Follow-up cold email templates play a crucial role in converting prospects into customers. In this blog post, we’ll explore how to craft effective follow-up emails to re-engage recipients, address objections, and close the deal. We’ll define follow-up templates, outline best practices and examples, and highlight how ProfitOutreach can optimize your follow-up emails for success.
What is a Follow-Up Cold Email Template?
A follow-up cold email template is an email template designed to follow up with prospects who have not yet responded to initial outreach emails. The main components of a follow-up template include:
- Reference to original email: Remind the prospect of the initial email by mentioning the subject line, date sent, or content.
- Value restatement: Reiterate the core value proposition, product/service benefits, or incentive offered in the first email.
- Question or CTA: Include a question or cold email call-to-action to encourage a response and advance the conversation.
- Updated incentive: Consider offering an additional incentive like a discount, free trial, or content offer.
- Closing and contact information: Close by thanking them, providing contact details, and making it easy for them to respond.
Follow-up templates are typically used when prospects fail to open or respond to initial outreach emails. The goal is to politely re-engage them and continue nurturing the relationship.
Why Follow-Up Cold Email Templates Are Effective
Sending follow-up emails is a crucial step in any cold email outreach campaign. Follow-up templates provide important benefits that make them highly effective:
- Keeps your brand top of mind: Following up reminds prospects about your offering after initial outreach.
- Recovers overlooked emails: Follow-ups give you a second chance to connect if your first email was missed.
- Moves prospects down the funnel: Follow-ups allow you to continue nurturing prospects by addressing concerns and guiding them closer to a conversion.
- Maximizes your efforts: Following up gets more mileage out of the work you put into initial emails. With multiple touches, you increase the odds of a response.
- Displays persistence and commitment: Appropriate follow-ups demonstrate your commitment to engaging prospects and earning their business.
- Improves outcomes: Studies show that multiple prospect touches dramatically improve results. Follow-ups lead to higher open, response, and conversion rates.
With careful crafting and timing, follow-up templates deliver results by giving prospects every opportunity to engage.
When to Use Follow-Up Cold Email Template?
Timing is critical when sending follow-up emails to maximize their effectiveness. Here are guidelines on when to use follow-up templates at different stages:
Initial Outreach Follow-Up
- Send 2-4 days after initial outreach if no response. Allows time for prospects to open, read, and respond before following up.
- Avoid follow-up sooner than 2 days, which can seem overly aggressive.
- 4-7 days is ideal to re-engage after a reasonable window without being forgotten.
Post-Reply Follow-Up
- Follow up 3-5 days after prospect replies but then stops to continue the conversation.
- Keeps dialogue moving if a prospect goes quiet again after initial reply.
- Give the prospect time to think about the next steps before you follow up.
Late-Stage Follow-Up
- Follow up weekly or bi-weekly when the deal is near the closed stage.
- Helps prospect prioritize finalizing the deal and prevents stalling.
- Offer assistance and check if they need anything to cross the finish line.
The key is allowing enough time after key prospect interactions before utilizing follow-up templates to re-engage at strategic points.
Examples of Follow-Up Cold Email Template
Following up through cold emails is a pivotal component of any outreach strategy.
The use of tailored follow-up templates provides significant advantages that elevate campaign performance and drive results.
This section will explore why follow-up emails merit special attention and how properly crafted templates can optimize prospect engagement.
We’ll highlight the core benefits follow-ups provide across open, response, and conversion metrics so you can maximize the return from your outreach efforts.
When deployed at the right moments, follow-up templates give your emails more touches and new life that multiply their power. Let’s examine the keys to their effectiveness.
Example 1: Following Up After Initial Product Discussion
Subject: Following up on our discussion about [service]
Hi [First Name],
I hope you are doing well. I wanted to follow up on our discussion last week about [service] and see if you had any other questions. [Summarize key points of the initial discussion and address the prospect’s specific interest.]
As I mentioned, [restate key benefits and value proposition]. Our solution can help you [summarize business objectives or pain points discussed].
Please let me know if you would like to set up a quick call to discuss further. I’m confident we can provide significant value to your organization. Looking forward to hearing from you soon!
Regards,
[Your Name]
This demonstrates an effective follow-up by reminding the prospect of previous interaction and reiterating the core benefits and value proposition. It moves the conversation forward.
Example 2: Following Up After Sending Content
Subject: Following up on [ebook title] I shared
Hi [First Name],
I hope you received the [ebook title] I sent over last week and found it useful. Please let me know if you have any other questions after reading it or would like me to elaborate on any of the topics covered.
