How do you politely remind someone to reply to your email (2024)

You invest time and effort into carefully constructing your outreach messages, eagerly hit that send button, and then… silence. As the hours and days go by without any sign of acknowledgment or reply, frustration and uncertainty start to take hold.

This is when you ask yourselves, “Did they even receive the email? Are they too swamped with tasks? Or could it have gotten lost in their overflowing inbox?“

Your message can easily get lost in the flood of emails that people receive every day. Or worse, there’s the possibility of your email being flagged as spam. We understand that sending a follow-up email is not easy, and let us assure you that it’s completely normal! In fact, according to a recent report, the average email open rate stands at a mere 21.5%.

So how to remind someone to reply to your email?

Well, being polite in your email is the key here. By doing so, you create a good impression and increase the likelihood of receiving a prompt response from your prospect. Thus, understanding the significance of sending polite emails lays the foundation for effective communication.

Polite reminder email? Why its important

When it seems like your emails are disappearing into a void, a polite reminder email to your prospects can work wonders. It is an essential aspect that you shouldn’t overlook. Here are 5 reasons why you should send a polite reminder email:

• Maintaining communication: A polite reminder email ensures that the lines of communication remain open with your prospects or customers.

• Building relationships: When you send a gentle reminder, your prospects feel that you value the relationship with them.

• Overcoming email overload: A polite reminder email helps cut through the clutter and ensures that your message receives the attention it deserves.

• Professionalism and etiquette: A polite reminder email speaks volumes about your professionalism and adherence to proper communication etiquette.

• Maximizing opportunities: By sending a gentle reminder, you provide people with a second chance to respond, potentially opening up new opportunities, collaborations, or sales that you might otherwise miss.

Remember, a well-written, polite email can be your secret weapon for your sales success. By sending polite and gentle follow-ups, you convey your eagerness for a response while maintaining a respectful tone that fosters positive relationships. Thus it becomes important to master the art of gently nudging someone to respond to your message. Let us see how to exactly do that.

How to write a reminder email politely

When it comes to sales, it’s an unfortunate reality that 80% of deals require five or more follow-ups to close successfully. But here comes a major problem: how to grab their attention without being too pushy? Well, that’s where the biggest sales virtue enters the fray – Politeness. We have shared the six actionable tips and templates on how to send polite follow up emails:

1) Reply in the same email thread

One strategy that can make a significant impact in your follow-up emails is replying within the same thread. By doing so, you’re not just being organized but respecting the recipient’s time too.

Imagine their relief when they open that email and see the entire conversation neatly packaged together. No frantic searching, no digging through their inbox. You’ve made it easy for them to follow the thread and keep the conversation on track. You’re on top of things, keeping all the details in one place.

Plus, it’s a smart follow-up move!

You can refer back to specific points or questions from previous messages, demonstrating your attentiveness and giving your recipient that “wow, they really get me” moment. So, remember, when it comes to writing follow-up emails, keep it all connected and organized. Your recipients will appreciate the clarity, increasing the chances of a response. Here is an example of a well-structured follow-up email in a thread that will improve your chances of receiving a timely response.

Sending an email informing your prospect about your offering

Day 1: First Email

Subject: Streamlining Success After Your Funding Boost!

Dear {{First Name}},

Congratulations on your recent funding! It’s exciting to see your company poised for even greater success.

At [Your Company], we specialize in helping businesses like yours leverage their growth momentum. We offer [Your Offering], a solution designed to [briefly explain a key benefit related to the funding].

Imagine achieving [specific outcome related to the benefit] – that’s the kind of impact we can help you achieve.

We understand that post-funding priorities shift quickly. Would you be interested in a quick, 15-minute call to discuss how [Your Offering] can seamlessly integrate with your current goals?

Let me know if next week works for you, and we can find a convenient time to chat.

Best regards, [Your Name]

Day 5: First Follow-up email

Subject: Following Up: Streamlining Success at [Their Company Name]

Hi {{First Name}},

Just wanted to follow up on my previous email congratulating you on the funding news and introducing [Your Offering].

I understand that in the wake of exciting developments, inboxes can get quite full.

[Your Offering] can be a valuable tool for maximizing your recent investment by [mention a specific benefit relevant to their funding and their company].

Would you be open to a brief 15-minute call to discuss how it can integrate with your post-funding goals?

Feel free to reply to this email or schedule a time directly through this link: [Insert Calendly Link or scheduling tool].

Thanks again, and best regards,

[Your Name]

Day 11: Second Follow-up email

Subject: Checking In: Optimizing Growth at [Their Company Name]

Dear {{First Name}},

I hope this email finds you well. Following up on my previous messages regarding [Your Offering] and its potential to support your post-funding growth at [Their Company Name].

While I understand receiving a response can take time, I wanted to reiterate the value proposition of [Your Offering]. We can help you achieve [specific outcome] by [briefly explain how your offering helps achieve that outcome].

