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How to Create a Perfect Follow-up Email



How to Create a Perfect Follow-up Email


Follow-up emails are essential for businesses in order to build relationships, promote services or products, and keep track of tasks. When done correctly, they can help establish brand loyalty and increase customer retention. However, poorly written emails can come off as overly pushy or leave people feeling less than impressed. Fortunately, there are a few steps you can take to ensure that you’re sending a well-crafted follow-up email and make a great impression on the recipient. Keep the following tips in mind when crafting your follow-up emails.

Create a Clear Subject Line

When it comes to crafting effective subject lines for email campaigns, it is essential to create something that grabs the attention of the reader. A good subject line can hook in a potential customer, and increase the chances of them opening the email and engaging with the company. When writing a subject line, it is important to keep it both concise and clear. The subject line is the first thing that a reader looks at, so it is essential to create something that efficiently conveys the message and value of the email in as few words as possible. Without being overly complicated or wordy, you should be able to succinctly convey a single idea that will be relevant to the reader. When creating a clear subject line, it is also important to think carefully about the tone. Depending on the company or the product, the subject line should remain light and friendly, or professional yet informative. It's best to avoid using too much slang, and writing in a conversational tone while keeping things friendly. Also, make sure that there are no typos or errors. If you are going to include personalization in the subject line, be sure to make it meaningful and relevant to the reader. For example, including the person's first name, or mentioning something about their previous interactions with the company can make the subject line sound more personal. It is also important to avoid being too gimmicky or overly sales-driven in the subject line. Be sure to focus on the product’s value, rather than just trying to create artificial urgency or making absurd promises that you cannot keep. All in all, crafting a clear subject line is vital for any email-marketing campaign. Clear and concise subject lines that are focused on the customer’s needs, and that avoid being too gimmicky are essential for a successful email marketing campaign.

Stay Focused on the Purpose

In this increasingly competitive world, it’s easy to become distracted and sidetracked from your goals. We’re constantly bombarded with endless task lists and less than perfect circumstances, which can make it difficult to stay focused on the purpose. At times it’s helpful to take a step back and remind ourselves of why we’re doing what we’re doing in the first place. We should practice gratefulness and remember to stay focused on our purpose. This can help us cultivate a sense of inner peace and strength. Here are some simple strategies to help you stay focused on the purpose: Take time for reflection. Set aside time at the beginning and end of each day to contemplate your purpose. Acknowledge all the positives of the day and plan your next steps to make progress towards your goal. Keep a journal. Make sure to create a journal to document all of your thoughts and accomplishments. Seeing the progress you’ve made can be a powerful motivation to stay focused. Break down your tasks. Trying to tackle a large project all at once can be overwhelming and off-putting. Breakdown your goal into smaller tasks and dedicate yourself to completing each one until all the pieces are in place. Remain positive. Don’t allow negative thoughts and feelings to cloud your decisions and derail your objectives. Replace pessimistic thoughts with positive reflections and encouragement to yourself. Connect with your peers. Keeping connected to those who share the same goals and interests as you can keep you moving forward and staying focused on the purpose. Surround yourself with people who are ambitious and motivated towards the same objectives as you. It’s important to remember that staying focused on the purpose takes discipline and dedication. It won’t be easy, but with commitment and perseverance, you’ll be able to stay on track and reach your goals.

Re-state the Purpose in the Body of the Email

When sending an email to someone you are likely hoping to elicit some type of response; without making it explicitly clear what you are asking for, recipients are often left confused about what you expect them to do. To ensure that the desired response is received, one should re-state the purpose in the body of the email. A clear, concise, and direct statement in the outset of the message is necessary to communicate the intended purpose of the email. This statement should directly address what you are asking the recipient to do. Doing this will remove any confusion that the reader may have and make it easier for them to respond appropriately. Moreover, one should also provide a few simple instructions or guidelines that inform the recipient of the required response parameters. This additional information could refer to the form, method, or timing of the response itself. Additionally, you should provide as many details as possible to ensure that the required response is received. This could include providing supporting information or documents which make it easier for the recipient to follow through with the requested action. This also allows the recipient to gain a more thorough understanding of the situation before committing to a response. Including an appropriate call to action is also important to make sure the recipient knows when and what type of response you expect to receive. For example, if you would like the recipient to respond by a certain date, be sure to include this in the body of the email. In conclusion, when sending an email for any type of response, it is important to ensure that you clearly and concisely re-state the purpose in the body of the message. By providing as much information as possible, you will make it easier for the recipient to follow through with the expected responses in a timely and accurate manner.