In addition, I wanted to reiterate how [product/service] can help you [key benefit]. We’ve helped other [prospect’s industry] companies increase [metrics] and [metrics] within just a few months.
Give me a call at [phone] or reply to this email so we can discuss if [product/service] might be a good fit for your needs. I look forward to speaking with you!
Best,
[Your Name]
Here the follow-up reminds the prospect of a content asset sent and reiterates product benefits. It provides the next steps to advance the conversation.
Example 3: Addressing Prospect Questions
Subject: Answering your questions about [product]
Hi [First Name],
Thanks for getting back to me and for your questions about [summarize questions]. Please see below for answers:
[Provide detailed responses to each question]
I hope this helps provide more clarity! Let me know if you have any other questions. I’m confident [product] can address your key challenges around [business goal/pain point]. Are you available for a quick call next Tuesday or Wednesday to discuss this further?
Looking forward to speaking with you soon!
Regards,
[Your Name]
This example follows up after a prospect replies by answering their questions and addressing concerns. It moves the conversation forward positively.
Example 4: Following Up on a Pending Request
Subject: Any update on [request]?
Hi [First Name],
I wanted to check in and see if you had an update on [summarize initial request]. Please let me know if you need any additional details from me.
In case it’s helpful, here are a few key reasons why other [prospect’s industry] companies have chosen to work with us:
- [Key benefit 1]
- [Key benefit 2]
- [Key benefit 3]
I’m confident we can provide the [service/solution] you need to hit your targets for [business objective]. Let me know any thoughts and if you’d like to schedule a quick call. I’m here to help in any way I can.
Looking forward to your reply!
Best,
[Your Name]
This template follows up on a pending request or application. It provides benefits and aims to close the loop.
Example 5: Following Up on a Pending Partnership
Subject: Check In on [Company Name] Partnership
Hi [First Name],
I wanted to check in and see if you had an update on final approval for the [product/service] partnership between [Your Company] and [Their Company]. Please let me know if you need any additional details on pricing, implementation timeline, etc.
As we discussed, this partnership would allow you to [key benefit 1], [key benefit 2], and [key benefit 3]. I’m excited about the value this can provide for your team and customers.
Let’s setup a quick call to walk through any outstanding items needed to get this partnership launched. Please suggest a few dates/times this week that could work for you.
Looking forward to partnering with [Company Name]!
Best,
[Your Name]
This follows up on a partnership deal that is near the close stage. It summarizes the benefits and aims to finalize the partnership.
How ProfitOutreach Improves Follow-Up Cold Email Template
ProfitOutreach supercharges your follow-up email efforts through advanced personalization and automation. Here’s how its key features can take your follow-up templates to the next level:
Personalized Prospect Profiles
ProfitOutreach builds detailed prospect profiles using data from LinkedIn, company websites, and your interactions. Follow-ups are dynamically tailored to each prospect’s role, interests, and activity history.
Custom Sequencing
Easily create targeted follow-up sequences with pre-built templates or customizable flows. Send timely, relevant follow-ups based on prospect engagement.
AI-Generated Content
Leverage AI to automatically generate initial drafts of personalized follow-up emails. Tweak or rewrite any message with just a few clicks.
My Offers
Easily create customized offers showcasing your products, services, events, etc. Follow-ups will highlight relevant offers to match each prospect’s needs.
With My Offers, you can tailor your value proposition and make every follow-up feel targeted. Follow-ups dynamically reference the most compelling offers for each prospect based on their profile. This level of personalization gets results.
With ProfitOutreach, you can scale personalized follow-up outreach that feels like 1:1 communication. It boosts open and response rates, delivers faster conversions, and helps you build meaningful connections. Say goodbye to bland, ineffective follow-ups!
Best Practices for Follow-Up Cold Email Template
Crafting effective follow-up emails is an art that requires careful strategy and execution. The impact of your follow-up messaging can make or break your outreach goals. In this section, we will explore critical best practices for optimizing your follow-up templates.
Here are some best practices for effective follow-up cold email templates:
- Keep it concise – Follow-ups should be short and to the point. Get right to reiterating your value proposition.
- Reference previous touchpoints – Remind prospects of your initial outreach, prior emails, or any other interactions to jog their memory.
- Change up subject lines – Avoid repeating the exact subject line. Tweak it or take a different approach to get opened.
- Update your offers – Consider providing new incentives like free trials, demos, or discounts to sweeten the deal.
- Redirect to new content – Share fresh content like newly published blogs, ebooks, or resources.
- Balance persistence with patience – Follow up persistently but avoid sounding impatient or aggressive.
