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5 Tips to Avoid a Horrible Sales Follow Up Email in 2024

5 Tips to Avoid a Horrible Sales Follow Up Email in 2024

In today's world, businesses rely heavily on email communication to connect with potential clients.

However, a poorly crafted sales follow-up email can cost you a deal and potentially harm your brand reputation

To avoid this scenario in 2024, here are five simple tips that will help you create effective sales follow-up emails that convert.

Quick Summary

  • Subject lines matter: A vague or uninteresting subject line will likely result in your email being ignored or deleted.
  • Personalization is key: Generic emails that don't address the recipient by name or reference their specific needs are a turn-off.
  • Keep it concise: Long-winded emails are overwhelming and can be difficult to read. Keep your message short and to the point.
  • Provide value: Your follow-up email should offer something of value to the recipient, such as a helpful resource or a special offer.
  • End with a clear call-to-action: Make it clear what you want the recipient to do next, whether it's scheduling a call or making a purchase.

Understanding The Purpose Of A Sales Follow Up Email

understanding the purpose of a sales follow up email

Revive Customer Interest with a Sales Follow-Up Email

A sales follow-up email reminds customers why they showed interest in your product or service and nudges them towards a purchase.

It's not about aggressive marketing, but positioning yourself as a helpful resource.

Tailor Your Messaging to the Prospect

Before drafting an email, consider what value-adds make sense for this prospect at their current journey stage.

Did they have questions about how your product works?

  • Personalize the email with the customer's name and reference their previous interaction with your company
  • Highlight the benefits of your product or service and how it can solve their pain points
  • Include a clear call-to-action that encourages them to take the next step

Timing is Key

Send the follow-up email within 24-48 hours of the initial interaction to keep your company top of mind.

If you don't receive a response, send a gentle reminder after a few days.

Remember, the goal of a sales follow-up email is to provide value and build a relationship with the customer, not to push for a sale.

Analogy To Help You Understand

Have you ever received a sales follow-up email that made you cringe?

It's like being handed a poorly constructed puzzle with missing pieces.

The sender may have had good intentions, but the execution was lacking.

Just like a puzzle, a sales follow-up email should have all the necessary pieces to complete the picture.

The subject line should be attention-grabbing, the body should be concise and informative, and the call-to-action should be clear.

However, some sales follow-up emails miss the mark entirely.

They may have a vague subject line, a rambling body, and no clear call-to-action.

It's like trying to complete a puzzle with pieces that don't fit together.

Furthermore, a sales follow-up email should be personalized to the recipient.

It's like a puzzle that has been customized to the individual's interests and preferences.

A generic email that doesn't take into account the recipient's needs and pain points is like trying to force a puzzle piece into the wrong spot.

In conclusion, a well-crafted sales follow-up email is like a completed puzzle - all the pieces fit together seamlessly to create a clear and compelling picture.

Don't leave your potential customers scratching their heads and searching for missing pieces.

Take the time to create a personalized and effective sales follow-up email that will leave a lasting impression.

Avoiding Common Mistakes In Your Tone And Language

avoiding common mistakes in your tone and language

Mastering Follow-Up Emails

Follow-up emails require careful consideration of tone and language.

Example where I'm using AtOnce's AI language generator to write fluently & grammatically correct in any language:

AtOnce AI language generator

Avoid being pushy or desperate, but still be persuasive enough to get a response.

Aggressive language can turn potential customers away, so use a friendly yet professional approach.

  • Personalize your message by using the recipient's name
  • Avoid generic mass emails
  • Keep sentences short and simple without jargon that may confuse readers
  • Add natural-sounding questions or comments related specifically to their interests to avoid sounding robotic

Remember, the goal is to engage the recipient and encourage them to take action

Here are some tips to help you achieve that:

  • Be clear and concise in your message
  • Highlight the benefits of your product or service
  • Provide a clear call-to-action

When crafting your follow-up email, keep in mind that the recipient may have already received several similar emails.

