16 Effective Sales Follow Up Templates

April 12, 2024 by
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Mastering the art of sales follow up is an absolute necessity in today’s competitive market. Follow-up emails can transform potential leads into loyal customers with the right approach. However, writing an effective follow up message requires more than just persistence. It demands a strategic blend of timing, personalization, and relevance.

Surprisingly, 80% of sales require at least five follow ups after the initial contact, yet a significant number of sales professionals give up much sooner. This gap between effort and expectation underlines the importance of follow up in the sales process.

In this article, we’ll explore 16 effective sales follow up templates to help you engage your prospects more effectively.

Why Is Sales Follow Up Important?

Sales follow up is an important tactic because it keeps your brand at the forefront of potential customers’ minds. When customers are ready to buy, they’re more likely to choose a company that has remained in contact with them.

Beyond acquiring new customers, regular follow ups with existing customers also play a vital role in retaining them.

Customer retention is not only more cost-effective than acquiring new ones, but it also opens up a line of communication and provides an opportunity to address any dissatisfaction that might lead them to choose a competitor. Addressing issues based on feedback can help maintain a positive relationship and potentially prevent loss of business​​.

In sales, follow ups and email sequences are extremely important. As mentioned earlier, a significant percentage of sales require multiple contacts before a deal is closed. Following up promptly with leads can drastically increase the chances of engagement, and most customers expect several calls before they make a purchase decision. 

Sales Follow Up Templates That Actually Work

Here are some templates for sales email follow ups. These examples are designed to help you reconnect with prospects after key moments like visiting a landing page or receiving a quote. 

Follow Up Email After No Response

If you sent an initial contact email but are yet to receive a response, it is generally a good idea to send a sales follow up email.

1. Gentle Reminder Follow Up

Subject Line: Just Checking In On Our Last Conversation


Hi [Name],

I hope this message finds you well. I’m reaching out to follow up on our previous email about [product/service/brief description of the topic]. Since I haven’t heard back, I wanted to ensure my message made it to your inbox.

I understand you’re busy, but I believe [product/service] can really help with [specific benefit or problem it solves]. Could we schedule a quick call to discuss this further, or is there a better time for me to check back in with you?

Looking forward to hearing from you soon.

Best regards,

[Your Name]

2. Offer Additional Resources

Subject Line: More Insights on [Product/Service] for [Their Company Name]


Hi [Name],

I realize you’re swamped, but I thought it might be helpful to share some additional resources about [product/service] that could address [specific concern or interest they have].

[Link to a case study], [link to a product demo], or [link to customer testimonials] might give you a better idea of how we can support [specific goal or problem].

Could we schedule a few minutes to chat about your thoughts, or is there a better time for you to reconnect?

Thanks for considering, and looking forward to your perspective.


[Your Name]

Follow Up Sales Email After a Trigger Event

When a potential customer or client clicks on a product or landing page, this is a good chance to send a follow up email, attempting to finalize the sale.

3. After Opening an Email and Visiting Your Product Page

Subject Line: Saw You Checked Out [Product Name] – Let’s Talk!


Hi [Name],

I noticed you had a chance to look at our [Product Name] recently. I’m glad to see it sparked your interest! [Product Name] has been a game-changer for many in [Industry] by [briefly describe key benefit].

Do you have any questions about it, or would you like to explore how it can specifically benefit your team? I’d be happy to set up a quick call or provide more information about your needs.

Looking forward to your thoughts!

Best regards,

[Your Name]

4. After Engaging with a Pricing Page

Subject Line: Questions on Our Pricing? Let’s Clarify and Explore Options


Hi [Name],

I saw you were exploring our pricing options recently – a great step towards understanding how [Your Product/Service] fits within your budget and needs. Picking the right plan is crucial, and I’m here to help make that as easy as possible for you.

Would you like to discuss the various packages and find the best match for your current situation? I can also share any ongoing promotions or customizable options that might be of interest.

Let’s find the perfect fit for you.

Best wishes,

[Your Name]

Follow Up Email After Hiring New Staff

Communication is key in sales teams, especially when onboarding new staff members. Here are some email templates to use when a client or customer brings on new team members.

These templates are crafted to acknowledge the client’s organizational changes positively, offer support, and reinforce the value of your service or product.

5. Offering Training for New Staff

Subject Line: Welcome Your New Team Members with Custom Training!


