How to Write a Business Follow Up Email

Co-authored by Shannon O'Brien, MA, EdM

Last Updated: January 4, 2023

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

1
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.
2
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]
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- This first line will convey the message that you are following up on a meeting or a conversation.
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3
Keep the follow-up contents precise,simple and short. The reason being, it will avoid lot of grammatical errors or unnecessary word usages.^{[2]
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- 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.
4
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".
5
Write the next line of the main content "Follow-up".^{[3]
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- 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.
6
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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7
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]
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- 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"
8
Provide suggestion on the subject of discussion. The basic Idea is to create a rapport with the client.
9
All this practice should boil down to one single point: achieve your purpose and get the work done for your client.
10
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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11
Close the mail with this single line: "I sincerely appreciate your time and patience."
12
Close the follow-up mail with "Thank you, and Best Regards."
13
Make sure to enclose your name and address with a telephone number on which you can be contacted.^{[7]
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14
Mention the hours when you can be contacted.