Given your recent funding, this could be a particularly opportune moment to explore how [Your Offering] can streamline processes and maximize your investment.

Would you be interested in a short, 10-minute call to discuss how we can tailor our solution to your specific needs? I’m available next week – feel free to reply with your preferred time or schedule directly through this link: [Insert Calendly Link or scheduling tool].

Thank you for your time and consideration.

Best regards,

[Your Name]

By keeping the conversation consolidated in a single thread, you can maximize the convenience and impact of the communication. But just doing this won’t do the job for you. To ensure your prospect listens to what you have to offer, you have to keep it simple and cast the first impression.

2) Keep the message simple with a greeting

We are all aware that the heart of effective communication lies in brevity, and this holds true for emails as well. By crafting a succinct and focused follow-up message, you show consideration for both your time and that of your recipient.

Who doesn’t value receiving a direct email that dives straight into the core issue? Initiating with a warm greeting establishes the ideal atmosphere for your follow-up. Whether it’s a brief “Hello” or a customized salutation, it demonstrates your approachability, respect, and willingness to participate in a meaningful dialogue. This approach enables you to bypass distractions and form a genuine connection, serving as the foundation for a conversation that may culminate in a strong business partnership.

Here is an example that demonstrates how you can implement this approach effectively.

Subject: Following Up: Putting Our Conversation into Action at [Their Company Name]

Hi {{First Name}},

Great to connect with you earlier this week and discuss how [Your Offering] can support [Their Company Name]’s goals.

As promised, I’m following up on our conversation regarding [topic covered last time]. I hope you’ve had a chance to review the materials I sent over.

In the meantime, I’ve been thinking about how [Your Offering] can specifically address [mention a specific challenge or pain point they discussed].

Would you be open to a quick 15-minute call next week to delve deeper and explore how we can tailor a solution to your unique needs?

Feel free to reply with your preferred time or book directly through this link: [Insert Calendly Link or scheduling tool].

Looking forward to connecting!

Best regards, [Your Name]

Take a moment to notice the way the email opens with a warm and personalized greeting. This small gesture demonstrates your sincere desire to establish a meaningful connection with the recipient. While a friendly greeting is a great start, it’s the content of your email – your pitch – that truly sets it apart.

3) No story but the Subject

In the communication world it is very crucial to work and set your tone. No different for writing an email, using polite language is crucial to show respect to the recipient and set a positive tone for your conversation. However, being polite is just the beginning. It’s also important to make sure you cover everything the recipient needs to know. Your message should address their concerns, answer their questions, and provide all the necessary information in a clear and comprehensive way. Think of a well-written follow-up email as a beautifully wrapped gift that contains everything the recipient wants. It’s all about showing that you’ve got their back!

It covers:

• Thoughtfulness.
• Attention to detail.
• Genuine desire to meet their needs.

Also don’t not miss any chance to use phrase like I appreciate your time, thank you, Please, I am so oblidged, it would be great if …., can go a long way in creating a positive and respectful tone.

Here is an example of how to effectively incorporate these elements into your follow-up emails, and send a gentle reminder email:

Sending an email when you already have a prior relationship with the prospect

Hello {{First Name}},

Recently, we successfully completed this project and are enthusiastic about what lies ahead!

We trust that you are satisfied with the outcome.

It’s truly gratifying to witness the achievements we’ve attained with {{Company Name}}. We are eager to propel ourselves forward with the next undertaking.

In the meantime, I wanted to inform you that I devised a social media strategy for another client. I thought you might find it intriguing, so please feel free to watch this video where I have broken down the strategy.

I would love to gather more details on implementing a similar technique for our upcoming.

Can we connect on this next Monday? By the time if you have any questions, please let me know.

Thank you for your cooperation!

Looking forward to hearing from you.

Best regards,

[Your Name]

In the example above, the email is polite and straightforward. But writing in the same thread with polite message will not deliver results if your email is not properly formatted and proofread.

4) People Don’t Read Emails

Most people scan instead of read. If your email isn’t formatted correctly, they won’t continue reading. This is why proper formatting and grammar are essential for your follow-up message. They ensure that you convey your message clearly and effectively.

Implementing proper formatting, such as using paragraphs and bullet points, enhances readability and comprehension. It enables the recipient to easily navigate through the information and grasp your key points.

 

5) Most annoying thing, Bad Grammar

Giving attention to grammar is just as crucial as it guarantees clear, coherent, and professional communication. It allows you to express your thoughts accurately and prevents any misunderstandings. Furthermore, using correct grammar enhances the credibility of your communication, showcasing your competence and attention to detail, which creates a positive impression on your recipients.Here is an example of what a properly written and formatted follow up email looks like.

