Persistently reaching out to an unresponsive individual
Effective Email Follow-ups: A Guide for Better Responses
When it comes to following up on an email that hasn't received a response, timing, tone, and brevity are key. Here's a handy guide on how to craft an effective follow-up email.
Timing
Wait at least 2-3 business days before following up, but don't exceed 5 days after your initial email. This gives the recipient enough time to respond without seeming too pushy or intrusive[1][5].
Subject Line
Keep the subject line clear and related to your original message, ideally in the same email thread[1][5]. This makes it easier for the recipient to recognise and respond to your email.
Tone
Maintain a warm, polite, and personalised tone to avoid sounding robotic or desperate[1][3][5]. A positive tone can help improve the response rate.
Length
Keep the email under 90 words to respect their time and increase readability[1]. Shorter headings (not exceeding four words) have a better chance of being opened, especially on mobile devices[2].
Content
- Greet the person by name.
- Briefly reference your previous email or meeting.
- State the reason for the follow-up.
- Highlight any value or benefit you can provide.
- Include a clear, actionable next step or question (call to action)[1][3][5].
Additional Tips
- Show you’re proactive: Demonstrate you’re already thinking ahead to create interest and encourage a reply without waiting passively[3].
- Be collaborative, not transactional: Frame your follow-up as part of a mutual conversation or shared goal rather than a demand for an immediate response[3].
- Following up demonstrates a sense of urgency, earnestness, and the quality of the connection[4].
- Giving an exit path can make the recipient more amenable to respond to a request[6].
- The request in the email should be straightforward and unambiguous[7].
By following these guidelines, you strike the right balance between persistence and politeness, improving your chances of getting a response without being intrusive or annoying.
Remember, it may be appropriate to follow up sooner depending on what is requested, and a follow-up a week after your initial message is appropriate for some requests[8]. Follow up three to four times, and space out your follow-ups depending on your request[9].
In conclusion, effective follow-ups are essential for getting the required information or resources. A well-timed follow-up can reduce anxiety and increase the chances of a favourable response.
In the realm of remote work, crafting effective follow-up emails plays a significant role in finance and business relationships. By maintaining a warm and personalized tone while still being precise and concise, you can boost the response rate and foster stronger connections. Regular follow-ups, done with an appropriate balance of persistence and politeness, can facilitate interactions in lifestyle and professional settings alike.
