How do you write a follow up email after a cold call?

Whether it's the first or second time you reach out to someone, following up is an important part of selling yourself as a professional and in building relationships. The more often you send emails and calls, the better chance you have at making that sale. But what if they don't respond? What happens next?

A lot can happen between two people talking over the phone or sending an email back and forth. Sometimes there may be nothing wrong with why they didn’t reply but sometimes there could be something off about their inbox or computer (or both). So even though many businesses will tell you not to worry too much about them ignoring your message, it still pays to know how to handle this situation.

Follow-ups are one of those things where having some practice goes a long way toward improving your skills and ultimately increasing your results. It doesn't matter whether you're trying to sell a product or service -- the same rules apply. Here we'll show you how to craft perfect follow-up messages so you never get lost again.

When should you follow up on a cold email?

It depends on who you're contacting, but generally speaking, any time within 48 hours of receiving a potential lead is appropriate. You might want to hold off until 72 hours depending on industry norms. If you've sent a pitch via LinkedIn, check your InMail box every day. And if you're working through a CRM system like Salesforce or HubSpot, make sure you are checking for new leads daily.

If you haven't heard from someone by then, consider reaching out again a few days later. Don't let them go longer than three weeks without hearing anything! Then you can start thinking about moving into the "warm" stage of marketing.

How long should I wait before calling/emailing someone again?

This really varies based on each person's preferences. Some prefer to hear back right away while others would rather wait several days before reengaging. Ultimately, it comes down to personal preference and you need to decide which approach works best for you.

The general rule of thumb is not to contact anyone more than once per week unless you already know the answer. That said, if you find someone has been ignoring you for months, you probably shouldn't hesitate to try again. There is such thing as being persistent enough that you eventually succeed.

How do you do a proper follow-up call?

Here's a quick summary of all the steps you should take during a follow-up call: 1) Get permission to speak directly to the decision maker 2) Be clear about the purpose of the call 3) Make sure they remember you 4) Ask questions 5) Close the deal with your offer 6) Thank them for taking the time and 7) Follow up immediately afterwards.

Of course, there are other factors involved here, including professionalism, confidence, and timing. For instance, if you called to leave a voicemail asking for information and were told that was fine, but you had to use a different method because you weren't able to talk to him personally, you'd likely come across as unprofessional.

Not only does it sound bad to ask someone else to give you access to their boss instead of just going straight to the top, but it also shows you aren't confident enough to walk in and present your case yourself. Instead, find another way to communicate with whoever made the final decision and you'll see improved results.

Likewise, if you tried to schedule a meeting with the CEO and he wasn't available, you wouldn't be giving yourself enough credit for actually going above and beyond. You are trying to build a relationship with the person who makes decisions, especially if you're pitching a product or service. They're the ones who will buy whatever you're offering, so you must earn their trust.

What do you say when you follow up a call?

You've got four main options here: 1) A thank you note 2) An apology 3) An explanation of what happened 4) An invitation to meet up in person

Let's explore each of these possibilities below.

1) A thank you note

Your goal isn't to overwhelm them with words. Keep it short and sweet. Try writing a simple paragraph thanking them for their interest and letting them know you look forward to hearing from them soon. This is a great option if you're trying to set up a face-to-face meeting. Send it as soon as possible after the original call.

2) An apology

Sometimes people forget to close the door behind themselves and end up stepping on your foot or knocking over a plant. When this happens, it's perfectly acceptable to apologize for your mistake. Letting a client know you accidentally left a chair blocking their path is far less serious than leaving a voice mail saying you won't return their call due to an emergency.

3) An explanation of what happened

Once you realize you forgot to close the door, the last option to consider is apologizing. However, if you've done everything correctly up to this point, it's unlikely they will need an excuse for forgetting to close the door. Unless you have a good reason to explain the error, save your apologies for situations outside of your control.

4) An invite to meet up in person

Finally, if you followed up appropriately and the person agreed to a meeting, you can always extend the invitation to meet up in person. Again, this is most effective when you're setting up a face-to-face meeting. Of course, if you're planning to travel to visit them, you should confirm the details ahead of time so you know exactly what to expect. Also keep in mind that if you're traveling a significant distance, you should plan accordingly.