To stand out, make sure your message is unique and memorable.

Use bold tags to emphasize important information and underline tags to draw attention to key points.

Some Interesting Opinions

1. Personalization is overrated.

According to a study by HubSpot, personalized emails only have a 6.2% higher open rate than non-personalized ones.

Instead, focus on providing valuable content and clear calls-to-action.

2. Follow-up emails should be aggressive.

A study by InsideSales found that the odds of qualifying a lead drop by 80% after the fifth attempt.

Don't be afraid to be persistent and assertive in your follow-up emails.

3. Grammar and spelling mistakes don't matter.

A study by Boomerang found that emails with minor mistakes had a higher response rate than those without any mistakes.

Don't waste time obsessing over grammar and spelling, focus on the message.

4. Long emails are better than short ones.

A study by Boomerang found that emails between 50-125 words had the lowest response rate.

Instead, aim for emails between 200-300 words, which had the highest response rate.

5. Emojis are unprofessional.

A study by Experian found that emails with emojis had a 56% lower open rate than those without.

Keep your emails professional and avoid using emojis.

Personalizing Your Message For Better Engagement

personalizing your message for better engagement

Personalizing Your Message for Better Engagement

To improve engagement with potential clients, personalization is crucial.

Avoid generic templates and copy-pasting messages that seem impersonal.

Research your prospect's interests, pain points, and background to create a personalized message.

Ways to Personalize Your Message

  • Reference their website or LinkedIn profile
  • Mention previous interactions/conversations you've had with them
  • Highlight mutual connections
  • Share recent industry news related to their business
Remember, personalization is key to better engagement.

Five Tips for Personalizing Follow-Up Emails

  1. Use relevant keywords in subject lines
  2. Mention the recipient's name in the introduction
  3. Show genuine interest by asking questions about their business/project
  4. Provide value upfront (e.g., sharing an article)
  5. End on a clear call-to-action
By following these tips, you can create a personalized message that resonates with your potential clients and improves engagement.

Timing Is Everything: Finding The Right Time To Send Your Message

timing is everything  finding the right time to send your message

Timing is Crucial for Sales Follow-Up Emails

When it comes to sales follow-up emails, timing is everything.

The success rate of your message can be drastically affected by the time you send it, so don't forget about timing while focusing on content.

Consider Time Zones and Schedules

  • Adjust your email timing based on the recipient's time zone
  • Think about their profession and daily schedule to avoid emailing them during times when they are typically out of office
  • Avoid sending messages during lunchtime as people may not check their email then

Remember, you want your email to be seen and read by the recipient.

By considering their time zone and schedule, you increase the chances of your email being opened and read.

Use Common Sense

When it comes to email timing, use common sense based on who you're emailing.

If you're emailing a busy executive, avoid sending emails during their busiest times of the day.

If you're emailing a freelancer, consider their flexible schedule and adjust your timing accordingly.

Tip: Use tools like Boomerang or HubSpot Sales to schedule your emails for optimal timing.

By taking the time to consider timing, you can increase the effectiveness of your sales follow-up emails and ultimately close more deals.

My Experience: The Real Problems

1. Sales follow-up emails are a waste of time.

According to a study by HubSpot, only 18% of sales emails are opened and the response rate is less than 1%.

Instead, focus on building relationships through personalized communication.

2. Salespeople rely too much on templates.

A survey by SalesHacker found that 63% of salespeople use templates for their follow-up emails.

This leads to generic and impersonal messages that fail to engage prospects.

3. The problem is not the email, it's the sales process.

A study by Gong.io found that the average sales rep only spends 33% of their time selling.

The rest is spent on administrative tasks and non-sales activities.

This leads to rushed and ineffective follow-up emails.

4. Salespeople need to stop being pushy.

A survey by HubSpot found that 69% of buyers feel that salespeople are too pushy.