Hi [Client’s Name],

Congratulations on expanding your team! I understand how important it is to get new hires up to speed and fully integrated into your operations. To support you, we offer specialized training sessions for [Your Product/Service] that can be customized for your new team members’ roles.

Would you be interested in scheduling a session to ensure your new staff are equipped to make the most of our solutions from day one? Let me know, and we can arrange a time that suits you best.

Best regards,

[Your Name]

6. Encouraging Feedback from New Hires

Subject Line: We’d Love to Hear from Your New Team Members!


Hi [Client’s Name],

It’s great to hear about your team’s recent growth! As you know, we’re always looking to improve [Your Product/Service], and who better to provide fresh insights than your new hires? Their feedback can be invaluable in helping us tailor our solutions to better meet your needs.

Could we schedule a brief call to discuss any initial thoughts or feedback from your new staff? Your input is crucial to us.

Thanks for your collaboration,

[Your Name]

Follow Up Sales Email After Leaving a Voicemail

The age of using phone calls as a primary sales tactic is over, but calling your sales leads can still be a good tactic with a more personal touch. That said, if you have recently left a voicemail, it might also be a good idea to send a follow up email.

7. Reiterating Offer Details After Leaving a Voicemail

Subject Line: Further Details on [Your Offer] – Missed You Over the Phone


Hi [Prospect’s Name],

I just left you a voicemail regarding our latest offer on [Product/Service]. I wanted to follow up with an email to ensure you have all the details at your fingertips.

[Your Product/Service] can help [specific problem it solves or benefit it offers]. I believe it could be a great fit for [Prospect’s Company] because [reason why it’s relevant to them].

Could we schedule a call to discuss this further? I’m available [provide a couple of time options], but I’m flexible and happy to work around your schedule.

Looking forward to hearing from you.


[Your Name]

8. Highlighting Urgency After Leaving a Voicemail

Subject Line: Last Chance for [Offer] – Let’s Connect!


Hi [Prospect’s Name],

Hope you’re well! I left you a voicemail earlier about the closing window on our exclusive offer for [Product/Service]. I don’t want you to miss out on this opportunity to [benefit from the offer].

We’ve seen [a specific result] with others in your industry, and I’d love to see if we could do the same for you. Can we discuss how this might fit within your current needs?

Please let me know a time that works for you, or feel free to reply to this email with any questions.

Warm regards,

[Your Name]

Follow Up Email After Sending a Quote

Radio silence is never a good idea in sales, especially after sending a quote. Ideally, you should follow up with a potential customer relatively soon after sending a quote to keep a line of communication.

9. Gentle Reminder After Sending a Quote

Subject Line: Following Up on Your Quote for [Product/Service Name]


Hi [Prospect’s Name],

I hope you’re doing well. I wanted to follow up on the quote we sent over for [Product/Service Name] last [when the quote was sent]. Have you had a chance to review it?

We would love to hear your thoughts and answer any questions you might have. Our goal is to ensure that our solution aligns perfectly with your needs.

Please let me know if there’s a convenient time to discuss this further. Looking forward to your feedback.

Best regards,

[Your Name]

10. Confirming Receipt and Next Steps After Sending a Quote

Subject Line: Confirmation of Quote for [Product/Service Name] & Next Steps


Hi [Prospect’s Name],

I just wanted to confirm that you received the quote for [Product/Service Name] and see if there are any further steps or information you need from us to move forward.

Our team is excited about the possibility of working with you and ready to support you through the next phases. Whether it’s finalizing the quote, setting up a demo, or discussing implementation timelines, we’re here to ensure a smooth process.

Please let me know how you’d like to proceed or if there’s a convenient time for a follow up call.

Thank you for considering [Your Company]. I look forward to your feedback.


[Your Name]

Follow Up After Prospect Visits Your Landing Page

For many businesses, the landing page is the core of their online sales strategy. So, engaging with customers who interact with this page is important.

11. Inviting Them to a Demo or Consultation

Subject Line: See [Product/Service] in Action – Book Your Demo Today!


Hi [Prospect’s Name],

I noticed you recently visited our [specific landing page] – thanks for your interest in [Product/Service]! Have you considered seeing it in action? A demo could give you a clearer picture of how it fits with your goals.