Checking in and continuing the conversation

Hey {{First Name}},

I wanted to touch base and continue our conversation regarding [topic discussed]. Here are some key points we discussed:

• Point 1: [Briefly summarize the first point discussed.]
• Point 2: [Briefly summarize the second point discussed.]
• Point 3: [Briefly summarize the third point discussed.]

 

I would appreciate it if you could provide any updates or further insights on these points. Additionally, please let me know if there are any specific areas you’d like to delve into during our next discussion.

Looking forward to hearing from you soon.

Best regards,

[Your Name]

Here is an example of a poorly formatted email.

A poorly formatted email

Hey {{First Name}},

Hopin’ dis email finds ya good. Jus’ wanted to follow up about what we talked [topic]. Here’s the stuff we talked about: Point 1: [Breefly sum up da 1st point we talked about], Point 2: [Breefly sum up da 2nd point we talked about], and Point 3: [Breefly sum up da 3rd point we talked about]

If ya could gimme any updates or insights abbout these points, that will be be cool. Also, lemme know if there’s any specific areas ya wanna go deep into in our next chat.

Lookin’ forward to hearing from ya soon.

Best,

[Your Name]

The recipient is most likely to reply to the former email as it ticks all the boxes of a well-written email follow-up. But, oftentimes, you want your recipients to take action after reading the email.

So what do you do? Let’s find out.

5) What about Call-to-Action

You’ve just composed an impressive follow-up email, covering all the key points and giving it a polished look. But what comes after that? How can you wrap it up in a way that ignites inspiration within the recipient to take action?

Crafting a conclusion that drives action is like the final nudge that steers your recipient towards the desired outcome. By eloquently and assertively stating your next steps, whether it involves arranging a meeting, seeking feedback, or making a decision, you’re effectively heightening the chances of receiving the eagerly awaited response. Here is how you can communicate your desired next steps in a follow-up email.

Email following up after meeting at a networking event

Hi {{First Name}},

It was a pleasure to meet you at [event name]! I truly enjoyed our conversation about [something they mentioned they’re struggling with].

I’m here to assist you with [specify the problem], helping you achieve [briefly mention the benefits they’ll receive].

I would like to schedule a chat with you next week. Are you available on Friday between 5 pm and 6 pm? Alternatively, would 2:30 pm work better for you?

Please let us know the best time that suits your schedule.

Best regards,

[Name]

Note how the sender has added a CTA button at the end to make sure the recipient not just reads the email but also takes action.

Now that you have crafted the perfectly optimized follow-up and hit the send button, it is time to analyze how the emails are performing.

6) How your email is doing, measure it

Once you’ve sent an engaging email, how can you measure its effectiveness?

By tracking the performance of your emails, you can understand how many recipients opened your email, clicked on links, or became valuable leads. This data enables you to make informed decisions and adapt your email strategies as necessary.

Additionally, tracking your email’s performance allows you to assess your progress and evolution over time, helping you identify trends and areas for enhancement. Beyond numbers and statistics, tracking email performance is about uncovering the secrets to success and refining your strategies with each iteration.

Imagine having to tackle all these tasks by hand – it would be quite a challenge, right? Creating top-notch email content consistently is no easy feat when handled manually. It’s not only time-consuming and draining, but it also lacks the reliability you need. Luckily, automating the entire email writing and optimization process can elevate the impact and allure of your follow-ups while saving you precious time and effort. However, with the myriad of automation tools available, finding the perfect solution to enhance your follow-ups can be daunting. Let’s delve into how it works.

FAQs

1) What is the normal email response rate for a cold-emailing campaign?

According to a study by Backlinko, the average response rate for cold emails stands at a mere 8.5%. Nevertheless, there are strategies you can implement to increase your reply rates significantly. By effectively targeting the right prospects, personalizing your emails based on their interests, and maintaining consistent and diligent follow-ups, you can enhance your chances of receiving favorable responses.

2) What factors compel a lead or prospect to reply?

Several factors can influence a lead or prospect to respond to your outreach:

• Personalization
• Relevance
• Timing and persistence
• Clear call-to-action

3) When should you send a reminder email?

It is generally a good idea to wait three to five business days before sending a reminder email. However, keep in mind that this timeline can be adjusted based on factors such as urgency, industry norms, and the specific relationship you have with the recipient.

4) What is the best time to send a reminder email?

Based on research, the optimal times to send emails are 10am and 1pm. However the best time will differ based on the industry and ideal target. It’s best to keep trying and testing and decide the best for your own.

In the End

Mastering the art of follow-up emails can work wonders – from turning leads into loyal customers, to nailing down important deals. The trick is to craft compelling messages that your recipients can’t resist. If you want to take your follow-up game to the next level, the tips and templates mentioned above are worth their weight in gold.

But if you’re hungry for even more support with your email strategies, look for any email software. Packed with tools like an email writing assistant, personalization options, scheduling features, automated follow-ups, and detailed sequence tracking, it’s the secret weapon to skyrocket your open rates and conversions.

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