Keep it Short and Sweet

The phrase “Keep it Short and Sweet” refers to the idea that sometimes the best approach is the simplest one. This concept applies to all areas of life from relationships to work. To maintain a healthy balance, it’s important to keep communication direct, honest, and simple. The workplace is one of the most prominent places where keeping it short and sweet is essential. In business, time is money and efficiency is key, so concise language is the way to go. When communicating with co-workers, be sure to use clear language that gets your point across. Brevity allows for quicker decisions and allows everyone to focus on the task at hand. In relationships, keeping it short and sweet applies as well. Nobody likes talking in circles and beating around the bush. When conveying your feelings to someone, be honest in your words. Instead of explaining why you’re displeased, simply articulate your needs. This can help prevent any confusion or frustration stemming from misunderstandings. Although it’s easy to wander in conversation, it’s important to get your point across in the most efficient and concise way. Sometimes it’s necessary to elaborate on certain details, but skip unnecessary words and stick to the most direct route. In the end, it’s more time efficient and everyone will appreciate the effort. By keeping it short and sweet, you’ll save yourself and others plenty of time and energy. Focusing on simplicity will be beneficial in all kinds of relationships and business matters. Remember, the most meaningful words can often be the most memorable.

Keep it Short and Sweet is an idiom used to express the idea that one should use the fewest words possible when speaking or writing. Here are five steps to making sure you keep it short and sweet:

  • Understand the point of your message.
  • Organize your thoughts.
  • Cut and edit your words.
  • Practice what you want to say.
  • Be concise and direct.

Be Personal

Being personal means cultivating an inner life, having internal values, and contributing to the world from a place of understanding and connecting from the heart. Rather than relying on external opinions and societal norms to define our sense of self-worth, being personal means tapping into what makes us unique and passionately contributing to the world from that authentic space. At the core, being personal is about understanding who we are and what we believe in. It’s about discovering what truly matters to us and removing labels and expectations that try to define us. It’s about taking the time to reflect and listen to our inner voice. It’s accepting both our positive and negative traits, embracing all of it, and understanding that we are enough even if it means not fitting in. Understanding and loving ourselves is the foundation of being personal. Being personal is also about connecting with others. It’s about creating honest relationships built on trust and connection. It’s about taking the time to listen to others and be open to the possibility that their perspective might be different than our own. This also includes an acceptance of other’s opinions, beliefs, and values even if they differ from our own, and learning to value them for who they are. Being personal is about taking responsibility for our thoughts, feelings, and actions and communicating them responsibly. It’s about creating boundaries and being open and honest while respecting other’s boundaries as well. Lastly, it’s about having the courage to be different and pursuing our passions in the face of criticism and judgment. The impact of being personal is profound. Not only can it give us an understanding of our own unique purpose, it can also open us up to meaningful relationships with others. Ultimately, this can lead to greater feelings of joy, peace, and contentment.