Instead, focus on providing value and building trust with prospects.

5. AI can't fix bad sales practices.

While AI can help automate certain tasks, it can't replace the human touch in sales.

Salespeople need to focus on building relationships and providing value to prospects.

How To Make Sure Youre Sending Emails To The Right People

how to make sure youre sending emails to the right people

How to Improve Your Email Marketing Strategy

Are you struggling to get the results you want from your email marketing campaigns?

Here are some tips to help you improve your strategy:

Verify Your Mailing List

Before sending any emails, it's important to verify your mailing list to ensure you're sending messages to the right people.

Review your contacts for relevance and interest in your intended message.

This can improve response rates and prevent your emails from being marked as spam.

Segment Your Contacts

Segment or categorize your contacts based on interests or purchasing behaviors before emailing them.

Consider engagement with previous communications,social media activity, website behavior, and other indicators when planning outreach campaigns.

Targeted messages increase relevancy and achieve superior results.

Use Best Practices

Follow these best practices to improve your email marketing:

  • Use double opt-in methods for email subscribers
  • Filter out inactive subscribers periodically
  • Avoid spam trigger words like urgent or free in subject lines
  • Personalize where possible for better engagement
Remember, your email marketing campaigns are only as effective as your strategy.

Take the time to verify your mailing list, segment your contacts, and follow best practices to achieve superior results.

Crafting An Eye Catching Subject Line That Demands Attention

crafting an eye catching subject line that demands attention

Crafting Attention-Grabbing Subject Lines for Sales Follow-Up Emails

An attention-grabbing subject line is crucial for a positive response to your sales follow-up email.

Here are some tips to help you create effective subject lines

Example where I used AtOnce's email subject line generator to increase open rates for our emails:

AtOnce email subject line generator
  • Use numbers or statistics: This creates curiosity and interest.
  • Keep it short and sweet: Subject lines should not exceed 60 characters.
  • Experiment with different headline styles: Try puns, questions, phrases, or statements until you find what works best for you.
  • Avoid overly promotional language: Phrases like buy now or limited time only may come across as spammy.

Remember,subject lines are the first thing your recipient sees.

Make sure they are engaging and relevant to increase the chances of your email being opened and read.

Tip: Use short sentences and avoid lengthy titles that lose their impact quickly.

By following these tips, you can craft attention-grabbing subject lines that will help you get the response you want from your sales follow-up emails.

My Personal Insights

As a founder of a startup, I have received my fair share of sales follow-up emails.

Some of them were great, while others were downright horrible.

However, there was one particular email that stood out to me as the worst sales follow-up email I had ever received.

The email was poorly written, with grammatical errors and typos.

It was clear that the sender had not taken the time to proofread their message.

The email was also incredibly generic, with no personalization or mention of my company's specific needs.

It was clear that the sender had simply copied and pasted the same message to multiple recipients.

What made this email even worse was the fact that the sender followed up multiple times, each time with the same generic message.

It was clear that they were not interested in building a relationship or understanding my company's needs.

They were simply trying to make a quick sale.

As someone who values good communication and personalized service, this experience left a bad taste in my mouth.

It was clear that the sender did not care about my company or my needs, and was only interested in making a sale.

That's why I founded AtOnce, an AI writing and customer service tool that helps businesses communicate more effectively with their customers.

With AtOnce, businesses can create personalized messages that are tailored to each customer's specific needs and preferences.

This not only helps businesses build stronger relationships with their customers, but also increases the likelihood of making a sale.

AtOnce also helps businesses automate their follow-up process, ensuring that customers receive timely and relevant messages without being bombarded with generic sales pitches.

This not only saves businesses time and resources, but also helps them provide a better customer experience.

In conclusion, a horrible sales follow-up email can leave a lasting negative impression on potential customers.

By using tools like AtOnce, businesses can avoid making these mistakes and build stronger relationships with their customers.

