How to Write a Second Email After No Response
If you’ve sent an email and received no response, it can be frustrating. You may feel like you’ve been ignored – but this isn’t necessarily the case. It could be that the recipient has simply overlooked the message, or that the subject wasn’t of interest to them. Writing a second email doesn’t just provide a second chance to have your communication read. It also solves the matter of your original email’s lack of response. When the recipient doesn’t respond to your original email, it’s often useful to send a second, follow-up one. It’s polite, it shows you’ve put effort into trying to make contact, and it can get you the attention you deserve. But writing a successful second email isn’t as simple as it seems. Here’s how to craft an effective follow-up message that will get you the response you’re seeking from the recipient.
Be Polite and Professional
We all know the golden rule: treat others as you’d like to be treated. It’s a universal adage that applies in every situation, including work. While it might be natural to be polite and professional in professional environments, some may not be aware that this attitude should be applied in all scenarios—from business meetings to casual conversations. Being polite and professional in the workplace can have multiple benefits. Not only will it help you get along with superiors, colleagues, and clients, it can also help you advance. Employers tend to look favorably on workers who demonstrate respect, courtesy, and a “can-do” attitude. In addition, showing courtesy and politeness to your colleagues can strengthen work dynamics and productivity in the workplace. When it comes to being polite and professional, it’s important to first make sure you understand what this means. Politeness is generally understood as the practice of treating others with kindness and respect. Professionalism includes behaving in a professional manner, adhering to job specific behavior expectations, displaying a high level of competency, and being organized, competent, and reliable in your work. The most important aspect of being polite and professional is to be humble and open to others. This can include maintaining appropriate body language, using a courteous and respectful tone of voice, and avoiding conflict. In addition, listening to others and sincerely considering their perspective is essential for creating a productive and respectful work environment. Overall, being polite and professional can help your career. It can reinforce strong working relationships, help you get ahead, and boost work productivity. When it comes to your professional life, always practice the golden rule: treat others as you’d like to be treated. In doing so, you can gain the respect of your peers and advance in your chosen career.
Check the Recipient’s Availability
When sending a message that requires a response, it is important to check the recipient’s availability first. Taking a moment to confirm that your message will be received (and read) ensures that you are not wasting your time or theirs. There are several ways to check the recipient's availability. The quickest method is to use communication platforms and programs that have real-time status indicators. This includes platforms like Slack and Microsoft Teams, amongst others. On these platforms, status indicators are usually located beneath the user's profile image. Each status will tell you whether the user is online, busy, in a meeting, or away. You can then decide whether to reach out via these programs or wait until they are available. Email and text messages are also popular communication methods. These do not typically have status indicators, but you can usually infer from the recipient's past responsiveness the likelihood of a response. If you need an immediate response, then try using email tracking services. These services can tell you when (or if) your emailed messages are opened. For slower methods of communication like mail, you can look up the estimated delivery times in your area. You can also check the recipient's previous responses to help determine the likelihood of a reply by the due date. By extending the courtesy of checking the recipient's availability, you can save a lot of time and energy. Whether you’re dealing with immediate requests or longer-term communication, it's always important to take the extra step to ensure that your message is being received. After all, it is much better to be prepared than to be disappointed.
Keep Your Email Short
Email remains the most commonly used method of business communication, but many people find that they are spending too much time crafting perfect messages. The solution to the problem may be simpler than you think – keep your emails short. In our era of increasingly busy lives, people have less and less patience for lengthy emails. Keeping your emails as succinct as possible ensures that they will be read more quickly, and responded to in a more timely manner. While it may take you some effort to compose shorter emails, this can be a great time-saver in the long-term. Before you even compose an email, it helps to consider the purpose and the amount of information required. Consider whether it would be more appropriate for a phone call or even a face-to-face conversation with your recipient. If an email is the best medium, try to stick to one main point – anything superfluous should be left out. It can also help to format your emails in a way that makes it easier for your recipients to digest. Try bullets, lists or clearly labeled paragraphs if you have a lot of information to get across. A good rule of thumb is to keep the body of the email to three or four sentences, or just one paragraph. Anything longer than that should probably be included as an attachment or sent separately. When it comes to writing shorter emails, practice makes perfect. Many seasoned writers are able to express complex ideas in a few sentences. There’s a certain art to it – but, with a bit of dedication, anybody can learn this kind of brevity. At the end of the day, remember the words of the English writer Edward Henderson – “brevity is the soul of wit.” This is certainly true of emails. The ability to get your point across in a pre-determined number of words can be incredibly satisfying. Start practicing now, and soon you’ll be writing concise and effective emails in no time.
