Polite Email Follow-up: Get the Response

Awaiting a reply to emails, especially cold messages, is an anxious process. But conversion depends on the follow-ups. Studies often emphasise the role of follow-ups and their direct impact on sales.

In this article, you will find

• Answer to how to remind someone to respond to an email.
• Things to keep in mind while sending such emails

Let’s dive in. 

How to Remind Someone to Respond to an Email Politely 

This section consists of 5 email templates that you can use alongside any email writing tools to remind the recipient to reply to your email.

#1 Friendly Follow-Up

A friendly follow-up acts as a gentle reminder, maintaining a positive tone but also emphasising the email's importance. This approach shows that the sender is considerate, professional, and has a genuine interest in beginning the conversation. 

Template 

Subject: Friendly Reminder: [Subject of the Email]

Hi [Recipient's Name],

I hope this message finds you well. I wanted to follow up on the email I sent on [date]. I understand everyone is busy, and I just wanted to make sure my email didn't get lost in the shuffle. I appreciate your time and attention to this matter.

Looking forward to your response.

Best regards,

[Your Name]

#2 Gentle Nudge

The “gentle nudge” template is best when you want to sound professionally casual but also remind the recipient to reply to your email. 

Template

Subject: Quick Follow-Up on [Subject of the Email]

Hi [Recipient's Name],

I hope you're having a great day! I wanted to gently nudge you about the email I sent on [date]. I understand you have a lot on your plate, and I appreciate your attention to this matter when you get a chance. Thank you!

Warm regards,

[Your Name]

#3 Polite Inquiry

A polite inquiry asking if they checked your email or need any assistance to reply is a great way to send a reminder. 

Template

Subject: Checking In on [Subject of the Email]

Hi [Recipient's Name],

I hope everything is going well. I wanted to check in regarding the email I sent on [date]. I understand you might be busy, and I appreciate your time. If you need any additional information or clarification, please let me know. Looking forward to your response.

Best regards,

[Your Name]

#4 Expressing Understanding

Subject: Quick Follow-Up: [Subject of the Email]

Hi [Recipient's Name],

I hope your week is going smoothly. I understand that everyone has a lot going on, and I just wanted to follow up on the email I sent last week. If there are any updates or if you need more information, please let me know. Your time is much appreciated.

Thanks,

[Your Name]

#5 Acknowledging Busy Schedule

Subject: Polite Follow-Up: [Subject of the Email]

Hi [Recipient's Name],

I hope your schedule is treating you well. I understand how busy things can get, and I wanted to gently remind you about the email I sent on [date]. Whenever you have a moment, I'd greatly appreciate your input. Thank you for your time and consideration.

Kind regards,

[Your Name]

Things to Remember While Writing a Polite Reminder Email

Here are a few things that you should keep in mind when reminding recipients to reply to your message. 

Keep it Short

When crafting a polite reminder email, it's essential to keep it short and to the point. Long-winded messages can easily be overlooked or set aside for later, defeating the purpose of your gentle nudge. 

Aim for clarity by focusing on the main message without unnecessary details. A concise reminder not only respects the recipient's time but also increases the likelihood of them absorbing and responding to your request promptly. Remember, in the realm of email etiquette, less is often more. So, trim the excess and let your message shine through with simplicity.

Always Follow-Up in the Same Email Thread

When sending reminder emails, don’t start a new thread. Instead, continue the conversation within the same email thread. This simple practice enhances accessibility and productivity for both you and the recipient.

This practice prevents unnecessary inbox digging; everything they need is in one place. By replying in the same thread, you're not just being organized; you're respecting their time.

This method has practical benefits. It ensures timely communication, eliminating unnecessary delays and improving the success rates of your reminders. Moreover, the continuity of the conversation allows you to refer back to specific points or questions from previous messages. This not only showcases your attentiveness but also creates a "wow, they really get me" moment for your recipient.

Never Guilt-Trip Your Recipient 

One key aspect of writing reminder emails is to avoid guilt-tripping your email recipient into responding. Asking questions like "Why haven't you replied?," “Did you see my last email?” may unintentionally convey impatience or frustration, creating a negative vibe. 

Such an approach can repel the recipient, jeopardising future interactions. Instead, focus on a friendly reminder without implying any blame. A polite tone not only preserves the professional relationship but also increases the likelihood of a positive response. Remember, building bridges is far more effective than burning them.

Use AI to Set Follow-Ups

Sending emails reminding someone to respond to your emails is taxing, especially if you’re sending as many as 10,000 cold emails. This is when you should use a cold email tool like Smartlead.  

Tools like Smartlead utilize AI to not only schedule reminder emails but also to set trigger-based follow-ups. This means you can automate the sending of follow-up emails based on recipient actions or inactions. With AI, you can efficiently manage and personalise follow-up emails, ensuring your communication remains polite and timely. 

This hack will not only save time but also increase the effectiveness of your email outreach strategy, making it a valuable asset in your professional communication toolbox.

Final Thoughts

Reminder emails are super essential for sales. If you’re a cold email marketer, instead of normally reminding recipients, send value-adding follow-ups that will help your leads take the desired action.

For best results, use an AI-based tool. Make the best out of technology and do the job of 100 SDRs by yourself. Target more leads for more meetings.

Frequently Asked Questions

1. What is the normal email response rate for a cold-emailing campaign?

The normal email response rate for a cold-emailing campaign typically ranges between 1% to 5%. This range can vary significantly based on various factors, including the industry, the quality of the email list, the relevance of the message to the recipient, and how personalized and well-crafted the email content is. Achieving a response rate closer to or above this range indicates that your cold emailing efforts are effectively resonating with your target audience.

2. What factors compel a lead or prospect to reply?

Several key factors can compel a lead or prospect to reply to a cold email. Personalization plays a crucial role; emails that address recipients by name and reference specific details relevant to them or their business tend to elicit more responses. A clear value proposition that outlines how your product or service can solve a problem or benefit the recipient is also vital. Additionally, a strong and clear call-to-action (CTA) that tells the recipient exactly what step you want them to take next can significantly increase reply rates. Ensuring your email is concise and to the point while being polite and professional also encourages recipients to engage further.

3. How long should you wait before sending a reminder email?

A good rule of thumb is to wait about one week before sending a reminder email. This timeframe allows the recipient enough time to have seen and considered your original message without feeling rushed, but it's also not so long that they might forget about your initial outreach. If the matter is more time-sensitive, adjusting this waiting period accordingly and mentioning the urgency politely in your follow-up can be effective. Always ensure your reminder is courteous and expresses genuine interest in receiving a response.

4. How often should you follow up if the prospect is non-responsive?

If the prospect remains non-responsive, it's generally advisable to follow up 2-3 times in total, spacing each follow-up email about a week apart. This approach demonstrates your persistence and interest without becoming intrusive or annoying. Each follow-up should add value or new information rather than simply repeating the request for a reply. After 2-3 follow-ups without a response, it may be best to pause outreach to that particular prospect and focus your efforts elsewhere, possibly re-engaging at a later time when circumstances might have changed.