We can arrange a personalized demo at your convenience or, if you prefer, a consultation call to discuss your specific needs and questions.

Let me know if you’re interested and the best time for you. Your success is our priority.


[Your Name]

12. Highlighting a Limited-Time Offer

Subject Line: Don’t Miss Out – Exclusive Offer for Our [Landing Page] Visitors!


Hi [Prospect’s Name],

Thanks for checking out our [specific landing page]! To show our appreciation, we’re extending a special offer just for visitors like you. For a limited time, get [details of the offer] when you sign up for [Product/Service].

This offer is our way of saying thank you and to help you get started on achieving [specific goal or solving a problem] with [Product/Service].

If you’d like to take advantage of this offer or if you have any questions, please let me know. We’re here to support you in making the best decision for your needs.

Warmest regards,

[Your Name]

Follow Up When Asking to Be Referred to the Right Person

Your sales emails will be much more effective if you are sending them to the right person. It is more common than you might think to accidentally send a sales email to the wrong team. Here are some templates for asking to be referred to the right person.

13. Initial Inquiry for Referral

Subject Line: Quick Request: Pointing Me in the Right Direction?


Hi [Contact’s Name],

I hope this message finds you well. I’m reaching out because I believe [Your Product/Service] could greatly benefit [Company Name], especially in areas related to [specific benefit or problem it solves].

However, I’m not entirely sure who the best person to discuss this with would be. Could you kindly point me in the direction of the colleague who oversees [relevant department or area, e.g., technology, marketing, etc.]?

Your assistance is greatly appreciated, and of course, if there’s anything I can help you with, please let me know.

Warm regards,

[Your Name]

14. After Being Referred to the Wrong Person

Subject Line: Seeking Further Guidance – Finding the Correct Contact


Hi [Contact’s Name],

Thank you for previously directing me to [Incorrectly Referred Person’s Name]. It seems there might have been a slight mix-up, as they suggested I reach out to someone else more aligned with [specific area or responsibility].

Could you assist me once more by identifying the right person to speak with regarding [Your Product/Service]? I’m keen on ensuring our proposal reaches the most relevant individual.

Thank you again for your patience and help.


[Your Name]

Break Up Follow Up Email

No matter how much effort you put into your cold emails, your sales tactics won’t always be successful. If a lead declines you or fails to respond, it is important to send a “break up” email to keep the line of communication open in the future if necessary.

15. The Gracious Exit

Subject Line: Thank You for Considering [Your Company]


Dear [Prospect’s Name],

I appreciate the time you’ve taken to engage with us and consider [Your Product/Service]. It seems that we might not be a match at the moment, and that’s okay. I’m grateful for the opportunity to have introduced our offerings to you.

If the need arises or if you have any questions in the future, I’m here to help. Wishing [Company Name] continued success and growth.

All the best,

[Your Name]

16. The Door is Always Open

Subject Line: If You Ever Reconsider, We’re Here


Hello [Prospect’s Name],

As we haven’t moved forward with [Your Product/Service], I’ll assume that now is not the right time for [Company Name] to make a decision. I respect that and will not take more of your time.

However, should circumstances change, or if you find a need for our solutions in the future, please remember that our team is always here to support you. Thank you for the conversations we’ve had, and I hope we might cross paths again.

Wishing you the best in all your endeavors,

[Your Name]

How to Write Effective Follow Up Emails

Writing sales follow up emails is vital for maintaining communication and moving your sales process forward. Here are some top tips for crafting good follow up emails.

1. Keep It Contextual and Personal

Start with context to remind your recipient of your previous interaction, making the email feel more personal and relevant. 

Mention shared experiences, mutual connections, or specific details from your last communication to make your email stand out​​​​.

2. Be Clear About Your Objective

Clearly state the purpose of your email right at the beginning. 

Whether you’re seeking information, requesting a meeting, or just saying thank you, your goal should guide the structure and content of your email. The clarity helps in making your email more relevant and actionable​​.

3. Craft a Compelling Subject Line

Your subject line is your first impression, so make it count. Keep it short, to the point, and, if possible, personalized. 

Subject lines that are concise and include the recipient’s name or specific references can significantly increase open rates​​.

4. Include One Clear Ask

Don’t overload your email with requests. Focus on a single, clear ask to increase your chances of getting a response. If you’re following up on a previous message, reference that message and reiterate your request in a concise manner​​.

