Follow-up Emails - How Much is Too Much?

There is a fine line between diligently following up and bombarding someone's inbox with excessive messages. It helps to know the boundaries of follow-up email etiquette, as well as how technology can help automate and streamline the process.

Defining the Boundaries of Follow-up Email Etiquette

When it comes to following up with your prospects, it is crucial to find the right balance. While it is important to stay engaged and keep the conversation going, bombarding someone with too many messages can have adverse effects. It can be perceived as pushy, annoying, or even desperate. To avoid crossing this line, it is essential to respect the recipient's time and preferences.

One important aspect of follow-up email etiquette is to be mindful of timing. If the meeting was an intro call or demo, sending a follow-up immediately after the initial contact, is necessary. Anything other than a thank you for a contact that isn’t going to be an opportunity, can come across as too aggressive. And then all the gray areas in between. Understanding the nature and urgency of the actual conversation will also help determine the appropriate frequency of follow-up emails. Take notes on every conversation you have.

The biggest consideration still needs to be the content of the email itself. Keep it quick, simple, and easy to read. Instead of simply asking for an update or reiterating the initial request, offer something of value to the recipient to help the use case for your product/ service. This could be relevant industry news, a helpful resource, or a personalized recommendation. By providing a resource (much like this one), you show that you respect the recipient's time and are not simply seeking a response for the sake of it.

Take into account the recipient's schedule and workload. Sending a follow-up during a busy period may not yield the desired response. On the other hand, sending a follow-up when the recipient is likely to have more time and attention available can increase the chances of a prompt reply. You can always schedule your follow up from most platforms today too.

With the advancements in technology, there are now various tools and platforms available to help automate and streamline follow-up emails. These technologies can be a game-changer, allowing you to save time and effort while maintaining effective communication. One such technology is email automation software.

Email automation software enables you to create predefined email sequences that are automatically sent at specific intervals or triggered by certain actions.

This eliminates the need for manual follow-ups and ensures that each recipient receives timely and relevant messages. Additionally, these tools often provide analytics and tracking features, allowing you to monitor the effectiveness of your follow-up emails.

Technology platforms that specialize in email marketing and automation also provide valuable insights into follow-up email best practices. HubSpot, a leading marketing platform, advises keeping follow-up emails short and concise. According to their research, emails between 50 and 125 words have the highest response rates.

Additionally, these platforms recommend using personalized subject lines, as they significantly increase email open rates. Including the recipient's name or referencing a previous interaction can grab their attention and make your email stand out in their crowded inbox.

If you don’t follow up, you can’t sell. No Step 3 without Step 2.

By understanding the boundaries of follow-up email etiquette, leveraging technology to automate and streamline the process, you can ensure that your follow-up emails are impactful, respectful, and yield desired replies.

Close more deals, and close deals faster, by getting a cold email channel implemented now.