You've had the meeting, pitched the idea, or maybe even closed the deal. But hold on. The game's not over yet. Sending a well-crafted follow-up email is often the next step.
Whether you're closing some business or are chasing some information, a timely follow-up can make all the difference. If you add ChatGPT to your email workflows, you can speed up the process even more and get the desired results.
4 Reasons Why People Don't Respond to Your Email
But before sending a follow-up email, let’s talk about why people may not be responding in the first place. Here are a few reasons why.
Your Message is Unclear
Sometimes, the issue could be as simple as a lack of clarity in your initial email. If the recipient can't understand your message, they're less likely to respond. Is there a clear call to action? Do you want them to book a call? Say so in the email.
They're Too Busy
Let's face it. People are swamped these days. On average, professionals receive 121 emails per day. You won't be a priority if you’re sending a cold email!
Your Email is Irrelevant
Timing is everything. Your email might be well-crafted and clear, but you won't get a reply if it's irrelevant. Let’s say you emailed asking a speaker to do a free webinar. However, their website specifically said they only accept paid speaking gigs.
You Got the Wrong Person or Department
Not everyone will take the time to forward your email to the correct person, and it might simply get ignored. This is where research matters, so you’ll know exactly who to contact. For example, if you’re trying to sell your sales software, but you reach out to the customer support manager by mistake.
Understanding the potential reasons why someone didn’t bother replying to your email will help you craft a follow-up email that gets a response.
How to Politely Send a Follow-Up Email After No Response
You can write a personalized message once you know why someone didn’t respond to your email.
Regardless of the reason they didn’t reply, here are things to remember when writing your follow-up email:
Send your follow-up email after a business day or sooner if it’s urgent.
Repeat your initial message but in fewer words.
Reiterate your call to action.
If you can guess why they didn’t reply, you can address it in the email. For example, if they're too busy, acknowledge their hectic schedule and ask for the best time to follow up.
But if you send a follow-up email, your email will get pushed to the top of the inbox. This is your chance to say something like:
If you think the email went to the wrong person or department, politely ask your contact for the right contact information and the best way to reach the person you’re looking to reach.
Hi [Employee's Name],
I really appreciated our 1:1 meeting earlier this week. Thank you for sharing your thoughts, concerns, and progress.
Here's a quick recap of what we discussed:
Task Updates: We reviewed the status of your [task 1] and [task 2].
Upcoming Deadlines: Your next deadline is for [Task/Project] on [Date].
Challenges and Concerns: You mentioned [specific challenges], and we discussed potential solutions.
If any issues arise, don't hesitate to reach out.
Looking forward to your continued contributions to the project. You can schedule your next 1:1 meeting here [insert your calendar link].
Use ChatGPT to Help You Write Follow-Up Email Templates
ChatGPT can help you write emails. Sometimes, you know exactly what to write already. But you’re not sure if it’s in the right tone.
Here’s how ChatGPT can help you write more effective follow-up emails:
Personalization: Use ChatGPT to generate personalized introductions or summaries
Content Suggestions: ChatGPT can help you draft the body of the email to make it more concise, relevant, or engaging.
Closing Remarks: Wrap up your emails with warm, clear closing statements.
Rewrite Existing Copy: Paste your long email in ChatGPT and rewrite it in fewer words.
How to Send Automated Meeting Follow-Ups with Tactiq
If you’re writing a follow-up email after a call, paste the transcript into ChatGPT to produce the email from your notes. That way, you’ll never miss anything.
This is where Tactiq comes in. Tactiq provides real-time transcription during Google Meet, Zoom, or Teams calls. The great news is that ChatGPT is built into Tactiq.
Here’s how you can use Tactiq to write follow-up emails:
2. Join your call, and Tactiq will provide a real-time transcript.
3. After the call, you’ll get an email with a link to the full transcript.
4. Click “Write summary” with one click.
5. Create a specific ChatGPT prompt for follow-up emails, such as "Write a short and friendly email based on this summary."
You can save this prompt and keep reusing it for future meetings. This makes your post-meeting workflow so easy. Plus, you’ll always have your follow-up emails ready to send.
