Ways to Make Your Warm Follow Up Email Even More Effective

May 31, 2022

If you’re anything like me, you hate the feeling of rejection. But just because someone says no doesn’t mean it’s the end of the road. In fact, many times, all it takes is a little follow up to close the deal.That’s why today I want to share with you different ways you can make your warm follow up email even more effective so that you can increase your chances of closing deals.

What is a Sales Follow-Up Email?

A follow up email email is a message that you send to someone who has not replied to your first message.

If you haven’t heard back from your initial email, a follow-up email (or “circle back email”) may be necessary. These types of emails are part of any cold email outreach campaign and should be created at the same time as your first message. By writing warm follow up emails simultaneously, you can save time in the sales activity.

If you write an email to a prospect and they don’t respond, do you ever find yourself writing the same email again?

Don’t give up! Just because they didn’t answer your call the first time doesn’t mean they won’t in the future. Follow up with an email that reminds them of who you are and why they should consider you.

Are Follow Up Emails Important?

Your life changing message may have been lost among the sea of other messages in your prospects inbox.

Should you just give up, accept the fact that you’ve probably been ghosted by your prospect? No, if your goal is to make money.

On average, only 2% of sales are made on first contact. This means that if you’re not following-up, 98% of your potential business is going to waste!

Follow-ups are important, and statistics show that they’re even more effective when sent via email.

An effective follow up email to a prospect can put them on your radar and encourage them to take your desired course of action.

Email marketing takes more than just a great product. It takes some determination as well. No one wants to be ignored by a company, and a follow-up email to a prospect can remind them of who you are.

How Do You Write A Follow-Up Email for Sales That Gets Responses?

No answer? No problem!

We’re going to show you how to craft the perfect follow-up email to a prospect.

1. Always start with a goal

Know what you want to accomplish before you pick up the phone. Do you want to schedule a meeting? Ask for information? Or do you want to direct the call to someone else?

Catch Up With Your Email Target

Maybe you’re emailing someone who you met at a business event, and you both agreed to keep in touch.

If you’ve sent your email, hopefully it’s in their inbox by the next day.

Follow up with an email! Don’t waste an opportunity!

At least while they’re still somewhat familiar with who you are.

Bringing up a recent event can help rekindle the flame.If it’s been a little while, take this opportunity to catch up with your email target. Before composing your follow-up email, check out their LinkedIn or search their name and company on Google News. Mentioning a recent event can help rekindle the relationship.

Mentioning something recent that happened in your prospects’ lives can remind them of why they love you.

Need More Info?

If you’re up to date on the latest news, why not ask them about it? This is a great way to start a conversation, especially if they or their company has had a recent success.

Everyone likes to toot their own horns!

Ask for Direction

Sometimes you may get no response because you sent your message to the wrong person. Try asking for directions from someone else to ensure you are messaging the correct person.

If you think that might be the case, it would be helpful if you could be redirected to the right person.

Give More Info

If you’re email didn’t get the response you were hoping for, it might be because it was missing information that would make it relevant to the reader. Now is the time to add that information and try again.

If you have an upcoming event, sale, or new product launch, make sure to include that information in your email! You may have been too coy in your original email, so including more relevant information will help entice readers.

The Gratitude Email

Hello,I wanted to reach out and say thank you for passing my email along to someone who was able to help me out. I really appreciate your kindness and thoughtfulness. Thank you so much!

They didn’t have to do it, so a heartfelt thanks is deserved.

2. Create a catchy subject line for your follow-up email

There is a fine line when it comes to writing a good subject of your email. If you cross that line, you’re crossing into the realm of click bait. No one like to be tricked, so be careful.

Keep you email’s subject short and sweet.

If this follow up is part of an email marketing campaign, there is no need to change the subject as it will start a new thread.

It’s common sense, but we’ll say it again. Always include a subject line!

It’s bad form, looks messy, and is just plain ugly.

3. Provide context

How Long Was Your Initial Cold Email?

If you didn’t receive a response, perhaps your email was way too long.

People don’t have time for long emails. Give a brief context for why you’re emailing them.

4 Personalize Your Follow-Up Emails

Everyone knows the drill. Your prospect knows that they’re one of hundreds, if not thousands, of email recipients.