5. Make It Easy to Reply

Include a specific call-to-action (CTA) that tells your recipient exactly what you want them to do next. 

From scheduling a meeting and providing feedback to simply replying to your email, your CTA should be clear and straightforward​​.

6. Keep It Conversational

Use natural, conversational language as if you were speaking to the person face-to-face. This approach makes your email more engaging and less formal. 

Even in a business context, a conversational tone can make your email more relatable​​.

7. Timing Is Key

Send your follow up email at an appropriate time

Quick follow ups can seem pushy, so give your recipient enough time to respond to your initial message. The timing can vary based on the context of your email and the nature of your relationship with the recipient​​.

8. Be Brief but Interesting

While keeping your email concise is important, don’t shy away from providing valuable content that is relevant to your recipient.

Adjust the length of your email based on the content’s nature and your audience’s preferences​​.

Sales Follow Up Email Mistakes

Writing an effective sales follow up email requires attention to detail and a strategic approach. However, many teams make common mistakes that can hinder their success. Here are the key errors to avoid.

1. Ineffective Subject Lines

Using generic phrases like “follow up” in the subject line fails to grab attention or provide value to the recipient. 

A compelling subject line should be relevant to the content or goal of the email and encourage the recipient to open the message​​​​.

2. Lack of Personalization

Sending emails that sound automated or fail to address the recipient’s specific needs and interests can lead to your message being ignored. 

Personalization is crucial in making the recipient feel valued and interested in what you have to say​​​​.

3. Not Following Up Timely

Delaying follow ups or not sending them at all can cause you to miss out on potential opportunities. 

It’s important to reach out while the lead is still warm and to use scheduling tools to ensure timely communication​​​​.

4. Failing to Include a Call to Action (CTA)

A clear and concise CTA is essential for guiding the recipient on the next steps. Without it, your email may lack direction, leaving the recipient uncertain about how to respond or what action to take​​​​.

5. Giving Up Too Soon

Persistence is key in sales follow ups.

Many sales require multiple contacts before a deal is made, so it’s important not to give up after the first attempt. Instead, continue to reach out with valuable information and varied messaging​​​​.

6. Not Making It Easy for the Recipient

Your follow up should make it easy for the recipient to understand who you are, why you’re reaching out, and what you’re asking of them. 

Including previous email threads for context and clearly stating your purpose can make a significant difference​​.

7. Being Too Pushy

Applying excessive pressure or coming across as too aggressive in your follow up emails can backfire. 

Emails that push too hard for a response or action can annoy the recipient and damage the potential for a positive relationship. It’s crucial to balance follow up efforts with respect for the recipient’s time and boundaries.

Frequently Asked Questions

Should You Personalize Your Follow Up Emails?

Yes, you should personalize your follow up emails. Personalization can prevent your emails from feeling spammy or vague, making them more likely to be read and acted upon. Including a personal touch, like the recipient’s name or referencing a previous interaction, can significantly improve the email’s effectiveness.

Is it OK to Automate Follow Up Emails?

It is okay to automate follow up emails, but it’s crucial to maintain a balance. Automation can save time and help keep your follow up efforts consistent. However, even automated emails should be personalized to feel genuine and relevant to each recipient. 

How Do You Follow Up Without Being Annoying?

To follow up without being annoying, add value to each email you send. Instead of merely asking if they’ve seen your previous message, provide additional information or insights that might interest them. Keep your emails short to the point, and ensure they’re personalized. 

Avoid using passive-aggressive tones and give your prospect a clear reason to engage by addressing their needs or offering solutions to their problems. It’s also important to space out your follow ups appropriately so you’re not bombarding them with emails.


https://www.linkedin.com/pulse/80-sales-require-least-five-follow ups-heres-guide-demo-rita-coelho
https://flowup.com/blog/why-follow ups-are-important-in-sales/
https://www.pandadoc.com/blog/importance-of-follow up-in-sales/
https://www.invespcro.com/blog/sale-follow ups/
https://blog.hubspot.com/sales/sales-follow up-infographic
https://www.hubspot.com/sales/sales-follow up-email
https://hunter.io/templates/follow up
https://www.saleshandy.com/blog/how-to-write-a-follow up-email/

About The Author

Mike Yon

Mike is the Co-Owner of Growth List.

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