No More than Two Follow-Up Emails
The most effective communication techniques typically involve a simple and straightforward approach. Especially in the business world, efficient and succinct emails should be the goal. All too often, we reach a dead end when sending follow-up emails, and instead of enjoying the success of a job well done, we find ourselves trying to find a way to end the conversation without appearing too pushy. Most people can relate to being asked multiple times ‘Did you receive my email?'. This generally is the result of over-engagement, especially when a recipient hasn't responded after the initial email. In order to respect the time of the recipient, it is essential to be aware of when to draw the line with emails and stick to a two-email follow-up maximum. The first follow-up should be sent at least 24 hours after the initial email was sent. Asking the recipient to confirm that they have received the email and making them aware of the importance should be the main point. Make sure to be succinct, polite, and polite. It should not exceed a few sentences, but should contain all of the pertinent information that the recipient needs. Depending upon the situation, the second follow-up can be sent either after another 24-hour period or three days post initial email. When reaching out a second time, it is essential to be clear with your expectations. Professionals will expect to be given a timeline of when they should expect to hear back, and should be made aware of any potential consequences that could arise if the timeline is exceeded. One of the most important rules when it comes to communication, is that of brevity. No matter how busy a professional is, they should be able to take the time to read a concise and organized email. This is why it is essential to follow the two-email follow-up rule. Not only will this conserve time on the recipient’s end, but it will also ensure that your email has been read and that the recipient understands your message.
Introduction: When communicating via email, it's often important to follow up, but it's equally important to respect someone's time. In order to strike a balance between being persuasive and respectful, it's typically best to limit yourself to two follow-up emails before giving up.
- Keep initial email brief and to-the-point
- Allow at least 1-2 business days for response
- Focus the follow-up email on facilitating action
- Be sure to include all necessary information and details
- Suggest alternative contact methods if no response is received
Wait at Least a Week Before Sending the Second Email
When trying to accomplish something, either professionally or personally, sending multiple emails to the same person can be very off-putting. It's important to give the recipient of the email a reasonable amount of time to respond. Therefore, it is recommended to wait at least a week before sending a follow-up email. This is especially pertinent when it's a new connection that you don't have a long history with. Waiting a week is also important for the sender of the email because it gives them sufficient time to assess any information shared by the recipient and figure out what the next steps should be. For example, if the email is in response to a job position, after waiting for a week, the sender can decide if they have learned enough to decide if they still want to pursue the job or if they want to look somewhere else. In addition to professional settings, waiting a week before sending a second email is also important in personal matters, such as when sending emails to a friend or family member. Too often, we forget that people are busy and that immediate replies are not always possible. By waiting a week before sending a follow-up email, you give them time to respond, thus showing both respect and patience. When sending emails, especially for the first time, it is important to remember the power of patience. A single email is usually sufficient for most conversations and does not require the sender to follow-up unless it's absolutely necessary. If the recipient of the email does not respond, waiting at least a week before sending a second email is recommended in order to avoid any awkward or uncomfortable interactions. Patience and acknowledgement of the recipient's busy schedule will go a long way and help keep the conversation pleasant and professional.
Don’t Take it Personally
We all experience rejection, hurtfeelings, and disappointment from time to time. It’s an inevitable part of life, and it’s an experience everyone can relate to in some way. One of the most helpful things we can do when going through difficult experiences is to remind ourselves not to take it personally. When someone is unkind to you or you don’t get the outcome you were hoping for in a particular situation, it can hurt. It’s easy to take it to heart and start blaming yourself or feeling like the world is working against you. However, it’s important to remember that whatever happened didn’t happen because of you. It’s not a reflection of your value as a person or of your worth in the world. The best way to remember not to take it personally is to look at the bigger picture. Realize that the situation isn’t necessarily about you. People do and say things based on their own experiences, biases, and beliefs, and those things have nothing to do with you. It’s also important to practice self-care. Find ways to unwind and focus on positive aspects of your life. When you keep in mind that whatever happened isn’t a reflection of you as a person, it’s easier to accept the situation and move on. Remember that situations can be difficult, unpleasant, and unfair, and that’s okay. The most important thing is to not take it personally and to stay connected to yourself. Refuse to let anyone or anything alter your opinion of who you are. No matter what is going on, you are valuable, worthy, and capable of so much more.