People still appreciate a personal touch. Personalize your follow ups!

Some people don’t, and that’s a mistake. But don’t go overboard, and keep it professional.

You haven’t built a relationship with them.

5 Deliver Real Value

When you contacted this potential customer, it seemed like they were a fit for what you offer. But their complete lack of a response says the opposite.

If you’ve confirmed that your prospect has a need for your product or service, it’s time to tell them why you’re the best person for the job.

Always Check Everything Before Hitting Send

It can be really frustrating when an email doesn’t work properly, especially if it’s your CTA. Make sure to triple-check all links before hitting send!

It’s important to take the time to triple-check all of your links before hitting send. This includes your Call To Action links, documents, meeting scheduling software, and social media pages. By taking this extra step, you can avoid any embarrassing situations where something doesn’t work.

Qualities of a Warm Follow-Up Email

1. Short & precise

Your follow up email should be short and to the point. According to gong, 4 sentence follow ups perform 15x better than longer ones.

2. Persistent!

Don’t give up after your first couple of sales emails. Sometimes it takes a few tries before a prospect responds.

Follow up four times.

3. Know how to quit 

If a prospect asks that you no longer email them, you must honor their request. Failing to do so may violate the CAN-Spam Act of 2003, which can result in hefty fines.

4 Make It Easy

Don’t make your prospects do the hard thing. Make it easier for them.

Don’t ask your customers to make any tough decisions right away – let them know that can come later. Instead, focus on giving them a single, easy task to do. And always make sure you have just one call-to-action (CTA) for them – multiple CTAs can be confusing and overwhelming.

5. Honest

Don’t try to trick your subscribers into opening your emails with false promises or misleading headlines. Be honest in what you’re offering, and don’t make empty claims that you can’t back up. There are enough scammers out there already – you don’t want to be one of them or be mistaken for one.

Emailing is an important aspect of business communication.

How to Write a Warm Follow-Up Email 

The sales process is all about how you keep a prospect interested. After your first meeting, you’re feeling good!

This is a prospect who has already shown interest in your company. Now’s the time to send a warm follow up email to cement their interest.

How you follow up with a lead can determine whether or not you get the deal.

How do you make sure your emails don’t get lost in a prospect’s overflowing inbox?

This follow up email to a warm lead will make it easy to reach back out to them.

There are about 111.1 billion emails that are sent and received by consumers every day. That’s a whole lot of messages!

Making sure your number stands out from the rest is the first step to making sure that your prospect remembers you.

The best way to avoid having your warm follow-up emails lost in the shuffle is to write for an audience of one. Ed Gandia, copywriter and business coach, says that warm emailing is all about writing personalized emails for your many leads. By keeping up with this practice, you’ll be sure to stand out among the rest and keep your lead’s attention focused on your business.

How do you write so many personal, unique, and targeted messages?

Warm Follow-Up Email Templates

Keeping in touch with your lead base is important, but so is following up with them. The follow up emails you send to your prospects are an integral part of keeping them warm and converting them into customers.

Emails are easy to write, fast to send, and are delivered right to your prospect’s inbox.

You can schedule your messages ahead of time to make sure they go out at the exact right time.

When you take the time to follow up with your business leads, it shows them that you’re committed to building a relationship with them. This personal touch lets them know that you’re serious about working together and that you’re enthusiastic about the potential partnership.

With that in mind, we created a simple template for writing emails that stand out in a relatable and effective way.

Hi [First Name],I hope you’re doing great and haven’t been too busy. I was just browsing your websitesocial media and noticed that you’re passionate about [subject]. It’s really admirable.We actually specialize in helping businesses with [problem they’re facing]. In fact, we’ve helped a lot of businesses in your industry specifically. I think we could be a valuable asset to your team.Here’s a quick explanation of what we do and why we’re better than the competition: [insert value statement]. If you want to see some examples of our work, here’s a link to our portfolio: [insert URL].Would you like to schedule a call so we can chat more? Let me know when would be a good time for you. Thanks!

The Activities view in DayLite makes it easy to review your past interactions with your lead.

You can quickly access all the information you need to make a connection with your prospects!

Warm Follow-Up Email Longevity

Finally, it’s important to keep it short and sweet – 125 characters or less!

