45+ Follow-up Email Templates To Use In Different Sales Situations [Examples to Get More Replies]

You send a cold email. The prospects respond to it.

You jump on a demo with them.

And they sign up for the product.

It looks so smooth and simple, doesn’t it?

However, in reality, taking the prospect through this journey is like going on the space mountain – so many unexpected turns and stops all the way.

You don’t get a response to your email.

Even if you did, the prospect goes cold after a couple of email exchanges.

And those who asked for a demo forget about your product after that.

What do you do in this situation?

💡Bonus info: After researching and testing thousands of follow-up sequences, we have put together a collection of follow-up email templates proven to get more responses from your prospects. Download the free e-book.

Obviously, you cannot give up on these prospects – after all, these are potential customers we are talking about.

At the same time, you cannot keep waiting for them to respond – because your prospects are busy professionals with other more important tasks to attend to.

This is why sending a sales follow-up email is so crucial.

Take a look at these statistics that highlight the importance of following up:

  • 80% of sales require 5 follow-up phone calls after the meeting.
  • 63% of people requesting information on your company today will not purchase for at least three months – and 20% will take more than 12 months to buy.
  • If you follow up with web leads within 5 minutes, you’re 9 times more likely to convert them.
 

Very clearly, the fortune lies in following up for a salesperson. And sending a follow-up email is an effective way to build a relationship and gently nudge the prospects towards signing up for your product/service.

In this post, we share a collection of sales follow-up email templates for different scenarios that you can make use of in your sales email campaigns.

Things to Keep in Mind While Sending a Sales Follow-Up Email

Before you follow up with a prospect, here are a couple of important points that you need to keep in mind.

1. Identify the Prospect’s Level of Intent Before Following Up

Know this: your prospects are at different stages in their buying journey. Some are ready to buy. A few highly personalized touches will land you at the meeting. These prospects have high buying intent.

Other prospects are not so close to a buying decision. They need more time and more messaging from you. These prospects have relatively low buying intent. The challenge here is to stay top of mind, build intent and send the right message when they are ready to make the buying decision.

Without identifying intent, you’ll be forced to send the same sales follow-up to every single prospect, which means you miss out on so many opportunities to book meetings and close deals with the ready-to-buy prospects.

This is where Klenty comes in. It helps you identify buying intent in prospects, automatically shift high-intent prospects to a different cadence of sales follow-ups, and focus your time on those prospects.

With the Cadence Playbooks feature, you set up automated triggers to pick up the prospect’s ‘Intent Signals’ and automatically move them to a hyper-personalized cadence when the trigger is activated.

2. Focus on the Follow-up Email Subject Line

You may have crafted a perfect email that offers a lot of value, but it’s wasted effort if the prospect never opens it.

No opens = No responses

Crafting a subject line for your sales follow-up email can be tricky. While there’s no one-size-fits-all rule to what will work, we’ve gathered some good subject line examples used by the top sales professionals at HubSpot to achieve high email open rates.

Here are a few good subject line examples for sales follow-up emails:

After No Response

Still any interest in us?
Any updates for us?
It takes two to tango
Let’s cut to the chase

General Follow Up

How can we improve your ]business goal]?
10 free tactics to increase [objective]
Let’s have a 10 min call on this?
[name], quick question
[name] recommended we chat

 

Why should you track your sales follow-up emails?

Because knowing who opened your follow-up email, but didn’t respond, and who ignored it can change the context of your future follow-ups.

You retarget your prospects with follow-up emails based on their level of engagement with your past follow-ups. And yes, you should retarget the prospects that opened your follow-up emails or clicked the links but aren’t responding to your follow-ups, as well as the ones that are ignoring your follow-up emails.

On top of that, tracking allows you to plan out the best day and time to send your follow-up emails.

Sales Follow-Up Email Templates for Different Sales Scenarios

1. Following Up After No Response

When to use: When the prospect has not responded to your cold email.

You write an engaging cold email to your prospects and are confident that they will love what your email has to offer.