Check that You have the Correct Email Address
Email is an essential part of every business and personal communication. It helps to coordinate plans, share documents and messages quickly, and build relationships. However, it is important to make sure that the email address you are using is accurate and up-to-date so that emails can reach their intended destination. The first step is to double-check the spelling of the name and the domain before sending any emails. If the email address is incorrect, the emails won’t reach the intended recipient and could be delivered to someone else. Make sure that all address are correct before clicking “send”. The next step is to ensure that you are using the most up-to-date address. This is especially important if an organisation has moved or expanded their business. Otherwise, you could accidentally be sending emails to an old or incorrect address. If possible, it is best to have the contact verify or update your address. This can be done easily by sending an email that they can respond to, or a direct telephone call. You should also check for typos and missing characters. Even small mistakes such as an extra letter can make a difference in where an email is sent. To ensure best accuracy, it can be helpful to copy and paste the email address. Finally, always double-check the address before sending any email. If you are unsure, take the time to verify it and make sure it is the right address. This will help make sure that the emails get delivered correctly and will ensure that the recipient can respond. Email is a powerful tool and it is important to make sure that the address being used is accurate in order for messages to arrive correctly and in a timely manner. Double-checking that you are using the correct email address is an important part of good communication.
An email address is an essential part of communication and knowing the email address you are sending to is paramount for success. Below you will find 5 crucial points to help you make sure you have the correct email address.
- Confirm the spelling and format.
- Ensure there are no typos.
- Verify the domain name.
- Double check the email address.
- Ask the recipient to confirm their address with you.
Ensure the Subject Line is Clear
In today’s digital world, a good email subject line is essential for any communication. A clear subject line not only ensures that the message will be read in full, but it can also increase the chances of the message being acted upon. A key factor for writing a clear subject line is to make sure it is to the point and conveys the most essential purpose of the email. The general content and purpose of the email should dictate the words chosen for the subject line. Keep the language simple and easy to understand, preferably using no more than five words. Unfamiliar terms, abbreviations, or acronyms should not be used if possible, so the message is not lost or misunderstood. For example, instead of typing ‘Q2 Progress Rpt’, writing ‘2nd Quarter Progress Report’ would be better understood. When additional information needs to be shared, creating a descriptive overview is best. It's not always necessary to include a date, depending on the content of the email, as it can be added at the beginning or end of the body of the message. Try to remain concise and avoid redundant phrases, such as “imp. info” or “important notice”. Time sensitive materials such as contracts, invoices, or deadline driven messages should include a date to indicate urgency. Crafting the subject line in accordance with the importance of the topic of discussion is key. For example, if the message is discussing an upcoming summer barbeque, the subject line should focus more on the fun aspect of the event rather than the technical details. In order to ensure a clear subject line, it must be constructive and straightforward. Ambiguous subject lines can make readers overlook the message and, if utilized too often, can taint the sender’s reputation. Writing a clear subject line, however, can increase the chances of the message being read, prompting a response. A proper subject line is the first step to ensuring a successful communication.
Check Your Spelling and Grammar
Good spelling and grammar is essential for every written communication. Whether you’re sending an email, drafting a blog post, or making a presentation at work, it’s important to make sure that your spelling and grammar are correct. Ensuring accuracy in these areas demonstrate professionalism and also aids in clarity. It’s hard for readers to comprehend content with typos, as it tends to distract them and also makes them question the credibility of the message. It’s a good idea to make sure your spelling and grammar are both up to standards before sending any communication. One way to ensure accuracy in spelling and grammar is to reread and review your work several times before sending it out to its intended audience. Take regular breaks while writing— it can help to refresh your eyes and help you recognize any errors that you may have missed previously. Also, ask for help from a friend or colleague. It helps to have another set of eyes detect mistakes that you may have overlooked. The person you assign to review your work with you may offer additional suggestions which can improve the quality of the message. For grammatically correct and accurate content, make use of spell checkers and grammar checkers. These tools review your work for any errors that may have gone unnoticed. However, don’t rely exclusively on these tools, as some errors can still be overlooked – these tools can help but they should not be the only form of editing. Finally, take the time to proofread all messages before they are sent. Doing this helps to minimize the likely hood of errors. By taking the time to review and proofread your work and making use of any available online tools, you can ensure your spelling and grammar is up to standards. This will help you create a quality message that can be clearly understood by its intended audience.