Include Necessary Information

Including necessary information for a task, project, or assignment is key for ensuring that it meets all standards and expectations. Necessary information should be given to any assigned personnel before beginning the task, project, or assignment. Necessary information may come in multiple forms such as instructions, descriptions, directions, expectations, guidelines, deadlines, contact information for any persons working on the assignment, and any additional information needed. Instructions provided should be detailed, organized, and written or given in a format the person can understand. Any steps for completing the assignment should be given in the order that they must be done and must be easy to follow. It is important that clarity is provided throughout the instructions and that the person understands the tasks they must complete. Additionally, descriptions of tasks should include all information required to complete the assignment. With any project or assignment, deadlines should be set and should be reasonable and achievable. These can be set as individual task deadlines as well as a time in which the entire project or assignment should be completed by. Deadlines should be given to the person in a timeline format for them to better understand when each task or task group must be completed by. If multiple people are working on the task, project, or assignment, contact information should be provided for each person. This information should include names, titles, job descriptions, and any other contact information needed such as email address or phone number. Whether the person is working in the same office or remotely, contact information should be easily accessible to ensure assignments are on track and that all personnel know how to communicate with each other. Guidelines and expectations for the task, project, or assignment should also be given. This could be any material, instructions, or criteria that must be met when completing the task, project, or assignment. This can also refer to any best practices or ways that a task should be completed before turning in the final assignment. All listed guidelines and expectations should be established ahead of time so that the person knows the standards they should be meeting. Including all necessary information for a task, project, or assignment helps ensure the assignment and personnel working on it is successful in completing the task. When all necessary information is provided, the assigned person or team is given the necessary tools they need to complete the task, project, or assignment efficiently.

Remind Them of Your Credibility

Reminding customers, clients and potential leads of your credibility is a great way to make sure you stand out from your competitors and increase conversions. Credibility is earned through hard work, dedication and providing quality products or services. When people have faith in you and your brand, they are more likely to make purchases or choose your products or services over someone else's. There are a few ways you can increase credibility and remind your customers, clients and potential leads of your capabilities. The first step is to have a professional website. This shouldn't just showcase what you offer, but also highlight any awards, professional certifications and qualifications you may have in your specific field. Additionally, having a strong presence on social media is another great way for people to learn about you and your brand. Developing relationships is another great way to make sure you remind customers of your credibility. Keeping in touch with customers and clients is important as it ensures they are aware you are reliable and knowledgeable in your field. This can be achieved through a variety of means, including newsletters or emails, social campaigns or events and even personal meet-ups. Finally, have a good awareness of industry trends and get involved with your industry. Showcasing your knowledge and expertise in your field will help you stand out and remind customers and potential leads of your credibility. Overall, there are a few ways to remind customers and leads about your credibility. It is important to build a strong presence online and offline and highlight any awards, certifications or qualifications you may have in your field. Additionally, it is important to keep in touch with customers and get involved with your industry in order to stay ahead of the trends.

Writing anything you want to be taken seriously takes a lot of credibility, but luckily, there are a few tricks to help you out. Here's a few you can try to help you out:

  1. Lead with facts and real-life experience
  2. Support with relevant research
  3. Mention awards or recognition
  4. Include reputable sources
  5. Establish authority with testimonials

Proofread, Proofread, Proofread

Proofreading is the process of reviewing a document to identify any mistakes that may have been overlooked while writing it. It involves paying close attention to the grammar, punctuation, spelling, and formatting of a document. Every document—whether it is a school paper, a blog post, a journal article, or a business proposal—should be proofread before it is submitted. Proofreading is often confused with editing. Proofreading occurs after the writing process has been completed. It is primarily focused on catching any errors that were not identified during the writing process. Editing, on the other hand, is a more comprehensive process that involves addressing issues that may impede the flow of ideas in the document. Proofreading is important because even the best-written papers and articles can be marred by careless mistakes. A misspelled word, an improper punctuation mark, or a misplaced comma can make your work look unprofessional and distract from the point you are trying to make. Furthermore, poorly written documents reflect negatively on the reputation of the author. To ensure your documents are mistake-free, you should proofread them carefully and thoroughly. While it is helpful to read the entire document from start to finish, you should also read it again from the bottom up to ensure all errors have been identified. Most important of all, read your work out loud so you can listen for any inconsistencies and awkward sentences. As tedious as it may sound, taking the time to proofread your documents can be invaluable. Not only will it help you hone your writing skills, it will also help you present your work in its best light. So, whatever document you are creating, make sure to proofread, proofread, proofread!