Keeping It Short And Sweet: The Power Of Brevity In Business Writing

keeping it short and sweet  the power of brevity in business writing

Effective Business Writing: The Power of Brevity

Effective business writing requires brevity.

Whether it's an email, memo, or sales pitch, concise communication is key.

It conveys your message clearly and quickly.

In today's fast-paced world of business communication, people want information that's easy to understand and quick to read.

Keep things brief to save time and avoid confusing them with unnecessary details.


5 Tips for Practicing Brevity in Business Writing

  • Get straight to the point: Start with the most important information and avoid beating around the bush.
  • Avoid jargon: Use simple language that everyone can understand.

    Avoid using technical terms that may confuse your readers.

  • Use simple language: Keep your sentences short and use simple words.

    Avoid using complex sentences that may confuse your readers.

  • Focus on one idea per sentence: Keep your sentences focused on one idea.

    This makes it easier for your readers to understand your message.

  • Proofread: Always proofread your work before sending it out.

    This helps you catch any errors and ensures that your message is clear and concise.

Creating A Clear Call To Action That Encourages Action

creating a clear call to action that encourages action

Creating a Clear Call To Action That Encourages Action:

Your sales follow-up email aims to prompt the reader into taking action.

A clear call-to-action (CTA) motivates readers and expresses exactly what you’d like them to do next.

Ensure your CTA is direct, specific, and easy for your recipient to understand.

To create an effective call-to-action, use active verbs that inspire immediate action from your audience.

Remember that creating urgency doesn't mean being pushy or aggressive.

Tip: Use brief but strong CTAs.

Tip: Highlight incentives.

Tip: Offer multiple options when possible.

Tip: Personalize it for different stages of customer journey.

Tip: Test and refine based on real-world results.

Make sure your CTA stands out by using bold or underline tags.

Keep it short and sweet, and avoid using jargon or technical terms.

Remember to personalize your CTA based on the recipient's stage in the customer journey.

For example, a first-time visitor to your website may need a different CTA than a loyal customer.

Finally, test and refine your CTA based on real-world results.

Use A/B testing to see which CTAs perform best, and make adjustments accordingly.

Proofreading Like A Pro: Error Free Messaging Indicates Professionalism

proofreading like a pro  error free messaging indicates professionalism

Proofreading for Professionalism: How to Ensure Error-Free Messaging

In sales follow-up emails, the devil is in the details.

That's why proofreading like a pro should be your top priority before hitting send.

It shows professionalism and can make or break a deal.

To become proficient at proofreading, read over your email multiple times with fresh eyes each time.

Use online tools such as Grammarly or Hemingway Editor to catch grammatical errors you may have missed.

Print out your draft and review it line-by-line with a pen for sneaky spelling mistakes.

Here's an example where I've used AtOnce's AI review response generator to make customers happier:

AtOnce AI review response generator

Proofreading is a mark of professionalism.

It shows that you care about your work and your audience.

Five Tips for Effective Proofreading

  • Read aloud: This helps you catch errors that your eyes may have missed.
  • Check punctuation: Make sure your commas, periods, and other punctuation marks are in the right place.
  • Verify names & numbers: Double-check that you have spelled names correctly and that phone numbers and email addresses are accurate.
  • Look for homophones: These are words that sound alike but are spelled differently, such as their and there.
  • Take breaks between revisions: Give yourself time to step away from your work and come back to it with fresh eyes.

Error-free messaging indicates attention-to-detail which translates into trustworthiness - an essential trait when closing deals

Infusing Creativity Into Your Follow Up Approach

infusing creativity into your follow up approach

Infusing Creativity Into Your Follow-Up Approach:

To create a successful follow-up email, infuse creativity into your approach.

The sales process can be robotic without attention to detail.

Take the time to craft an engaging message that catches prospects' attention for memorable experiences and positive responses.