While you may feel tempted to be overly apologetic in order to avoid offending someone, think twice about doing so. Remember, you're looking to establish a positive rapport with whomever you're reaching out to. Being rude rarely helps.

And here's one more piece of advice: Before deciding the exact wording of your follow-up, spend some time crafting the perfect opening line. While it's tempting to skip this step entirely, it's incredibly helpful in determining whether or not you'll receive a response from the recipient.

For example, if you have trouble coming up with a clever opener, simply pick the very worst phrase imaginable and play around with it. After all, you're not looking to impress anyone with your creativity. Just see what kind of reaction you get. Do you get annoyed? Are you confused? Does the phrase elicit laughter? These are all signs that you've chosen the correct direction.

Use our free follow-up email samples to learn more about creating compelling content and finding high quality prospects online.

There's nothing worse than sending an email or leaving a voicemail only to find out that the person didn't get back to you because they were too busy doing something else.

It can be frustrating when someone doesn't respond to your initial outreach attempt, but there are ways around it if you're trying to make them notice you again. In fact, we've developed some pretty creative strategies for following up on cold calls so you'll always have a chance at making a new connection.

However, before you start crafting emails and voicemails full of alliteration and cleverly crafted puns, consider this first -- what makes a good follow-up email? What exactly is the point in writing one after you haven't heard back from someone?

The answer isn't as straightforward as you might think, especially if you're looking to score a sale right away (or even just gain access to more information). After all, why would anyone want to hear about your product or service over and over again when they could easily block your messages instead?

But while you may not need to send regular follow-ups to everyone who contacts you, knowing how to craft a proper follow-up message will help you stand apart from other companies and give potential customers reasons to keep talking to you.

How do you follow up on a cold call?

A lot depends on whether you made a cold call or if you reached out through social media or another channel. If you called, you likely had a very brief conversation where you asked if he was interested in learning more about your company. You probably also offered him a price quote or invited him to schedule a meeting to discuss things further.

If he said yes to either offer, then congratulations! A possible lead has been created, which means you now know his name and number. From here, you can use any of our follow-up examples below to continue communicating with him. But remember, you don't need to chase him down every time he replies to you.

For instance, you could say "I'm happy to take your feedback into consideration for future products" or "Thank you for taking the time to talk with me. We look forward to working together." These phrases show both respect and interest in continuing their relationship without being pushy or aggressive.

You can also try calling him directly by dialing the last four digits of his cell number. This way, he won't feel like you're harassing him or pestering him, and you can ask him questions to see if you'd actually enjoy working together in the long term.

Of course, if he says no to your offers (and most people will), you need to let go of that contact immediately. However, if you've already established rapport with him, you can still reach out to him via email to remind him of your company's services. Here's how to approach this next step:

How do you follow up after a phone call?

After reaching out through social channels or asking him to meet up face-to-face, you're finally ready to set up a formal appointment. As soon as you agree to meet, you can begin planning ahead. It's important to create a timeline for setting up meetings with different prospects since many people aren't available during certain times throughout the week. For instance, some folks work Monday through Friday, others work Tuesday through Thursday, etc., so you can't expect everyone to fit into your schedule perfectly.

Once you decide on a day and time to meet with each prospect, it's best to put pen to paper. Whether you prefer handwritten notes or typed ones, creating a detailed agenda helps you stay organized and focused on what needs to happen. Be sure to include details such as when you plan to arrive and leave, the location of the meeting, and anything else relevant to the discussion.

While your goal is to learn everything you can about your prospect, it's important to remain professional. Don't share personal information unless you're comfortable enough to do so. Also, avoid sharing sensitive financial info, health issues, or any other information not related to the topic of your pitch.

Lastly, as much as you want to impress your audience with your knowledge and expertise, never forget that the purpose of your meeting is to sell them on a particular solution. There's no reason to divulge unnecessary details if you're simply going to tell them about your offering once again anyway.

How often should I follow up cold call?

Now that you have leads lined up for your team to pursue, it's time to figure out how frequently you should check in with those prospects.

As mentioned above, you shouldn't necessarily be contacting a prospective client daily or weekly. Instead, you should focus on having conversations with those people who are actively engaged with your brand. Those individuals are typically the ones who are willing to invest money and/or resources into your company. That's why it's critical to maintain open communication with them.

