How to Write a Business Follow Up Email

It is very important to follow up your business prospect. You have worked hard or the luck would have just smiled and you have generated a business client or a future business prospect. This article may help you to overcome the skepticism about following up your business client.

Steps

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    Start the follow-up mail with reference to the date and time of your last conversation or meeting in the follow-up mail and if the day mentioned is before yesterday then it is always advisable to mention the date.
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    Mention the time pertaining to the specific correspondence. Examples: "This mail is with reference to our meeting yesterday morning" or "This mail is with reference to our telephone conversation on 12th November afternoon".[1]
    • This first line will convey the message that you are following up on a meeting or a conversation.
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    Keep the follow-up contents precise,simple and short. The reason being, it will avoid lot of grammatical errors or unnecessary word usages.[2]
    • A simple and short mail will generate interest in the reader to go through the contents.
    • One of the most important aspect of communication is that the reader should be able to comprehend your message and should feel that they should revert on the same terms.
    • This will also mean that you are highly focused and professional in your approach.
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    Mention the subject of discussion. For example: "We discussed about the price of the marine jug that you were keenly interested in buying and I had mentioned the price".
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    Write the next line of the main content "Follow-up".[3]
    • It is usually advisable to use the word "follow-up". Example: "My mail is a follow-up on that discussion".
    • Here, you have passed the message that you are following up.
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    Encourage your client with their feedback and interest on the next line.. Example: " I would be grateful if you can help me with your view/feedback/interest on the subject/matter/item."[4]
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    Provide the time of your availability on the phone or personal meeting. Example: "You can call me or meet me at/in for the same."[5]
    • If the meeting or a call is not possible then all you need to ask your client is to "Revert": "Kindly revert at the earliest with your feedback/assumed price/view"
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    Provide suggestion on the subject of discussion. The basic Idea is to create a rapport with the client.
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    All this practice should boil down to one single point: achieve your purpose and get the work done for your client.
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    Reserve a single line for future prospects has to be mentioned along with a little humility: " I look forward towards a wonderful business relation with you in times to come."[6]
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    Close the mail with this single line: "I sincerely appreciate your time and patience."
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    Close the follow-up mail with "Thank you, and Best Regards."
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    Make sure to enclose your name and address with a telephone number on which you can be contacted .[7]
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    Mention the hours when you can be contacted.
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References

  1. ↑ https://www.hubspot.com/sales/follow-up-email
  2. ↑ https://www.fastcompany.com/40437743/this-is-how-to-write-a-follow-up-email-thats-not-annoying
  3. ↑ https://www.fastcompany.com/40437743/this-is-how-to-write-a-follow-up-email-thats-not-annoying
  4. ↑ https://blog.mailshake.com/follow-up-email-strategy/
  5. ↑ https://blog.mailshake.com/follow-up-email-strategy/
  6. ↑ https://blog.mailshake.com/follow-up-email-strategy/
  7. ↑ https://blog.mailshake.com/follow-up-email-strategy/

About This Article

wikiHow is a “wiki,” similar to Wikipedia, which means that many of our articles are co-written by multiple authors. To create this article, volunteer authors worked to edit and improve it over time. This article has been viewed 87,877 times.
30 votes - 70%
Co-authors: 7
Updated: December 10, 2019
Views: 87,877
Categories: Business Writing
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