Yet, 48 hours later, you are still waiting for a response. Do you find yourself in this situation more often than not?

What do you do then? Get disappointed and move on to the next list of prospects? Of course not! You have to follow up with them!

What Should Your Sales Follow-Up Email to a Prospect Who Has Not Responded to Your Email Look Like?

These are prospects who may have checked your email but didn’t respond for some reason. Or worse, they didn’t even notice your email because it was probably lost amongst other emails in their inbox.

Instead of merely checking in, your follow-up should provide some value to the prospect; try sharing a case study or a resource, helping them solve their pain point or improve their business.

In your follow-up, be specific on how you can help them and emphasize that you are reaching out only because you truly believe that they are a great fit for your product.

Sales Follow-up Email Templates to use when there is no response

Here are eight sample templates that you can use when the prospect has not responded to your email.

Template #1

Sub: A few things you may not know about {company name}

Hi {Name},
I sent you an email a while ago about {company name} and how I think we could be a 
great fit for you and {company}.

Do you know that our clients report {a 43% increase} in {sales} when they use our 
{software}? We also offer {full training} and {a 20% discount}.

If you’d like to hear about this in more detail, please let me know. I would happily spend 
30 mins telling you everything you need to know. I look forward to your response.

{Signature}

Source

What should a follow-up email to a prospect who has not replied to your email look like?

Get that and 50 more email templates. For free!


Template #2

Sub: A gift for you and your company

Hi {Name},

I know how busy you must be managing your team and helping them increase {job 
function}. I sent you some information about {product or service} a while ago and I 
thought this might be a good time to give you a practical demonstration.

I’ve attached a few vouchers that you can use to access {product or service}.

Feel free to share these with your staff and colleagues. I’d be very interested to hear what they think of it. I would really like to have 30 mins of your time as I feel we can really 
add value to your {area of operations}.

Can we book a call or a meeting?

Regards,

Source

Template #3

Sub: A Few ideas for {{company}}

Hi {name}

You likely deal with {business pain}, so I thought I’d share a quick tip many of my clients 
have found helpful: {1-2 sentence actionable piece of advice}.

I have a few more ideas around {improving X}. Let me know if you’re interested in hearing them.

Best,
{Your name}

Source

Template #4

Subject: It’s Been A While…

Hi {Prospect Name}

I had reached out to you last time regarding [product]’s benefits for [prospect’s company]. 

Maybe you didn’t see a proper fit or you were too busy. 

That’s okay, we totally understand. 

However, I couldn’t help reaching out again since I still strongly believe 
that [product] is the right fit for your organization. 

If you’ve got time, I’d love to walk you through our product’s benefits in detail so that you will understand the possible synergy that can build up through our partnership.

Template #5

Subject: I’ve got something for you

{Prospect Name},

I must admit I was a little surprised when I didn’t see your name in my inbox even after a week.

I was pretty sure that my previous email had lots of interesting insights for you on how 
[product] can help businesses like you improve their [pain point]. I was assuming you 
would want to know more. 

Nevertheless, I’m writing again since I have another interesting piece of content on 
{product} that I think would be of great value to you. I hope it’s useful to you! 

Template #6

Subject: I am super excited to share this with you!Hey {Prospect Name}

I wouldn’t be following up so eagerly if I didn’t have this exciting news to share with you. 

Recently we launched {feature name} on our product and it has become a real head-
turner in our client circle. 

I am absolutely sure [feature name] was the missing piece to help solve most of 
{prospect’s company}’s issues. On top of my head, I can think of 3 key areas that will be 
addressed right away –  

[Pain point 1] 

[Pain point 2]

[Pain point 3]

If you’re available for a quick call any time this week, I can explain more about this.

Template #7

Subject: Is this the reason why I didn’t hear back from you?Good morning {Prospect 
Name}

I was wondering why I never heard back from you even after a week.

That’s when I realized, maybe I was shooting emails to the wrong inbox.

Are you the person who’s managing {area of operation}?

If not, could you point me to the right person?

Template #8

Subject: {Prospect Name}, Did you lose my gift?