14 Follow-Up Email Examples for Management, Marketing, and Sales (With ChatGPT Prompts)
Let’s discuss the top 14 follow-up email examples that cover the most common work situations. Feel free to use these templates as they are or personalize them based on your situation.
1. Follow-Up Email After Project Kickoff
Leading projects can get complicated. That’s why kick-off meetings are a great way to start. But follow up after the kickoff meeting so everyone is on the same page about what’s expected of them and what you’re trying to achieve.
When to send: Right after the meeting Subject Line: [Project Name] Meeting Summary and Updates
It was great to kick off [Project Name]. Thank you for the insights and enthusiasm you all brought to the meeting.
As a quick recap, we agreed on the following key tasks and milestones:
Research and Analysis: To be led by [Team Member 1] - Deadline [Date]
Development Phase: To be led by [Team Member 2] - Deadline [Date]
Marketing Strategy: To be led by [Team Member 3] - Deadline [Date]
These tasks are now logged into [Your Project Management System], and I encourage everyone to make sure they're aligned with their responsibilities.
The key action item for this week is to finalize our project timeline by Friday. If you have any questions about the deliverables before we move to the execution stage, make sure to reply to this email.
Looking forward to a successful project together!
Here are suggested ChatGPT prompts to help you write follow-up emails after a project kickoff:
Write a follow-up email based on this kickoff meeting transcript [paste transcript].
Write a follow-up email summarizing the project details [insert project details with the deadlines].
What should I include in my follow-up email after a project kickoff meeting?
Suggest an email sequence after a project kickoff meeting.
If everything is clear, future follow-up emails are less likely to be needed. But if some tasks aren’t moving, sending a separate email thread to the person assigned is best.
2. Follow-Up Email After 1:1 Meeting
Having a productive and insightful 1:1 meeting is just the start. The next most important step is following through on what was discussed. Recap everything that was said and make sure that the action items are clear.
When to send: Two days after the meeting
Subject Line: Recap of Our 1:1 and Next Steps – [Date]
Here are a few prompts you can use in ChatGPT:
Summarize the points discussed from this 1:1 meeting [insert the transcript].
Write a follow-up email focusing on the challenges [insert challenges] and suggest potential solutions.
Write this feedback about a missed action item in a friendly and professional tone [insert feedback].
Most of the time, you won’t need to send another follow-up email. But if one action isn’t moving forward, it’s best to send a specific email to address the situation. Sometimes, employees juggle too many projects, and things fall through the cracks.
3. Follow-Up Email After Performance Review
Performance reviews can be nerve-wracking for the manager and the employee. Summarizing what was discussed and setting up expectations from the get-go can help prevent a situation where you need to follow up.
Here is a suggested follow-up email after a performance review.
When to send: Two days after the performance review
Subject Line: Summary of Your Performance Review and Next Steps – [Date]
Hi [Employee's Name],
Thank you for your time during the performance review.
Here's a quick recap of our discussion:
Performance Metrics: We reviewed your KPIs and acknowledged the areas where you've excelled.
Areas for Improvement: We identified [Specific Areas] that could benefit from more attention.
Career Path: We touched on your long-term goals and how they align with the team’s objectives.
Please let me know if there’s anything we should add. If you have any questions, feel free to reply to this email. Let’s connect on [insert date] to review your progress.
Summarize the points discussed during this performance review [insert transcript].
Write a follow-up email focusing on the areas for improvement [insert areas for improvement] and propose action steps.
Craft a message addressing a missed milestone in a constructive, professional manner [insert specific milestone or KPI].
Performance reviews can be stressful but don’t need to be complicated. It's always good to follow up after a performance review to let employees know what you've covered and that they are clear on the next steps.
4. Follow-Up Email After a Retro Meeting
Retro meetings aren’t just for software development teams. Every department has its retro meeting, especially after a big project.
When to send: Two days after the meeting
Subject Line: Action Items and Insights from Retro Meeting [Date]
Hi [Team's Name],
Thank you for an insightful retrospective meeting.
Here's a summary of what we discussed:
Successes: [Discuss the major milestones with KPIs.]
Challenges: [Discuss one main roadblock.]
Action Items: [Discuss the points to improve future projects.]
If you missed sharing an important insight during the meeting, please reply to this email. Make sure to put all the action items in [your project management system].