On top of that, you should also prioritize scheduling follow-up appointments with people who seem interested in hearing from you. While you should definitely hold off on approaching complete strangers, it's alright to occasionally reach out to someone you met online who seems receptive to receiving additional pitches.

In general, however, most businesses recommend keeping your follow-up frequency low. Try to wait three days between emails or voicemails, and two weeks between scheduled meetings.

How do you politely follow up?

Whether you're reaching out via email or voicemail, it's crucial to stay positive and respectful. Remember that your tone matters, so choose words carefully before hitting Send. Avoid sounding desperate or demanding, and stick to simple sentences rather than flowery language.

Also, don't use emoticons in your messaging. They usually indicate sarcasm or frustration, neither of which you want to convey to a customer. Emoticons are fine if you're responding to a comment on Facebook or Instagram, but they're generally frowned upon elsewhere.

Here's an example of a "polite follow-up email":

Hi [name],

We wanted to touch base with you regarding our proposal. Is there somewhere convenient where we can connect?

Thanks,

[Your Name]

This type of email shows interest in your prospect's opinion, respects her privacy, and gives her plenty of time to decline. And since it doesn't sound overly enthusiastic, she might actually read it and reply accordingly.

How do you follow up after an interview?

Interviewing someone is similar to pitching them, except it happens in real life. Therefore, it's imperative that you treat this situation similarly to a cold call whenever possible.

To ensure that you don't come across as rude or pushy, it's helpful to practice what you'd normally say to a stranger during a job interview. For instance, you can prepare yourself to say "thank you," "no thank you," or "let's chat later," depending on the answers you receive during your initial encounter.

Additionally, don't rush toward the end of the interview. Give your interviewer ample time to finish speaking and ask questions. The worst thing you can do is cut them off mid-sentence and begin pressuring them to hire you before they're finished answering.

When you're done interviewing, be sure to thank your interviewer for giving you the opportunity to speak with him or her. Then, move onto the next phase of the process as quickly as possible.

How do you follow up after a business phone call?

Like your typical cold call, you'll want to set up a meeting with a potential customer after you've spoken with them over the phone. Again, though, you should only initiate a second round of correspondence if the person seemed genuinely interested in what you had to say. Otherwise, stop pursuing them and move on to your next target.

How do you follow up after a business conversation or meeting?

Similar to a cold call, there's really no difference between reaching out after a meeting versus a phone call. When you conduct a business conversation, you want to be sure to listen attentively and pay close attention to how your listener responds to what you say.

By observing body language and listening closely, you can determine whether or not they're truly interested in working with you. If they appear disengaged, don't bother chasing them down. On the other hand, if they express genuine enthusiasm toward your idea, you can use any of the follow-up samples below to continue building a relationship.

Finally, even if you don't hear back from your prospect within 48 hours, don't panic. Just shoot them an email reminding them of your previous conversation and letting them know that you're eager to continue developing a partnership.

If you ever run into trouble finding a great follow-up email template, try our collection of free email marketing tools for small businesses.

You've sent out an initial cold email or made a sales pitch on the phone, but didn't get any interest back. Now what's next? You'll need a follow-up email if you want to keep in touch and increase your odds of making a sale. But writing that first follow-up email can be tricky - it needs to hit all the right notes without being too pushy!

If you're new to marketing, following up is one of the most important parts of selling effectively. It lets you know whether someone has received your message, which means you can adjust your strategy accordingly (or even send another copy). The key thing here is to make sure you don't overdo it by sending multiple emails with just subtle changes. If you're not used to this kind of communication, you might find yourself struggling to come up with good ideas for your follow-ups.

Luckily there are plenty of templates available online that will help you create effective follow-up emails. Below we have put together some examples from our own experience as well as those of other marketers so you can see exactly what they look like and decide which ones work best for you. In fact, we've got so many options that we decided to narrow down the list into four sections based on different scenarios and send timescales. We hope you enjoy this guide and can use it to boost your sales conversions.

How do you write a follow up email after a call?

This section covers the exact scenario where you called someone before you left them wanting more information about their product or service. They may have asked for your number at the end of the call, so now you're ready to send a quick note letting them know you'd love to speak further when they're free. Use the sample below as inspiration!