Hello there! 

I’m reaching out to you since I wanted to make sure that you received my previous email.

I had sent a very valuable ebook that talks about how companies like yours solved {pain 
point} adopting tools like {product}.

It’s free only for a limited time, and I’d hate it if you missed out on it. 

So I am sending it to you again just to be sure.

If you get a chance to read it, let’s jump on a call to clear all your questions related to the ebook.

2. Following up Asking for a Referral

When to use: When you don’t think you have reached out to the right decision-maker.

Not every prospect on the list that you reach out to will be a decision-maker. And that could be a reason why your emails are not getting a response.

You may have reached out to a company that may have a need for your solution but it is only that you are speaking to the wrong person. All you have to do is try to find the right decision maker, who can understand how your product/service can help them.

And you do this by following up with the prospect and request them to connect you with the right person.

How should your sales follow up email be when asking for a referral?

In your follow up, give a recount of your previous email and reiterate how your product will improve their business.

End your email by requesting the prospect to help you connect with the decision-maker.

Sales Follow up Email Templates to use when Asking for a Referral

Here are three follow up email samples templates that you can use when trying to identify the right decision-maker in a company:

Template #9

Sub: I hope you are able to set me straight!

Hi {name}

I sent you an email a few days ago about {company or product} and it was only afterward that it struck me that I might be barking up the wrong tree.

My company offers {what you offer} which I think would be a perfect fit for {company}. 
Are you the right person to speak to regarding this?

If not, could you help me find the relevant decision maker? I look forward to your 
response!

Thanks!

Source

Template #10

Sub: Could you help me find the right person?

Hi {name},

I reached out to you a few days ago about {company} and it struck me afterward that I 
may have missed the mark.

Are you the right person to talk to about this If not, could you please tell me whom to 
contact?

Thanks for your help.

Regards,

Source

Template #11

Sub: Re: The right person to reach out to?

{Name},

I’m writing to follow up on my email. I didn’t hear back from anyone on the team.

If it makes sense to talk, let me know how your calendar looks. If not, who is the 
appropriate person for me to talk to?

Thanks for your help.

{Signature}

Source

When to use: When the prospect has engaged with your email but has not responded.

These are prospects who have shown an interest in your product by engaging with your email (clicking a link, watching a video, downloading an attachment, etc.) but have not responded yet.

There is a high chance of striking a conversion with these prospects by sending a timely sales follow-up email.

What should your sales follow up email to a prospect who has engaged with your email but not responded look like?

The goal of your email should be to turn their interest into serious consideration for your product.

With the prospect showing an interest in your previous mail, your follow-up should seize the opportunity and help you take the prospects closer to signing up or setting up a demo.

Your follow-up emails can ask if they are looking for any more information or share success stories of your customers, helping you build the trust with the prospect.

Follow up Email Templates to use based on a Trigger

Here are three sample templates that you can use when the prospect has engaged with your email but not responded:

Template #12

Sub: Looking for more info, {name}?

Hi {Name},

I trust that you have had an opportunity to read my previous email and look at our 
website, so I figured it’d be worth checking in with you again.

Do you want to know more about how {your product} can help {their company} to {value proposition}? I’d be happy to have a quick chat at a time convenient for you.

What time would suit you best?

Template #13

Sub: Interested in {Value Proposition}?

Hi {Name}

I hope this doesn’t seem creepy, but I see that you have read my previous email and 
visited our site.

As I stated in my previous email, I believe {your product} can greatly improve how you do {what your product helps with}.

Please let me know when is a good time for you, so I can hop on a call and walk you 
through how companies like {customer 1}, {customer 2} have immensely benefited from our tool. I look forward to hearing from you.

Template #14

Sub: Can I help you with {value proposition}, {name}?

Hi {Name},

I trust that you’ve had a chance to read my previous message and check out our product online, so I thought it was a good time to check in with you again.

Have you had a chance to think over my proposal? I’m happy to chat on the phone to 
answer any questions you may have.

Are you free at {time} for a quick conversation?

