10+ Follow-Up Email Tips That’ll Boost Your Response Rate

by Kyle Chastain


Ever found yourself staring at your computer, waiting for a reply to your follow up email that never comes? It’s incredibly frustrating, right? 

Well, buckle up, because we’re about to change the game. 

With the right strategy, you can make your follow up emails magic and transform that frustrating silence into a hearty response.

Whether you’re following up on a job application, phone call, or an initial email, we’ve listed some tried-and-true techniques that’ll be sure to get teh reply you’re looking for.


Let’s jump in and look at the best practices for getting your emails noticed. 

1. Time Your Emails Correctly

Timing can truly be everything, even when it comes to your emails follow up.

If you’ve been hitting ‘send’ at the crack of dawn only to be met with silence, it’s time to rethink your strategy.

You see, people often check their emails in the mornings, and during their downtime. Think lunch breaks or that late afternoon lull.

Experiment with different times.

Send your prospect a follow up email later in the morning, or maybe even in the early evening.

Play detective and take note of when you tend to get the most responses.

With a little bit of trial and error, you can crack the code and find that sweet spot when your emails are more likely to be seen and responded to.

And remember, it’s not just about the day, but also the week.

Maybe a Monday morning email gets lost in the shuffle, but a Thursday afternoon one gets noticed?

Don’t be afraid to shake things up.

A few tweaks here and there, and voila — you’ve just performed some email magic.

2. Give Each Email a Personal Touch

Ever received an email that felt like it was written just for you? That’s personalized emails at its best.

And you can sprinkle some of that magic into your follow up emails too.

Sure, you might have personalized your initial email, but why stop there?

A generic “just checking in” could get lost in the sea of unread emails, but one that feels tailored to the recipient? That’s a keeper.

To do this, you’ll need to dig a little deeper.

Look up your prospect on LinkedIn, see what they’ve been up to.

Maybe they recently celebrated a milestone, or shared an article that you found interesting.

Use that info to add a personal touch to your follow up email.

A simple, “Congrats on your recent feature in XYZ magazine, it was a great read!” can go a long way in showing them you’re not just after a response, but genuinely interested in them.

3. Charm Them with Your Subject Line

Picture this: You’re scrolling through your inbox, and an email subject line catches your eye.

Why? Because it’s different. It’s not the same old, same old.

It piques your curiosity, and you click to read more.

That’s the power of a captivating subject line.

When crafting your follow up email, steer clear from the usual ‘Just following up’. Instead, think outside the box.

Try something like, ‘Betting you didn’t expect this from me…’, or ‘Wondering what happened next?’.

Intrigue them, tickle their curiosity. Make them want to click and read more. The key is to keep it relevant and respectful, while adding a dash of creativity.

Remember, your subject line is the first thing they see.

So make it count. Because sometimes, it’s the charm of the subject line that could break the silence.

4.  Engage With Them Authentically

The beauty of communication lies in its power to engage and connect, and your follow-up emails should do just that.

Break free from the monotony of traditional follow-ups by injecting a dose of conversation into them.

Replace the formulaic ‘Just following up’ with something more interactive like, ‘Came across this article today and it reminded me of our last conversation…’.

You could also reference a shared interest, or even current events relevant to your industry.

By doing this, you’re not just “following up,” but building a rapport with the email recipient or potential client.

It turns your follow up email from a reminder into a conversation starter, increasing the chances of them hitting reply.

5. Practice Brevity

There’s something to be said for getting to the point. People do not read long emails.

In an age where time is a valuable commodity, no one has the luxury to read lengthy emails.

Here’s where the magic of brevity comes into play.

Aim to craft your email follow up in such a way that they can be read and absorbed within a minute.

Stick to the core message, keep the fluff out.

For instance, instead of saying, “I’m  just sending this email to follow up on our previous conversation where we discussed…”, trim it to “Following up on our chat about…”

Simple, quick and to the point.

By ensuring your follow up email is concise, you show respect for your email recipient, which can improve the chances of getting a response.

6. Learn to Use Email Tools

With so many fantastic email tools at your fingertips, it’s time to let technology do some of the heavy lifting.

Visual content, like infographics or short videos, can make your follow up email stand out in a crowded inbox.

Consider using a tool like Canva to create a striking image that delivers your message, or Loom for a quick personalized video message.

You could say, ‘I know you’re busy, so here’s a 30-second video summarizing our proposal’.

Not only does this demonstrate your creativity and effort, but it also provides a refreshing change from the regular, text-heavy emails.

Remember, the aim is to catch their attention and a vibrant, well-crafted visual can do just that.