- Study prospect engagement – Note prospect opens, clicks, and replies to refine your timing and content.
- Personalize thoughtfully – Use personalization tactfully to show you did your research. Don’t overdo it.
- Use different templates – Put together a mix of templates to add variety to your follow-up sequence.
- Check linked accounts – If they engaged with you on LinkedIn, follow up there instead of cold email.
- When in doubt, ask questions – Asking smart questions can prompt engagement and advance conversations.
Here are common pitfalls to avoid
- Sending too many follow-ups – Avoid bombarding prospects with excessive follow-ups before they have a chance to respond. Set reasonable limits.
- Copying exact subject lines – Prospects will ignore emails thinking they’ve seen it before. Always tweak your subject line.
- Getting impatient or aggressive – Never harass prospects or come across as impatient. Persistence must be balanced with patience.
- Not personalizing properly – Generic, untailored follow-ups will be perceived as spam. Personalize carefully. (Learn more about cold email vs spam email)
- Offering no new value – Follow-ups should provide new incentives, content, or reasons to respond. Don’t recycle the same pitch.
- Bad timing – Study prospect patterns and optimize your follow-up frequency/timing to match their preferences.
- Sending from different accounts – If you already emailed them, follow up from the same account. Don’t email them from a new account.
- Overselling in follow-ups – Avoid sounding overly salesy. Focus on value, not the hard sell.
- Template overload – Be careful not to only use templates. Customize each message.
- Forgetting previous interactions – Reference past discussions, meetings, or messages to remind them of the relationship.
Move clear of these follow-up pitfalls, and you’ll notice stronger open, response, and conversion rates. Remember, relevance and restraint are key!
Conclusion
The follow-up cold email is a crucial touchpoint for converting unresponsive prospects. As discussed, proper timing, personalization, and value-driven content are key to an effective follow-up strategy.
By leveraging ProfitOutreach’s AI-powered platform, you can scale tailored follow-up sequences that feel like 1:1 conversations. Join the future of outreach and try ProfitOutreach today to see how impactful your follow-ups can be when optimized for relevance and results.
Frequently Asked Questions (FAQs) About Follow-Up Cold Email
Here are some frequently asked questions about follow-up cold email templates:
How often should I send follow-up emails?
The ideal follow-up frequency can vary based on prospect type and engagement, but a good rule of thumb is to space follow-ups 3-7 days apart. Send an initial follow-up 3-4 days after your first outreach, and allow at least a week before the 3rd and 4th follow-ups.
How do I customize follow-ups for different industries?
Research industry-specific pain points and goals. Highlight how your solution addresses them. Use industry lingo and terminology. Feature relevant customer logos and case studies—segment contacts by industry to customize entire sequences.
How can I make my follow-ups sound more natural?
Use a conversational tone. Avoid sounding robotic. Don’t over-optimize templates. Add some personalized flair and human touches. Ask questions to spur engagement. Share a related experience or story.
Should every follow-up have a call to action?
Not necessarily. Follow-upsfocused on providing value and answering questions may not need a hard CTA. But generally, always end with a specific next step to advance the conversation.
What metrics should I track to refine my follow-ups?
Look at open, click-through, and response rates. Review prospect engagement timeframes. Note when conversions happen during sequences. Continuously optimize follow-up content, timing, segmentation, and messaging.
How do I ensure my follow-ups pass spam filters?
Avoid trigger words. Warm up new sending IPs. Personalize content. Use double opt-in when possible. Send from domains with good sender reputations. Comply with anti-spam laws in your locales.
How do you politely follow up on a cold email?
Follow up politely by warmly referencing your previous email, restating your value proposition, and using a courteous tone. Avoid sounding impatient or aggressive.
How long after a cold email should you follow up?
Ideally, follow up 3-7 days after your initial outreach based on prospect availability. Allow extra time for executives or hard-to-reach prospects.
How do you politely write a follow-up email?
Write politely using a warm, conversational tone. Remind them of prior conversations and add context. Say “I hope you don’t mind me following up” or “Apologies for reaching out again.” Avoid demanding a response.
What is a cold email follow-up sequence?
A follow-up sequence is a series of carefully timed follow-up emails sent to re-engage non-responding prospects. Each email offers new value, incentives, or reasons to respond.
Should I change the subject line in follow-up emails?
Yes, tweak your subject line slightly with each follow-up to seem new and avoid spam filters. Add “Follow Up” or “Checking In”.
What is the best time to send follow-up emails?
Early morning or mid-week are ideal times based on engagement data. Schedule follow-ups based on prospect patterns. First, follow ups can be sooner than subsequent ones.