Source

4. When the Prospects ask to Circle Back Later

When to use: When you are reconnecting with the prospect after they asked you to reach out sometime in the future.

These are prospects who may be interested in your solution but it may not be a top priority at that time or what you offer may lack something they are looking for.

All you need to do is, mark your calendar and send a sales follow-up email to them at the right time.

Sometimes, you can approach them a little earlier. There is no harm in trying this, especially when you have something really exciting to share.

How Should Your Sales Follow-Up Email Look When Reconnecting With a Prospect Who Has Asked You to Circle Back Later?

In your follow up email, highlight the last conversation you had, refreshing their memory and helping them understand the context of your email.

If the prospect asked you to reach out later for a specific reason; for instance, if the prospect was looking for a particular feature that you didn’t have at that time but you do now, then focus your message on that.

For prospects who felt that your product was a good fit but the timing was not right, your follow up message should give the prospects an overview of what has changed since the last time you spoke and why now would be the right time to sign up for your product.

Sales Follow up Email Templates to use when Reconnecting with the Prospect

Here are five follow up sample templates that you can use when reconnecting with a prospect:

Template #15

Sub: {{First name}}, quick update from {{your company}}

Hi {{First Name}}

Hope all is well.

Last time we spoke you didn’t think that {{your company}} was a not a good fit for your 
needs because of {{reason why they didn’t close}}

The good news is that we now {{new feature which addresses their concern}}. Based on 
our past conversations, I think we are in a better position to help you to {{achieve X by 
doing Y}}

Just say the word and we will set up a trial account for you and your team.

Best,

Template #16

Sub: {{First Name}}, Let’s take another look
Hi {{First Name}},

Last we chatted, you requested that I get in touch in November. I may be a month early, 
but I figured it’d be worth checking in.

Have you given any additional thought to my proposal? I’d be happy to do a quick review of it on the phone and answer any pending questions.

What does your calendar look like to talk?

Regards,

Template #17

Sub: Can we pick up from where we left off?

Hi {name},

The last time we discussed {value proposition} you suggested it wasn’t the right time, 
asking me to connect some time around the end of the year.

So, should we pick up from where we left off?

Eager to hear from you!

Regards,

Template #18

Subject: An early call!

Hi {prospect name}

I remember you asking me to reach out in February. I know I’m a few weeks early, but I 
wagered it’d be good to check up on you. 

We have some exciting new features added to our arsenal and I can’t wait to discuss them with you.

Do you think you can hop on to a short call sometime next week?

Thanks!

Template #19

Subject: We are brimming with ideas to help you

Hi {prospect name}

I know we are supposed to talk next month.

But I thought of reaching out earlier as I have tons of ideas on how you can improve 
{business goals} and lower {pain points} in the shortest timeframe possible.

If this interests you, can we get on call so I can share these ideas with you?

5. After Leaving a Voicemail

When to use: When the prospect hasn’t responded to your call and you’ve left a voicemail.

If you couldn’t reach the prospect on the phone and have left them a voicemail, a follow-up email is a perfect complement to that, to increase the chances of your prospect noticing your message.

Here, you need to be quick, following up right after you sent a voicemail.

What should your sales follow-up email talk about when reaching out to a prospect after leaving a voicemail?

Being a reminder to your voicemail, keep your follow-up email short and succinct, reiterating the value proposition that nudges the prospects to call you back or reply to your email.

Sales Follow-up Email Templates to use after Leaving a Voicemail

Here are four templates that you can use when following up after leaving a voicemail:

Template #20

Sub: Just tried to call you, {name}

Hi {Name}

I just tried calling you but assume you are busy.

Please give me a call back on {number} or let me know when it would be convenient to 
give you a ring again. I look forward to hearing back from you.

{Signature}

Source

Template #21

Sub: Missed you earlier

Hey {name},

I missed you earlier and left a voicemail. I saw you’re {a specific action} and wanted to 
share a few tips about how you can {tips/suggestions related to their action }

I’ll give you a call back on {time} but feel free to reach out before then at {your number}.