Send at the RightTime

The importance of timing when sending emails should not be underestimated. Sending an email at the right time can result in higher engagement levels, better conversion rates, and more successful campaigns. Sending emails at the optimal time should be a top priority for any business that uses email for communication. Every customer has their own personal preferences, but there are established best practices that should be followed when sending emails. Start by considering the time zone of your recipients. Make sure to send emails during the normal 9am-5pm working hours in that zone. This will ensure that your emails are more likely to be seen during working hours where customers are more likely to respond quickly. It’s also important to note that different populations prefer different times. For example, the Millennial and Gen-X generations are more likely to check emails during the evening, and retirees may prefer to check emails in the morning. Consider the demographics of your target audience when sending emails. You may also want to consider the type of message you’re sending. Casual emails can be sent at any time, but more formal emails should be sent during normal business hours. Finally, consider the amount of emails you’re sending. Sending too many emails, or sending emails too close together, can lead to people unsubscribing or marking them as spam. It’s important to find a balance when it comes to your sending frequency. By considering the time zone, demographics, message type and frequency when sending emails, you can ensure you’re sending emails at the right time. This will lead to higher engagement levels, more responses and better overall campaigns.

Be Open to Conversation

When it comes to conversations, it's important to be open and honest. It can be easy to get caught up in our own thoughts and opinions, but it's important to be open to the views and perspectives of others. It's a great way to learn, grow, and strengthen relationships. One of the best ways to stay open to conversation is to practice active listening. By really listening and taking in what the other person is saying, you can understand their viewpoint and calmly engage in respectful dialogue. Let them know that their opinion is valued. People are more likely to open up if they feel that their thoughts are being listened to and respected. Try not to let preconceived notions or judgments influence the conversation. Instead, take a step back and get your own biases out of the way. Remember that communicating openly and without judgment will foster positive conversation and fresh ideas. Incorporate your own viewpoint and experiences into the discussion. Doing so will help to stimulate dialogue and can be a great way to open up the conversation to new topics. Be open to taking risks. If somebody shares an opinion or idea that you're uncertain of, don't be afraid to ask questions or express your own thoughts in a respectful manner. As long as it's done in a way that is not derogatory or dismissive, then conversation can be a great way to foster understanding and allow those involved to learn from each other. Having a spirit of openness and curiosity will help keep conversations lively and can increase understanding between you and the other person. If you're open to conversation and can communicate with respect, then it can be a great way to strengthen relationships and create meaningful dialogue.

Provide Useful Information

Providing useful and relevant information is essential for businesses to succeed online. Whether your business is large or small, having quality content can help you increase website traffic, attract new customers, boost visibility, increase sales, and much more. Creating and sharing helpful content is one of the best methods for getting the attention of potential customers. Quality content should focus on topics that are relevant to your industry and to your target audience. This information should be accurate, interesting, and useful to help keep people coming back for more. Consider providing detailed answers to common industry questions, how-to articles, explainer videos, and other helpful resources. One of the best strategies for establishing yourself as an expert in your industry is to highlight your products and services in an informative way. Quality content that focuses on the features of your products or services can help potential customers make informed decisions. Highlighting case studies, customer success stories, and news stories about your company can also be an effective way to provide potential customers with helpful information. When providing information, it is important to ensure accuracy. Having incorrect information on your website can lead to lost customers and tarnish your reputation. Additionally, it is important to create content that engages your audience. Long-form content that is easy to read and chock full of helpful insights is often more engaging than short snippets of text. Consider adding visuals or other multimedia to spice up your content and make it more palatable for readers. Building a content library of helpful information is a great way to help build credibility and trust. As you continue to produce high-quality content, make sure to share it on social media as well. This can help you reach a larger audience and also allow for more engagement with your customers. In summary, providing useful information is a great way to build trust with potential customers and increase your visibility. Quality content that focuses on relevant topics with accurate information is essential for businesses that want to gain a competitive edge online. Remember to share your content on social media as well to make sure that potential customers find you.

It's important to always make sure you are providing accurate information when giving someone information. To compare the two ways of giving useful information - talking and writing - here is a comparison table.