7. Keep the Momentum Going through Persistence

Persistence often pays off, especially when it comes to follow up emails.

Now, we’re not saying to spam them with daily messages, but a carefully planned sequence can make a difference.

Silence doesn’t necessarily mean disinterest — it could simply be a busy schedule or an overflowing inbox.

Set a schedule for your follow up emails, like every week or every two weeks.

Keep your tone friendly and patient.

Instead of saying, “I still haven’t heard back from you,” try something like, “I know how hectic things can get, just bringing this back to your inbox in case it slipped through.”

In the process, you show them your commitment without becoming an annoyance.

Who knows? Your persistence could be the nudge they needed to hit reply.

8. Give Them a Nudge (With a Twist)

There’s nothing like a little humor to break the ice.

Your follow up email doesn’t have to be all business — a sprinkle of light-heartedness can make it more memorable.

Maybe add a funny gif or a quick pun, something that aligns with your brand’s personality.

Instead of the classic, “Just following up on my previous email,” you could say, “Like a pesky fly at a picnic, here I am again!”

Not only does this bring a smile, but it also humanizes your follow up email, making it more likely to get a response.

9. Anticipate Their Needs

Imagine getting an email that addresses exactly what you were thinking. That’s the power of anticipation.

Pay close attention to previous conversations or interactions and use those insights in your follow up email.

For example, if they were concerned about implementation, your follow up email could include a quick guide on easy implementation steps.

The idea is to make your follow up email so relevant and helpful that it prompts a response.

By anticipating their needs, you show them that you’re not just after a sale or a reply — you genuinely care about their concerns.

10. Offer a Clear Call to Action

A follow up email without a clear call-to-action (CTA) is like a story without an ending.

Guide them towards the next step.

Maybe it’s scheduling a call, signing up for a demo, or downloading a whitepaper – make it as easy as clicking a button.

If you’ve shared a proposal, your CTA could be, “Can we schedule a call to discuss the proposal?”

By giving them a clear direction, you’re increasing the chances of transforming that silence into a productive conversation. It sounds simple, but it can be one of the most effective ways at getting someone to respond to your email.

11. Choose Authenticity Over Formality

Let’s face it, formal emails can often come across as impersonal or robotic.

To cut through the noise, show your human side in your follow up emails.

Embrace a conversational tone and let your personality shine.

Swap the corporate-speak for a more approachable, human language.

Instead of a typical “I wanted to touch base regarding our previous discussion…”, try a friendlier, “Hey, remember our chat about…? I’ve got some more ideas to share!”

By bringing authenticity into your follow up email, you’re not just sending a message, you’re building a connection.

12. Give a Little Extra Value

You want a response, right? Then why not offer them something of value in your follow up email rather than sending a cold email?

A useful tip, a helpful resource, or an informative article can make your email worth their time.

The trick is to offer something that aligns with their interests or needs.

If you’re in the marketing field, for instance, you could share a new industry study or a trending marketing tool they might find beneficial.

It’s not just about getting a response anymore, it’s about offering value that builds trust and fosters long-term relationships.

13. Create a Sense of Belonging and Exclusivity

Everyone likes to feel special, don’t they?

Inject a sense of exclusivity in your follow up emails and make them feel they’re part of something unique.

Use words like ‘exclusive’, ‘pre-access’, ‘select group’, or ‘limited seats’ to create a sense of urgency and privilege.

For instance, if you’re hosting a webinar or launching a new product, give them early access or a special discount code.

In return, you might just get that much-awaited response and a deeper engagement with your brand.

So go ahead, roll out the red carpet in your follow up emails!

Unleash Your Follow Up Email Magic

Hey, we’ve all been there, staring at a blank inbox, feeling the prickling frustration.

It’s like shouting into a void, isn’t it?

But remember, this article wasn’t just a fun read, it’s your secret weapon in the world of email marketing. You’re equipped now, a veritable email wizard ready to cast response-attracting spells. So chin up, let’s banish that silence once and for all.

Because next time, you’re not just sending an email, you’re launching a conversation starter!

So, go out there and transform those chilly silences into warm responses.

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Kyle Chastain

After spending several years in the banking world, Kyle Chastain ditched the tie, button-down, and grumpy clients to work from home in whatever he pleases. He has two small boys and, and as much as he loves working at Smart Blogger, his favorite job is being a dad and husband.


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Photo of author

Written by Kyle Chastain

After spending several years in the banking world, Kyle Chastain ditched the tie, button-down, and grumpy clients to work from home in whatever he pleases. He has two small boys and, and as much as he loves working at Smart Blogger, his favorite job is being a dad and husband.

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