Regards,

Source

Template #22

Sub: Is there a better time we can talk?

Hi {name},

I tried calling you some time ago but assume you’re busy at the moment.

When you have a moment, please call me back at {number} or let me know if there’s a 
better time for me to phone you. Hope to talk soon.

Regards,

Source

Template #23

Subject: Tried reaching you twice…{Prospect},

It’s [name] from {company name}. I tried calling you earlier today, but I was unable to get through. 

I even tried leaving a voicemail for you. I assume it fell through the cracks as I never heard back from you.

On a serious note, I understand, we’re all busy people. 

You can call me back at [number] or respond to this email, I’ll block some time so we can 
talk.

6. Following up After a Demo

When to use: After you’ve given a product demo to the prospect.

These are prospects who may have a serious interest in your product and were curious enough to invest their time to learn more about how you can help them.

You might wonder, why you need to follow up with them?

The reason is, while everything is going on track, even at this stage there is a possibility that the prospect might forget about your product.

Besides, even if the prospect is interested, they might not share the same urgency as you and a follow up email prods them to sign up for your product.

How Should You Approach Your Sales Follow Up Email After a Demo?

In your follow up message, give a brief account of the key takeaways from your demo as well as clearly outlining the next course of action.

Also, if the prospect hinted at any reservations or doubts during your demo, use your follow up as an opportunity to address their concerns and walking them through the process.

Remember, your email shouldn’t sound too pushy but be a gentle reminder to keep the conversation moving.

Related: How to Follow Up After a Demo the Right Way! [7 Bonus Templates]

Sales Follow up Email Templates To Use After Demo

Here are eight templates that you can use to reach out to a prospect after a demo:

Template #24

Sub: Re: Today’s Demo with {your product}

Hey {name}!

It was great talking to you today!

The next steps would be starting your marketing team on a trial so they can explore {your product}.

Based on the goals and workflows you already described, I can set up custom onboarding tool tips so everyone can discover features that would be useful for their work right away.

When can we get started?

Source

Template #25

Sub: Good news, we can arrange for your request!

{name},

I’m writing to thank you for giving me the opportunity to speak to you on {day}.

As we discussed on the {call/demo/meeting}, I have checked with my team and wanted to let you know that we would be happy to arrange {their special request} as you requested.

Let me know when we can proceed!

Regards,

Template #26

Sub: Here’s the information you requested

Hi {Name},

I really enjoyed chatting with you earlier today and learning more about how you and 
{prospect’s company}

I promised you some more info and here it is. Here are the {relevant resources} that you will find useful to {benefit}.

If you want to discuss anything, I’d be happy to answer any questions you have. Feel free 
to call me at {your number} or drop a mail any time.

Regards,

Template #27

Subject: Let’s jog down the memory lane

Hi {Prospect}, 

Firstly, I would like to thank you for attending our demo. I really hope it was a productive and insightful meeting. 

Secondly, I wanted to revisit some of the major benefits of [product] tailored for 
[prospect’s organization]. 

- [insert benefit 1]
- [insert benefit 2]
- [insert benefit 3]

If you want more information or have any specific requirements that is holding you back, don’t hesitate to reach us. Let’s set up a call and discuss all your concerns in one go.

Template #28

Subject: What’s your favorite feature?

Hi {Prospect}, 

Did you find our demo on {product} useful? 

Usually, all our demo attendees love our {feature name} What was your favorite?

Shoot us an email with your thoughts. 

Or if you have any more questions about our product, I would love to schedule another 
call to answer your questions.

Template #29

Subject: Thank you for sharing your thoughts with us

Hello {Prospect}, 

Thank you for making our demo on {product} super interactive.

Your comment about [something the prospect mentioned] helped us understand your 
perspective better.

I’ve taken the liberty of sending you about how [product] can help you. 

If you’re interested, please hit us with a reply and we can set up an appointment to 
discuss the next steps.

Template #30

Subject: Here are our answers

Hi {Prospect}

Thank you for attending the demo on {product}.