Explain the Reason for Following Up
Following up is an important communication strategy we use to track conversations and ensure workflow. It is important to follow up when an action or response is expected, both in professional and personal settings. Follow-up allows us to communicate progress, obtain useful feedback, and show respect for one another. In the professional world, following up helps us to stay connected and organized. For instance, if you requested a status update through email, following up with a quick email or phone call can show that you are aware of deadlines and are devoted to meeting them. Following up demonstrates respect for the other person's time, as well as your own. Additionally, if your response wasn't as prompt as you would have liked it to be, following up shows your dedication to a particular task without putting someone else's schedule on the backburner. Following up is also a great way to display professionalism. It prompts responses from people, and reminds them that a project is in progress. It shows others that their input is valued and appreciated. It is also an opportunity to evaluate if the conversation is headed in the right direction. For instance, if you’ve met someone for an important business presentation, follow up in a few days, to remind them of your enthusiasm and interest. On a personal level, following up helps build relationships with family, friends, and colleagues. Following up shows that your interest in a person and a particular subject goes beyond the conversation at hand. You are actively listening and engaging in conversation with them. Additionally, if someone is anticipating a response from you, following up is also a way to keep the relationship steady and ongoing. Overall, following up is an important part of staying organized, displaying respect, and building relationships. It helps keep conversations going and provides a prompt response. It demonstrates that the other person’s input is valued and appreciated, and that progress is being made.
Be Precise and Succinct
Precision and conciseness are among the most valuable skills for effective communication. When you make a point in a few words, you can ensure that your point is both understood and appreciated. Not only does this lead to better understanding but it also brings respect and credibility to your statements. By being precise and succinct, you can also improve your writing skills. Unnecessarily long sentences can make your writing difficult to understand and it is very easy to lose the reader. On the other hand, precise and succinct sentences attach importance and clarity to your writing. It should also be noted that being precise and succinct will help you save time. In longer sentences, you tend to use more complex words which can often complicate the point being conveyed. Therefore, using shorter and simpler words to make your statement will help you get to the point quicker. Such sentences convey information in a much more efficient way. Moreover, being precise and succinct has a great influence on your public speaking, as well. Subordinate clauses, complex grammar, and long sentences can cause the audience to lose interest and fail to understand your point. Overall, precision and conciseness are valuable skills which must be utilised more often. Not only do they add clarity to your message, but they also make it easier to understand and appreciate. Therefore, practice concise and precise communication to be successful in all forms of communication.
Writing efficiently and effectively is a key skill that is valued highly in both personal and professional settings. Being precise and succinct means communicating your information as quickly and accurately as possible, so that your audience reads the least amount of words as possible while still understanding your point. Here is a table to compare the two techniques:
|Provides exact and true details.||Provides details in as few words as possible.|
|Based on facts.||Concise and to the point.|
|Uses the minimum words necessary.||Uses precise words to convey meaning.|
|No information is left out.||No unnecessary information included.|
Close Off the Email Politely
Whenever you are sending an email, it is important to make sure to end the email on a polite, professional note. If you fail to close off the email in the right way, it could leave a bad impression on the other person, whether it is a colleague, customer, or potential client. Below are a few recommendations on how to close off an email. If you are sending an email to industry colleagues, co-worker, or friends, you could use phrases such as “regards”, “as always”, or “sincerely” to close off your message. These are appropriate and professional ways to close off a business email, and demonstrate that you are considerate and polite. If it is a customer service, sales, or introduction email, you could close off with “thank you” or “many thanks”. This will demonstrate that the recipient has your gratitude, which is always important to be appreciated. If it is an email to a potential customer, client, or partner, you could close it off with “looking forward” or “I’d be pleased if...”. Doing so will project enthusiasm and excitement to the recipient. Closing off an email in the right way can make a big impact in how the other person perceives you. If you use the wrong word or phrase, it could give the impression that you are unprofessional or lack respect for the recipient. Make sure to take the extra few seconds to close off the email with words that will leave a good impression.