Talking Writing
Allows for questions and feedback Relies on reader comprehension
Can be misunderstood or forgotten Can be reviewed easily and remembered longer
Can provide immediate feedback Less interactive
Provides context and nuance Faster to receive than talking

Make Sure You Follow Through

Make sure you follow through. If you say you’re going to do something, follow through! It is important to your credibility and your relationships that you take others seriously and stay true to your word. Follow through communicates a deep level of respect and earns trust, while shying away from your commitments can give others a negative impression. Fulfilling your promises not only respects others it shows respect for yourself as well. Being able to complete what you set out to do can build confidence and self-esteem. Following through on your commitments can help you build a great reputation as someone who is reliable and trustworthy. Having a to-do list will help you stay organized and organized will help you take action. That will make it easier to get your tasks done. Generate a timeline and give yourself a realistic deadline to complete each task. Stay motivated to complete what you said you were going to do. Visualize the completion of the task to get inspired to follow through. Find ways to reward yourself when tasks are done and stay positive even when times are tough — never give up. Making sure you follow through also means you are proactively managing your time. Use a calendar or an app to track your progress and be mindful of how you are spending your time. This will help you have more control over your days and be able to prioritize the important tasks. Having someone hold you accountable for completing your tasks can help you stay focused and motivated. Ask a friend or family member to help you stay on track and check in regularly. This will give you a mental push and help avoid procrastination. Following through on your commitments is key to building a positive relationship and establishing trust. Show others that you are someone who takes their words seriously and don’t forget to reward yourself after you’ve completed the to-do list. Being consistent will help you reach the goals you set out to achieve. You’ll gain a sense of satisfaction from positively completing your tasks.


Author

Anyleads

San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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Enrichment data software to find emails

The perfect product to generate high quality leads from B2B to B2C.

  • Access / extract from more than +15M B2B companies.
  • Extact local businesses from Google Maps.
  • Find company domains from names.
  • Get all employees emails from a list of domains.
  • Send all the data to your CRM via Zapier.
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Anyleads
Email, phone & social media extractor

Extract emails, phones on the page of websites and download it to Excel or CSV.

  • Upload a list of websites to extract emails.
  • Export phone numbers from landing page.
  • Export social media urls (Facebook, Instagram ..) from pages.
  • Export to CSV or Excel in one click.
  • Send the data to your CRM or other software.
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Anyleads
Find emails from first name, last name and company name

Discover emails from a CSV from 3 columns (first name, last name, and company name).

  • Upload big batch of CSV online to find emails.
  • Email discovery is fast and build emails from patterns.
  • Find valid emails from 3 data points.
  • Export to CSV or Excel in one click.
  • Send the data collected to your CRM or any software.
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Anyleads
Chatbot solution to capture and convert visitors into leads

Transform your visitors into leads by capturing information from them.

  • Install unlimited chatbot to capture unlimited leads.
  • Customize the scenario of your chatbot.
  • Customize the color, position and the widget.
  • Export the leads into Excel or CSV.
  • Send directly the leads captured to your CRM or any software.
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Anyleads
Daily registered domains with leads information

Discover each day thousands of new companies registered on Internet.

  • Prospect new businesses registered on Internet.
  • Transfer leads to campaigns to send emails on it.
  • Thousands of new leads uploaded each day.
  • Export all the leads into Excel or CSV.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Online review management to get more online reviews

Capture reviews from visitors, and increase your reviews on Google and Facebook pages.

  • Install and customize the widget on your website.
  • Collect more reviews, increase your SEO position.
  • Grow your Facebook page and Google page.
  • Export reviews into Excel or CSV.
  • Send reviews directly to your CRM.
illustration
Anyleads
Sequence (cadence) / newsletter campaigns tool

Send newsletter or sales emails with automatic follow ups.

  • Create unlimited campaigns and connect unlimited senders.
  • Warm up feature to increase your deliverability.
  • Send personalized images with our image personalization tool.
  • Send events to your CRM such as opens, clicks and replies.
  • Generate more sales meeting with automatic follow ups.
illustration
Anyleads
API to prevent fake emails registration on your service

Each time someone registers to your service, ping this API to verify if the email is correct.