It took me some time to find what you asked for during the call, but I’ve attached the 
information you requested here. 

Do you have any other questions that I can help you with? Please let me know in 
response.

Template #31

Subject: Need more info???

Hey {prospect name},

I hope you were able to go through the demo MoM that I had sent earlier. 

Wanted to understand whether you have any further queries over and above the points 
we discussed?

Reply to this email with all your questions or let me know a suitable time to call you.

7. After a Networking Event

When to use: When you have recently met someone at a networking event

Networking events and sales conferences are great places to make new friends and meet old friends. At the same time, it is also a great place to find people who are interested in your product/service.

While they were keen to learn about your product then, there is a high possibility that they might simply forget about your product once they return to work and get caught up with their own business.

You need to ensure that such prospects do not slip through and send a sales follow up email, while their memory is still fresh about the event.

How should you approach your Sales Follow up when you are reaching out a prospect you recently met?

When following up, your email will depend on the level of interest that these prospects showed in your product.

If the prospect had expressed a serious interest in your product, use your follow up to refresh their memory about your meeting that will help give them a context before asking them for a meeting or getting them to sign up for a free trial.

Otherwise, your email should focus on taking the relationship forward.

If they were particularly keen on something; like tackling an issue they are facing or growing their customers etc. use the follow-up email as an opportunity to send them a valuable resource or a case study that they’ll appreciate.

Your follow-up should foster a relationship, making them more likely to accept your request in the future.

Sales Follow up Email Templates to use after a Networking Event

Here are five templates that you can use to reach out to a prospect you met at an event:

Template #32

Sub: It was nice to meet you at {Event}

Hi {Name},

What a great show. I hope you enjoyed it and would like to thank you for your interest in {company}

I’m sure improving your {objective} is one of your company’s main priorities, so I thought 
it would be great to contact you sooner rather than later.

Just let me know if you have any questions or would like to have a more in-depth 
conversation. I’m ready and waiting.

Regards,

Source

Template #33

Sub: So glad, we met at {the event}!

Hi {name},

It was great connecting with you at {event}…

I was thinking about what you said about {their pain point} and thought you might 
appreciate this case study on how we helped a similar company achieve {their goal}.

Let me know if you found it helpful!

Template #34

Sub: We met at the {event}, remember?

Hi {Name},

What a great show. I hope you enjoyed it and learned more about email tracking software {tool} to improve your {problem facing business}.

I’m sure improving your sales team’s productivity {objective} is a top priority for you. I 
thought I’d share this {piece of content} which may be helpful to you.

If you’d like any additional information about how {details of content}, I’d be more than 
happy to have a quick chat over the phone.

Regards,

Source

 Template #35

Subject: Discussion at [event name].Hello {Prospect Name}

I hope you remember meeting me at [event name].

I thoroughly enjoyed our discussion on the different steps you are taking to improve overall business efficiency in your organization. 

I have a bundle of ideas that we can implement right away at your workplace. Using 
{product} is definitely one of the ways to achieve it. 

Can we get on a call so that we can discuss this at length? Thanks!

Template #36

Subject: Picking up where we left off!Hi There,

This is {name}.

Do you remember our animated conversation at [event name]?

I for one could not forget it. I vividly remember you talking about {pain point} multiple 
times.

I believe we should complete our discussion over a call and find a solution together. 
Maybe this call what the doctor really ordered for you.

Do you have an empty slot in your calendar this week?

8. When the Prospect Goes Radio Silent

When to use: When the prospect has gone cold after showing some interest.

These are prospects who showed an interest in your product, engaged with your emails but suddenly went cold.

It could be because solving the pain point may no longer be a priority for them; Or they may have decided to go with another product;

Having shown an interest in your product, you cannot give up on these prospects and you keep sending follow-ups to get a response

What Should Your Sales Follow Up Email to a Prospect Who Has Gone Radio Silent Look Like?