Subject line: I'm still interested in speaking with you [Your Name]

Body: Hi [Firstname],

I enjoyed talking to you last week and would love to talk again soon. Would you be open to meeting me for coffee sometime within the next few weeks? My schedule is pretty busy during the coming months, so let me know if that works for you.

Best wishes,

[YOUR NAME HERE]

In addition to this text, you could add a link inviting people to read more about your company. Or perhaps include a short video clip explaining why you're interested in doing business together. Allowing customers time to respond gives you valuable insight into how they feel about working with you, which helps inform future decisions.

How do you politely start a follow up email?

When you've been contacted by someone via email who hasn't responded yet, you probably want to give them a second chance. This doesn't mean you should bombard them with countless messages though - instead, try starting off with something simple. For example, "Hi [first name]. Thanks for taking my call yesterday." Then go straight into asking about their availability. Keep your tone professional throughout.

Asking questions also shows you care enough to understand what they think about your offer, rather than trying to sell them something immediately. Here's a great example from our own inbox:

"Hey [Name], thanks for calling me yesterday. How did the rest of your day go?"

"It was great actually. Just wanted to ask you a couple of things about your products and services. Do you mind if I take 10 minutes to fill out this survey?"

"Of course not! Please drop by whenever you’re free!"

You can then continue to build rapport by sharing similar interests or experiences. Remembering names is always useful when approaching potential clients, especially if you plan to meet face-to-face later.

How do you follow up after a cold email?

After sending out several emails to prospective leads but receiving little feedback, you might consider giving them a break before contacting them again. Once you've had a period of silence, you can reach out to check in with them or simply update them on your progress. Here's an example of how you can approach this situation by building trust gradually:

Subject line: Hi [Firstname],

Just checking in to see how your project is going. Hope everything is fine with you and your team. Let me know if you have any questions or concerns.

Best Wishes,

[YOURNAMEHERE]

Body: Hey [Firstname],

Glad to hear that everything is running smoothly with your team. Sorry it took us so long to connect with each other, but hopefully this email finds you enjoying success with your projects.

We're happy to share updates on our latest developments and invite you to join our community mailing list. As part of that, we'd like to introduce you to our newest member, [MEMBER'S FIRST AND LAST NAMES HERE]. He/she joined us recently and seems really excited to bring his/her expertise to the table.

Please let me know if there's anything else I can assist you with. Have fun with your project and please say hello to him/her for us. Best,

[YOURNAMEHERE]

Should you follow up after a cold email?

While it's tempting to contact everyone who contacts you, doing so isn't necessarily wise. Many businesses already receive hundreds of calls per month, so it's easy to become overwhelmed by the sheer volume. Instead, focus on reaching out to relevant prospects. To learn more about prospect identification, check out our article on how to identify high quality leads.

Once you've done that, you can choose to either ignore the non-responders completely, or send them a follow-up email. While you shouldn't spam anyone, you should definitely avoid sending endless unsolicited communications. Follow up only when necessary, and remember that people often change their minds between conversations. That's why it's crucial to treat every interaction with respect.

How do you politely start a follow up email?

The same principle applies here as in previous situations. Start off by introducing yourself briefly, and then move onto discussing what you discussed in person. Again, you wouldn't want to pester anyone unnecessarily, but you can gently remind them of your discussion if they seem lost in thought.

Here's an example of a follow-up email written by an entrepreneur:

Hello [Firstname],

Thanks for chatting with me earlier today. I appreciate your commitment to helping others succeed. I'd love to discuss how we can collaborate on a project related to increasing productivity. When is a suitable time for us to chat?

Best Wishes,

[YOURNAMEHERE]

How do you follow up after a cold call?

Now that you've learned how to write a follow-up email, you might wonder what to do once you've reached out to someone and haven't heard back. After days pass, you might begin to worry that you missed out on an opportunity. However, you're far better served focusing on finding ways to engage with your target market in general. There's nothing wrong with leaving a voicemail or sending an email to thank them for their input, but you won't want to overuse this tactic.

Instead, you should aim to strike a balance between maintaining regular interactions and waiting patiently until the right person responds. You can also try connecting with current customers through social media platforms such as Facebook and LinkedIn. These kinds of relationships allow you to stay top of mind, while still keeping your brand fresh in their minds.

To learn more about customer relationship management (CRM) software, check out our post on the best CRMs available for small business owners.