  • Verify if an email exists to prevent fake emails.
  • Export results into Excel or CSV.
  • Ping in real time our API or plug it in your system.
  • Instant email verification.
  • Send collected data to your CRM or other software.
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Anyleads
Social proof notification widget tool

Generate and display notifications on your website to show random messages to your visitors. This will increase your sales and credibility.

  • Add unlimited websites.
  • Add unlimited notifications.
  • Create geo-targeted notifications.
  • Display random fake notifications.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Extract B2B emails from B2B social media

Extract emails and contact from B2B social media. Find new leads in one click and create targeted lists.

  • Create unlimted lists, filter by country, industry, size and job title.
  • Hyper targeted lead generation.
  • Generate B2B and B2C lists in one click.
  • Super fast emails generation.
  • Send leads to your CRM or other software.

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More than +200 features to generate leads 😍

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illustration
Anyleads
Enrichment data software to find emails

The perfect product to generate high quality leads from B2B to B2C.

  • Access / extract from more than +15M B2B companies.
  • Extact local businesses from Google Maps.
  • Find company domains from names.
  • Get all employees emails from a list of domains.
  • Send all the data to your CRM via Zapier.
illustration
Anyleads
Email, phone & social media extractor

Extract emails, phones on the page of websites and download it to Excel or CSV.

  • Upload a list of websites to extract emails.
  • Export phone numbers from landing page.
  • Export social media urls (Facebook, Instagram ..) from pages.
  • Export to CSV or Excel in one click.
  • Send the data to your CRM or other software.
illustration
Anyleads
Find emails from first name, last name and company name

Discover emails from a CSV from 3 columns (first name, last name, and company name).

  • Upload big batch of CSV online to find emails.
  • Email discovery is fast and build emails from patterns.
  • Find valid emails from 3 data points.
  • Export to CSV or Excel in one click.
  • Send the data collected to your CRM or any software.
illustration
Anyleads
Chatbot solution to capture and convert visitors into leads

Transform your visitors into leads by capturing information from them.

  • Install unlimited chatbot to capture unlimited leads.
  • Customize the scenario of your chatbot.
  • Customize the color, position and the widget.
  • Export the leads into Excel or CSV.
  • Send directly the leads captured to your CRM or any software.
illustration
Anyleads
Daily registered domains with leads information

Discover each day thousands of new companies registered on Internet.

  • Prospect new businesses registered on Internet.
  • Transfer leads to campaigns to send emails on it.
  • Thousands of new leads uploaded each day.
  • Export all the leads into Excel or CSV.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Online review management to get more online reviews

Capture reviews from visitors, and increase your reviews on Google and Facebook pages.

  • Install and customize the widget on your website.
  • Collect more reviews, increase your SEO position.
  • Grow your Facebook page and Google page.
  • Export reviews into Excel or CSV.
  • Send reviews directly to your CRM.
illustration
Anyleads
Sequence (cadence) / newsletter campaigns tool

Send newsletter or sales emails with automatic follow ups.

  • Create unlimited campaigns and connect unlimited senders.
  • Warm up feature to increase your deliverability.
  • Send personalized images with our image personalization tool.
  • Send events to your CRM such as opens, clicks and replies.
  • Generate more sales meeting with automatic follow ups.
illustration
Anyleads
API to prevent fake emails registration on your service

Each time someone registers to your service, ping this API to verify if the email is correct.

  • Verify if an email exists to prevent fake emails.
  • Export results into Excel or CSV.
  • Ping in real time our API or plug it in your system.
  • Instant email verification.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Social proof notification widget tool

Generate and display notifications on your website to show random messages to your visitors. This will increase your sales and credibility.

  • Add unlimited websites.
  • Add unlimited notifications.
  • Create geo-targeted notifications.
  • Display random fake notifications.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Extract B2B emails from B2B social media

Extract emails and contact from B2B social media. Find new leads in one click and create targeted lists.

  • Create unlimted lists, filter by country, industry, size and job title.
  • Hyper targeted lead generation.
  • Generate B2B and B2C lists in one click.
  • Super fast emails generation.
  • Send leads to your CRM or other software.