When following up, you need to learn why the prospect suddenly went cold; Since you have no idea, you simply have to take different approaches until you get a response:

  • Try sending a valuable resource that helps with a pain point they are facing
  • Or use social proof to convince the prospects
  • To follow it up, send an email that is funny, which might get them to respond.
  • The goal is to keep reaching out until you get a definitive answer; be it yes or no.

Sales Follow up Email Templates to Use When Prospect Goes Silent

Here are four templates that you can use when the prospect has gone cold:

Template #37

Sub: Hello from the other side!
Hello {{prospect name}},I must have called a thousand times …On a more serious note, 
last time we talked about {{pain}} and how {{product}} could help {{drive X results/
accomplish X goal}} over {{specific timeframe}}.

Are you still interested in continuing our discussion? If not, please let me know so I can 
stop being Adele.

Cheers,
{{Your name}}

Template #38

Sub: Are you okay?
Hi {{First Name}},

We previously had a discussion regarding {{WHAT YOU DO}} and you have gone AWOL 
since then!

This tells me a few things:

• You’re being chased by a T-rex and need my help.
• You’re interested but haven’t had time to respond.
• You aren’t interested.

Whichever one it is, please let us know as we’re getting worried!

Regards,

Template #39

Sub: {{First Name}}, What should I do?

Hi {{First Name}}

I’m in salesman hell a.k.a “Radio Silence”. I have officially stalked you via phone, and now I thought I’d try emailing you.

How would you like me to proceed?

1. Keep calling you
2. Email you every two days
3. Take the opportunity out of the pipeline.

Just reply the option number.

Thankfully,

Template #40

Subject: See what our clients are saying…Hey {prospect name},

XYZ, ABC, and DEF are some of the top names in the bay area that use {product} to drive 
their {business goal}.

Check out their testimonials here.

I’m quite certain that we could be similarly helpful for [prospect’s company] as well. Can 
we discuss this over a call?

9. Breaking Up

When to use: As the last follow-up email when the prospect has not responded to any of your previous emails.

There will be some prospects who wouldn’t have responded to any of your emails.

But before giving up on them, as one last effort, you try to get them to respond by sending a breakup email.

The idea behind breakup emails is to tell the prospect that you are “giving up” on them. While it is true to an extent, you are also counting on the principle of the Scarcity Effect here. By taking away the opportunity to purchase your product, once and for all, you are tempting the prospects to respond to your email.

What Should Your Sales Follow-Up Email Talk About When You Are Sending a Breakup Message?

The breakup email should never express any displeasure because the prospect didn’t respond to your email.

Highlight to them that you care about their organization’s success even if they’re not buying.

Your email should thank them for their time and leave room for a future conversation.

Sales Follow up Email Templates to Use When Sending a Breakup Mail

Here are four sample breakup emails that you can use.

Template #41

Sub: Thanks from {{company}}

Hi {{FirstName}},

I know we haven’t been able to connect, which usually means one of two things: Either 
the timing may not be right or you no longer have a need.

In either case, I want to respect your time so I’m going to go ahead and close your file. 
Otherwise, if you’d still like to talk, let me know a good time.

Thanks again.

Best,

Template #42

Sub: {{First name}}, would love your feedback
Hey {{First name}}

This is my last email, but I’d love your feedback so our product can get better.

What’s the main reason you didn’t want to hop on a call with us? {{Prospect first name}}

Best,
{{Your Name}}

Template #43

Sub: Thanks from {{company}}

{{FirstName}},

I wanted to reach out to you one last time regarding {{value proposition}}.

If I don’t hear back from you, I’ll assume that the timing isn’t right and I won’t contact you again. If I can be of assistance, you can always reply to the message and I’ll be more than happy to help you.

Goodbye for now.

Template #44

Subject: We’re always there for youHi {prospect name}, 

I understand you’re not interested in {product}, but I wanted to send you some resources on improving [problem your product solves]. 

Regardless of whether you’re our customer or not, we’re all rooting for your success. 

If you decide to change your mind about [product], send us an email any time and I’d be 
happy to help you out.

