offers tremendous potential for businesses to streamline operations and realize greater efficiency. By incorporating automated processes and integrated systems, businesses can reduce costs and increase productivity. Automated technology also makes it easier for businesses to track progress, identify problems, and make necessary adjustments.



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