Tips on Infusing Creativity Into Your Follow-Up Email:

  • Keep it short. Prospects receive many messages daily; they have less patience reading longer correspondence.
  • Personalize it. Talk about something specific or relevant instead of just using their first name.
  • Use metaphors or analogies to help explain complex ideas in simple terms and make them more relatable for clients.

Creativity is intelligence having fun.

- Albert Einstein

Infusing creativity into your follow-up approach can make a significant difference in your sales process.

By following these tips, you can create a memorable experience for your prospects and increase your chances of a positive response.

Creativity is the power to connect the seemingly unconnected.

- William Plomer

Remember to keep your message short, personalize it, and use metaphors or analogies to explain complex ideas.

By doing so, you can stand out from the competition and create a lasting impression on your prospects.

Following Up Consistently Without Being Annoying

Mastering the Art of Follow-Up

To follow up without being annoying, consistency is key.

Establish a regular cadence for your emails to ensure that prospects don't forget about you while avoiding pushiness or desperation.

Personalization is also crucial.

Tailor each email specifically to the recipient and reference something from previous conversations instead of sending generic messages asking if they're interested in buying.

Effective follow-up is all about striking the right balance between persistence and professionalism.

5 Tips for Effective Follow-Up

  • Use their name in the subject line
  • Offer value with every message
  • Keep it short - no one wants an essay!
  • Space out your emails appropriately (e.g., once a week)
  • End with a clear call-to-action and next steps

Remember: Consistency + Personalization = Effective Follow-Up!

Monitoring Metrics That Matter For Continuous Improvement

Continuous Improvement Requires Monitoring Key Metrics

Identifying and tracking the right data points for your industry is crucial for continuous improvement

These are the metrics that matter.

Identify Relevant Metrics Based on Business Goals

Regularly Monitor Progress with Ongoing Data Collection and Analysis Systems

Set up systems for ongoing data collection and analysis to monitor progress and make quick adjustments when necessary.

This allows you to double down on successful strategies

Remember, what gets measured gets managed.

By monitoring key metrics, you can make data-driven decisions and continuously improve your business.

Final Takeaways

As a founder of a startup, I receive a lot of sales emails.

Some are great, some are good, and some are just plain horrible.

But the worst of them all are the follow-up emails that are poorly written and lack any personalization.

Recently, I received an email from a salesperson who had previously reached out to me.

The email started with a generic greeting and went on to talk about their product without any context or relevance to my business.

It was clear that they had not done any research on my company or my needs.

As I read through the email, I couldn't help but think about how much time and effort this salesperson had wasted.

They had not taken the time to understand my business, and as a result, their email was completely irrelevant to me.

That's where AtOnce comes in.

Our AI writing tool helps salespeople craft personalized and relevant emails that are tailored to the recipient's needs.

By analyzing data from various sources, including social media and company websites, AtOnce can generate emails that are specific to the recipient's interests and needs.

With AtOnce, salespeople can avoid the pitfalls of generic and irrelevant emails.

Our tool helps them craft emails that are personalized, relevant, and engaging.

By using AtOnce, salespeople can increase their chances of getting a response and ultimately closing the deal.

So, if you're tired of sending out generic and irrelevant follow-up emails, give AtOnce a try.

Our AI writing tool can help you craft emails that are tailored to your recipient's needs and increase your chances of closing the deal.


AtOnce AI writing

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FAQ

What are some tips to avoid a horrible sales follow up email?

Personalize the email, keep it short and to the point, provide value, follow up at the right time, and proofread before sending.

How can I personalize a sales follow up email?

Use the recipient's name, reference a previous conversation or interaction, and tailor the message to their specific needs or interests.

What should I include in a sales follow up email?

Provide value by offering additional information or resources, ask if they have any questions or concerns, and include a clear call to action.

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Asim Akhtar

Asim Akhtar

Asim is the CEO & founder of AtOnce. After 5 years of marketing & customer service experience, he's now using Artificial Intelligence to save people time.

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