Any follow-up questions about the tasks should be done in [explain where to continue communicating].
Summarize the action items agreed upon during the retrospective meeting [insert transcript].
Write a follow-up email focusing on the challenges discussed [insert challenges] and the agreed-upon solutions.
Write a follow-up email focusing on the success of the last project.
Follow-Up Email After a Brainstorming Meeting
Brainstorming meetings as a remote team can be messy, but it can lead to the most creative solutions. Follow up after the meeting so ideas are turned into actions.
When to send: Two days after the brainstorming meeting
Subject Line: Summary and Next Steps from Our Brainstorming Session
Hi [Team's Name],
Thank you for the creative energy you all brought to our recent brainstorming meeting. The ideas you came up with have set an exciting path for our upcoming project.
Here's a brief recap of the meeting:
Ideas Generated: We came up with [idea 1], [idea 2], and [idea 3].
Next Steps: Based on the session, we will execute [idea 1]. The rest of the ideas will be reviewed [include timeline].
Responsibilities: Team members have been assigned tasks to explore specific ideas further.
If you have new insights after the brainstorming meeting that need to be reviewed immediately, please reply to this email on or before [deadline]. This allows us to decide whether it should be included in the action items.
Looking forward to seeing how these ideas develop into actionable plans!
Summarize the promising ideas generated during the brainstorming session [insert list].
Write a follow-up email detailing the next steps for feasibility studies on these ideas [insert selected ideas].
Craft an email to let the team know which ideas have been scrapped [insert the ideas] and ideas that are now action items [insert the action items].
Write a follow-up email about a missed action item.
6. Follow-Up Email For a Guest Post Pitch
Pitching a guest post to other blogs is a great way to reach new audiences and build links for your site. But it's a long process. Writing follow-up emails is a skill you have to master.
If you don't get a response to your first email, here are suggested follow-up emails.
When to send: 3 days after your first email
Subject line: Don't start a new email. Reply to the first email you sent so that it goes back to the top of their inbox with the original message.
Add a new message:
Hi [First Name],
Just checking in to see if you got the chance to review my idea for a guest post.
[Reiterate the topic and why it's a good fit in 1-2 sentences].
If this is not a good topic right now, I'm happy to [suggest another topic that works for their audience].
Optional: [Add a most recent guest post published in another trustworthy site for social proof.]
Thanks, and I'm looking forward to hearing your thoughts.
Write a polite follow-up email asking for an update on a guest post pitch for a website focused on [insert website focus] about [insert the topic].
Rewrite this long email into a short and snappy email: [insert your original long email copy]
What is the best structure of a follow-up email for a guest post about [topic] for [insert website’s target audience]?
If you’re not getting any replies after a series of follow-ups, it’s time to rethink your overall guest post strategy. Do you need to change the types of sites you’re reaching out to? Reviewing your overall strategy allows you to address fundamental issues and can help improve the rate of replies.
7. Follow Up Email for a Link Building Outreach
Link building can be challenging, but it's crucial for improving your website's SEO. Sometimes, your initial outreach email might not get the response you hoped for. Here's how to keep the conversation going:
When to send: 4 days after your first email
Note: Reply to your first email to keep the conversation thread intact.
Add a new message:
Hi [First Name],
How are you?
Just following up on my previous email regarding the possibility of linking to our recent study on [topic of study]. I believe it would add value to your article on [name of their article].
If you're not interested in this particular resource, we also have [other relevant resources or articles] that might be a better fit.
Thank you for your time, and I look forward to hearing from you soon.
Write a follow-up email for a link building outreach email to a website focused on [insert industry], mentioning a specific article where a link could be beneficial.
Generate a second follow-up email for a link building outreach, offering alternative resources for their consideration if they're not interested in the initial proposal.
Craft a third follow-up email, this time making a case for urgency, explaining that the resource you're offering for a link will be very timely for their readers.
8. Follow-up Email for a Podcast Pitch
Being a podcast guest can offer an opportunity to reach a new audience. If your first pitch didn't get a response, it's time to send a follow-up email.
When to send: 5 days after your initial email
Note: Reply to your initial email thread.
Add a new message:
Hi [Podcast Host's Name],
Just wanted to see what you thought of my previous email, where I pitched myself as a guest for [Podcast Name]. I believe that my expertise in [Your Field] would resonate with your audience.
