How To Get Clients To Respond To Follow-Up Emails

When to send a second follow-up
If you haven’t received a reply after your first follow-up email, don’t get discouraged. Sending a second, carefully timed follow-up can sometimes be what it takes to get a response. According to a study by Yesware, sending a second follow-up email increased response rates by 21%. It’s recommended to wait about 5–7 days after your first follow-up before reaching out again. This second email can be shorter and more straightforward, emphasizing your interest in the collaboration or project.

For example, a second follow-up might look like this:

Subject: Just checking in
Hi [INSERT NAME],
I wanted to check in and see if you had a chance to review my previous email. I’m still very interested in [INSERT GOAL], and I’d love to discuss how we can move forward.
Looking forward to hearing from you!
Best regards,
[YOUR NAME]

The importance of personalization

Another key element of successful email follow-ups is personalization. Rather than sending out a generic message, tailoring your email to the recipient’s specific situation or interests can significantly increase your chances of receiving a response. Mentioning something unique from your last interaction, a shared interest, or an upcoming industry event can make your email stand out.

For instance, if you learned that a potential client is working on a big project or is attending a conference, referencing it in your email shows that you were paying attention and that you’re genuinely interested in their work. Personalization helps create a connection and shows that you’re not just following a standard sales script.

Keeping follow-ups polite and persistent without being pushy

There’s a fine line between being persistent and coming across as aggressive in follow-up emails. Your tone should always remain professional, polite, and respectful of the recipient’s time. Avoid sounding desperate or pressuring them for a quick response. A good way to remain persistent without being too pushy is to offer value in each follow-up email, whether that’s through helpful resources, new ideas, or additional support.

For example, you might include a link to an article relevant to their business or an update on something you think they would find useful. This provides a reason for the email beyond just pushing for a reply.

Follow-up cadence and consistency

When planning your follow-up strategy, consistency is key. If your emails seem too sporadic or disorganized, the recipient may not take you seriously. On the other hand, if you flood their inbox, you risk becoming a nuisance. To avoid this, create a schedule for your follow-up emails. Start with the first follow-up 2–4 days after the initial email, send the second 5–7 days later, and if needed, send a final follow-up after 10–12 days.

At each step, keep your tone courteous and emphasize the mutual benefit of continuing the conversation. After the third email, it may be best to give it some space and avoid sending more until you hear back.

Knowing when to move on

It’s essential to recognize when it’s time to stop sending follow-up emails. If you’ve sent multiple emails over a period of several weeks and haven’t received any response, it may be a sign that the recipient isn’t interested. In this case, politely closing the loop in your final email can be the best course of action. This leaves the door open for future communication without overwhelming the recipient.

Here’s an example of a closing email:

Subject: Last attempt to connect
Hi [INSERT NAME],
I understand that you may be busy, and I don’t want to overstep. This will be my last follow-up regarding [INSERT TOPIC], but I would still love to collaborate when the timing is right.
Please feel free to reach out if things change or if you’d like to discuss this further in the future.
Best regards,
[YOUR NAME]

By closing the loop in a polite and professional way, you’re demonstrating respect for their time while keeping the door open for future opportunities.

Conclusion

Follow-up emails are a powerful tool when used effectively, helping you build relationships, stay on a potential client’s radar, and increase your chances of success. Remember to keep your emails clear, professional, and personalized, focusing on the recipient’s needs rather than just your own. Timing is everything—find the right balance between persistence and politeness to ensure you come across as professional, not pushy. Finally, know when to move on if you’re not getting a response, but always leave the door open for future opportunities. With the right approach, follow-up emails can be a valuable part of your business growth strategy.