What you want to do is open up the potential for a phone call or meeting with your lead. You don’t need to worry about hitting every possible solution your company offers or sharing your life story. Just focus on opening up that potential so you can further discuss what they’re looking for.

Try to avoid inviting your lead to skim over your email and decide they don’t have time for it right now – or ever!

Warm Follow-Up Email Subject Line

You’re not alone if you’ve ever ignored an email because of the subject line. We all make decisions based on what looks important and what doesn’t. So, what makes this email worth opening?

According to Chris, including a relevant personal detail in your subject line can help your prospect open your email.

Try working a meaningful connection to your prospect into your subject or body.

Follow up Email Examples:

Subject: Solve your [pain point] problem in just [X] days!

If you’re looking for a way to [solve a problem], this email is for you. In just [X] days, you can be on your way to a stress-free solution.

Subject: I knew I forgot something!

I hope you had a great weekend, [Name]!We all love weekends, and your prospects are no different. This subject line is personal, shows that you care about your lead’s well-being, and can be used to introduce a new benefit or offer.Can we hop on a call for 5 minutes?This is a great way to get straight to the point – you want to have a conversation with your prospect so that you can learn more about their needs and how you can help. Keep the call short and sweet so that it’s not a huge time commitment for your lead, but long enough to get some valuable information.

“From a small business to your small business…”

“We’re in this together!”This is a great way to show empathy and build rapport with your leads. It also creates a sense of community and belonging, which can be very valuable to small business owners who often feel isolated.“You are not alone!”This is another great way to show empathy and build rapport with your leads. It reassures them that you understand their challenges and that you are there to help them overcome them.

Creating Your Own Warm Follow-Up Email

Hi [First Name],I hope you’re doing great and haven’t been too busy. I just wanted to check in and see if you had any update on the [projectthing you discussed]. I’m still very interested and would love to hear back from you soon.Best,[Your Name]

“I just saw [relevant article] about [topic]. I have a [specific experienceskill] in [field].

My company offers a unique [value statement about what you offer]. Our [samplelinkanother credibility example] is unrivaled in the industry. Should we get in touch soon so that I can share more about our company with you?

Examples of what?

Hi [name],I hope you’re doing well! I just wanted to check in and see if you’re still interested in learning more about my company’s services. We offer [services] that can help you with [problem]. I know you mentioned that you were struggling with [issue] and I think we could really help you out.If you’re interested, I would be more than happy to set up another meeting with you or answer any questions that you may have. Thank you for your time and I hope to hear from you soon!

If you want to make sure your follow-up emails are both personal and automated, consider using letter templates in Daylite. This way, you can focus on each lead individually while still streamlining the process.

When you really get to know your subscribers, you’ll be able to write emails that feel natural.

If you’re feeling bogged down by what you should write, remember that a warm follow-up email’s purpose is to start a conversation. Keep this in mind and you’ll be able to write one easily.

Try out your own version of a warm email with your lead list and see what works best for you!

If you’re looking for a way to improve your follow-up game and keep your quality sales leads warm, a CRM for small business may be the answer. Daylite can help you create a follow-up plan and remind you to reach out so you can easily stay on top of your follow-ups and close more deals!

If you’re looking for a way to improve your follow-up game and close more deals, consider using a CRM like Daylite. A CRM can help you create a follow-up plan and remind you when it’s time to reach out, making it easy to stay on top of your leads.

Quick tips

Email marketing can be a great way to connect with new customers and promote your business. To get started, we recommend using a tool like MailChimp to help you track your email open and click rates. Once you start getting responses to your emails, try Acuity Scheduling to make booking all your new appointments hassle-free!

Are you being proactive or reactive about your time? It’s important to focus on what matters most and will have the biggest impact.

It can be difficult to know when to address an issue and when to let it go. If something feels emotionally relevant or you would like to deal with it immediately, it may be best to set it aside for a while. Sometimes, your time is better spent elsewhere.


It is not a good strategy for sales reps to give up on cold emails after one email failiure. Being persistent is one of the key principles of cold emailing. You can increase conversion rates, get new business, build strong business relationships and close deals with follow-up emails.

If you want to create warm follow up emails that recipients will open and respond to follow these tips and you won’t be disappointed. Your content should be engaging, relevant, and of superior value to your recipients.

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