10. Following Up After Prospect Visits Website

When to use: If a prospect has visited your website and you see they’re still on the fence, this can be a good way to follow up with them. (You’ll know they’re on the fence if they haven’t clicked on popups, submitted their info an online form etc.)

A follow-up email to a lead who has visited your website is one of the most challenging emails to write. It can sound really creepy to the prospects if done improperly. 

What should your sales follow up email to a prospect who visited your website look like?

Ensure that your email has the following elements –

  • Talk about the specific product or the website they visited to quickly refresh their memory. People open hundreds of websites every day and it is really hard for them to keep a tab of what they viewed.
  • These are really cold leads. To warm them up, request a low commitment call of 15 minutes or less. Tell them it will give them a chance to learn more about the product and see if it can solve the pain point whose solution they are searching for.
  • Try enticing these prospects with some discounts, gifts, or offers.

 Template #45

Subject: A gift for a really special guest!

Hello,

I hope you found all the necessary information about [product] on our website. I thought this might be a good time to let you know what [product] is really capable of. 

I’ve attached a few guest logins/vouchers you can use freely with your colleagues and 
staff. It will be really exciting to know what you all think about it. I look forward to hearing 
from you.

Template #46

Subject: You left without saying a ‘hi’

Hello,

I noticed that you were browsing through our homepage today afternoon at 1 pm (don’t worry! that’s just our harmless marketing tools at work). 

If you’ve got any doubts or are a tad skeptical about whether our product is the right fit for your business, then I recommend we get on a call to make it simple for you to decide.

Please let me know what time works and I’ll schedule a call to answer all your queries.

These templates have been customized for specific situations that sales reps face in common. You can also build your own templates for other situations using email template builders.

Automating Follow-Ups With Cadence Playbooks 

Automating your follow-up emails is always a double-edged sword. On one hand, it is a potent tool to streamline your follow-up emails. On the other hand, you lose the ability to ‘personalize’ which is an important characteristic of a great follow-up email. 

This is where Klenty’s Cadence Playbooks come in handy. Let us understand this feature with an example.

Imagine you have two prospects  – Prospect A and Prospect B. 

  • Prospect A has opened your email multiple times and clicked on the links inside the mail. 
  • Prospect B, on the other hand, hasn’t opened your email yet. 

Now, automating your follow-ups entirely means sending similar messages to both these prospects at the same time. It doesn’t make any sense as both these prospects are at different stages of the buying cycle.

Prospect A obviously has a higher buying intent than prospect B. Your message to prospect A should be more on the lines of pushing him to take that one last step to purchase your product. The message should be as personalized as possible here.

Looking for inspiration to personalize your follow-up email?

Here are 160+ subject lines to get you started

Here is a sample follow up email that will work for prospect A –

Prospect B, on the other hand, is still at a very early stage of the buying cycle. You do not have to spend a lot of time personalizing their emails as they are not an opportunity yet.

Here is a sample follow up email that will work for prospect B – 

As you can see, you need to select two different types of emails for two different types of prospects. Klenty automates this entire selection process with the help of Playbooks. 

Playbook automatically detects intent in your prospects and establishes the right next steps for them. It even prioritizes prospects based on intent. In the above example, Cadence Playbook will prioritize personalized follow-ups for prospect A over prospect B.

Screenshot of pictorial description of how Playbooks cadences work on sales follow up email template

Klenty’s Playbook also eliminates any need for blind follow-ups or similar cadence for every prospect after automation. You gain 360 degrees visibility into where your buyers are in the buying journey. With this knowledge, you can move your prospects from one cadence to another based on how close they are to purchasing your solutions.

In a Nutshell

Writing a follow-up email that triggers a response from a lead can be one of the most daunting tasks for your team. On one hand, you’re trying to elicit a response, on the other, you don’t want to turn off your lead by being perceived as pushy and annoying. 

The templates given in this post are a good place to start and strike a perfect balance between these two situations. 

Support these templates with Klenty’s Cadence Playbooks to automate and send well-timed sales emails with the right messages to your prospects. Together they can be the difference between losing a prospect and converting them into customers.

20 Comments

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