If the timing isn't right, I'm open to scheduling something for the future.
Thank you for considering my ideas, and I look forward to the opportunity to collaborate.
ChatGPT Prompt Ideas:
Write two versions of this follow-up email to [host’s name]. Limit the word count to 150.
Suggest how to improve this follow-up email [insert your follow-up email].
Write a 5-part email sequence for [podcast name] using this structure [insert a good email sequence example you found from other blogs].
9. Follow Up Email for an Influencer Outreach
Reaching out to an influencer to promote your product is a tested strategy that brings results. However, influencers get tons of pitches and may not respond immediately. But don’t give up. All it takes is to send a follow-up email.
When to send: 4 days after your initial outreach email
Subject: No subject. Reply to the first email and add a new message.
Hi [Influencer's Name],
I wanted to see what you thought of my email a few days ago asking about a potential collaboration with [Your Brand]. We believe your audience would benefit from our [product/service] because [provide a brief and compelling reason].
If you've had a busy week and haven't had a chance to consider our proposal, no worries at all! I'd be happy to provide more details or clarify any points.
ChatGPT Prompts for Influencer Outreach Follow-Ups:
Write a follow-up email highlighting a recent campaign [insert campaign details].
Create a polite yet urgent follow-up email about [insert the details of the influencer outreach and its deadline].
Generate a friendly follow-up email asking for their rate card and availability for the next month.
10. Follow-up Email for a Speaking Engagement
Securing a speaking engagement is an excellent way to share expertise and promote your brand. If you've sent an initial email pitching yourself as a speaker and haven't heard back, a follow-up email can help keep your proposal on their radar.
When to send: 3 days after your initial pitch email (Make sure to take into account the date of the event when sending your follow-up email)
Subject: Reply to the initial email so it goes back to the top of the inbox.
Hi [Organizer's Name],
I wanted to follow up on my previous email expressing interest in speaking at [Event Name]. I’m really excited about talking on [Topic], and I would provide a lot of value to your audience.
I understand you're likely swamped as you prepare for the event, but I would appreciate a quick update on your thoughts about my participation as a speaker.
Thank you for considering me for this opportunity. I look forward to hopefully working together.
ChatGPT Prompts for Follow-Up Emails for Speaking Engagements:
Craft a follow-up email asking for a timeline for when speakers will be confirmed for the event.
Write a follow-up email to provide an alternative topic.
Draft a friendly follow-up email asking if they have started reviewing proposals, mentioning you have other potential engagements and would need to manage your schedule.
11. Follow-up Email After a Networking Event
Attending networking events is an effective way to find partners and new customers. But half of the work is following up: sending a follow-up email is critical in building these new relationships.
When to send: Within 48 hours after the event
Subject: Great Meeting You at [Networking Event Name]
Hi [Contact's Name],
It was a pleasure meeting you at [Networking Event Name]. I enjoyed our conversation about [Topic Discussed] and thought we could explore [Opportunity] further.
Would you be open to a 15-minute call sometime this week to discuss this further? Here is my calendar link [insert calendar link].
Thanks again for the great conversation. I hope we can catch up soon.
ChatGPT Prompts for Follow-Up Emails After Networking Events:
Generate a follow-up email highlight [topics discussed] and provide options on how to continue the conversation
Suggest the best email sequence for people I met at [name of the conference]. My goal is to [insert the ultimate goal, like booking a demo for your product.]
12. Follow-up Emails after a Lead Magnet Has Been Delivered
A lead magnet is an incentive marketers offer potential customers in exchange for their contact information (such as an email address). Common examples include free e-books, whitepapers, or webinars.
The goal of the follow-up email sequence is to lead the potential customer toward making a purchase, but it's crucial to do so in a way that offers value and doesn't come across as overly salesy.
Here is the suggested email sequence:
Email 1: Immediate Confirmation and Delivery
When to send: Immediately after they download the lead magnet
What to send: Thank them for downloading, deliver the lead magnet, and introduce what your company does in a line or two.
Email 2: Value Add
When to send: 2 days after the first email
What to send: Provide additional resources or tips that are related to the lead magnet.
Email 3: Soft Pitch
When to send: 5 days after the first email
What to send: Introduce your service or product, explaining how it solves a problem they likely have. Include a case study or testimonial.
Email 4: Offer
When to send: 7 days after the first email
What to send: Make a special offer that's hard to resist, such as a discount, along with plenty of info on how it directly benefits them.
Email 5: Last Chance
When to send: 10 days after the first email
What to send: Remind them that the offer expires soon and reiterate its value.
ChatGPT Prompts for Follow-Up Emails After Delivering a Lead Magnet:
Draft an email that offers additional valuable resources related to the lead magnet topic [list sources].
Compose an email introducing [product details], focusing on solving the customer's pain points. Include customer testimonials for added credibility [insert a few testimonials].
Suggest an email sequence for [type of lead magnet] for [target audience].
By structuring your follow-up emails this way, you're offering value and naturally guiding your leads toward becoming paying customers.
13. Follow-up Email After a Sales Demo
After you've provided a demo of your product or service, it's important to have a follow up strategy to gauge the interest level, offer additional information, and provide options for the next steps.
Email Sequence for Follow-Up
Email 1: Immediate Thank You and Recap
When to send: Within a few hours after the demo
What to send: Share your gratitude for their time, provide a brief demo recap, and offer to answer any questions.
Email 2: Additional Resources
When to send: 2 days after the demo
What to send: Send additional resources that could help them understand your product/service better. This could include case studies, FAQs, or videos.
Email 3: Soft Ask for Feedback
When to send: 4 days after the demo
What to send: Ask about their thoughts on the demo and if they have any questions or concerns. If it’s in your branding, you can also be upfront and ask what keeps them from making a decision.
Email 4: Addressing Common Concerns
When to send: 7 days after the demo
What to send: Proactively address common questions or objections you usually hear at this stage. Include a clear CTA of the best next step, such as starting with a free trial.
Email 5: Last Reminder
When to send: 10 days after the demo
What to send: A final reminder that you're available for further discussions and reiterating the unique benefits of your product/service. If there’s a special offer, mention it. Add an expiration date for the offer.
ChatGPT Prompts for Follow-Up Emails After a Demo:
After a demo, suggest the best email sequence for [target audience] in [industry].
Rewrite this [insert old email sequence] based on best practices for [target audience].
Create an email that addresses typical questions or objections you've encountered after demos. Include an invitation for a follow-up call or meeting.
14. Follow-up email after a partnership call
Finding the right partner is a long-term process. But with the right partners, you can exponentially grow your leads, sales, and network. However, just having a partnership call doesn’t guarantee that a partnership will happen. The follow-up emails often make the difference in sealing the deal.
Email Sequence for Follow-Up
Email 1: Thank You and Summary
When to send: Within 24 hours of the call
What to send: Thank your potential partner for their time and recap the key points discussed during the call. Mention that you're excited about the possibilities.
Email 2: Elaborate on Mutual Benefits
When to send: 3 days after the call
What to send: Expand on how this partnership could benefit both parties. You could include potential metrics or examples to back up your claims. Suggest a simple and easy way to start the partnership.
Email 3: Address Concerns and Questions
When to send: 5 days after the call
What to send: If there were any questions or concerns raised during the call, this is your chance to address them. Providing clear and concise answers can move you closer to forming a partnership. Reiterate the call to action. Make it simple.
Email 4: Follow-Up with Next Steps
When to send: 7 days after the call
What to send: Outline what the next steps could be, whether it's another call, a face-to-face meeting, or some other action.
Email 5: Final Reminder
When to send: 10 days after the call
What to send: A gentle reminder of the potential benefits of the partnership, reiterating your enthusiasm and inviting them to proceed with the next steps. Give expected timelines, but don’t be pushy.
Wrapping Up: Your Turn to Send Follow-Up Emails
Wow, we’ve just covered a lot of ground on writing follow-up emails for different professional situations. From project kickoffs to performance reviews, from marketing outreach to sales follow-ups. Hopefully, the templates and ChatGPT we provided were helpful!
Follow-up emails can make a big difference: they can help you win customers and build relationships. So the next time you're wondering if you should send one, go ahead and do it. It's a small, final effort that could lead to big results.