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How to Write a Follow-up Email After No Response?

In some cases, cold emails aren't reverted. That's when it's important to send a follow-up email. However, it can be awkward to write these emails since professionals are not always sure what to include. In addition, businesses have to second-guess the buying intent of recipients when they do not reply to their emails, making the engagement practically impossible.

It has been found that 50 percent of the maximum conversions occur after the fifth touch, while some studies have shown that it takes six follow-ups to close a lead. 

For the best steps and strategies to compose polite follow-up emails, follow our blog.

How Long Should You Wait Before Following Up?

It is important not to wait too long for follow-up emails. Most emails are opened the very same day as they were sent, and it is likely that they will also reply on the same day as well. So if the emails do not receive any reply even after a day, it is best to assume that the replies will not come. However, how can the teams know when to send a follow-up email?

There is a general rule that states that you should wait two to three days before sending the first follow-up email. The subsequent email must be sent after a few additional days of waiting. However, businesses should experiment with the waiting period to understand the best results. A suggested schedule of sending six emails over a 30-day waiting period works best without irritating recipients.

Follow-up Automation

It's nearly impossible for a business to keep track of follow up emails manually if it aims to reach over a thousand prospects a week. For this reason, businesses are now focusing on automating follow up emails instead. This helps them create very scalable and effective follow up email sequences.

A variety of paid tools come with free trial offers and free tools that allow you to use them unlimitedly, so following up on emails becomes much easier. Businesses use these tools to merge mail features, schedule emails, and inform agencies when the emails are paused, triggered, opened, or replied to. On the tool dashboards, data is recorded and analyzed. In addition to AB testing of the emails, different subject lines, body messages, and campaign sequences are also tested within the automation process.

Social media and CRM integrations can streamline outreach, further streamlining outreach.

Channel diversification

You might want to explore and implement the Omni-channel approach if your business's follow up strategy keeps failing. When emails are not drawing responses, try incorporating other channels, such as social media, telephone calls, text messages, or video. Omni-channel strategies have led to an increase in revenue of 9.5% year-over-year for businesses. Additionally, this approach allows targets to receive a complete prospecting, nurturing, and retention experience. By conducting in-depth research, you can determine the channel where the prospects are most active, and then you can send them a follow-up text from that channel.

Make a list of your goals

It is important to understand your goals and what you want to accomplish as a business before applying and implementing the follow-up strategy. A few examples are:

Consider their perspective

If you know your goals, designing and implementing campaigns is easier. However, businesses must also keep in mind how their prospects will react to this implementation. It is imperative for businesses to understand the optimal frequency of follow-up emails to achieve success. The follow-up emails should not be too invasive or annoying to optimize the user experience. Email frequency can be determined by the following situations:

What is the Best Way to Write a Follow Up Email?

Here are the details that your email should accomplish to make your campaign successful. Once the purpose of the email has been understood, we can proceed to writing the actual email.

Be clear and concise about your goals

Using the best follow up email as a business tool can help you achieve your goals. It is important to note, however, that the particular email may or may not convert your leads into sales. But if a sale hasn't yet been made, the business must continue nurturing the lead. Therefore, regardless of your business goal, make sure you clearly communicate it in the mail. The message could be a product demo, a concept proof, feedback, or a simultaneous process. An email follow-up with a clear subject line and compelling call to action is more likely to get a response at the earliest opportunity.

Provide context and Clear Obstacles

As a result of the last email not receiving a response, follow-up emails are sent. Therefore, clearing communication obstacles becomes increasingly important and helps the prospect understand your message. Start the new email from where you ended the last email to accomplish this. The email could end by providing a solution to any obstacles the prospect may be facing or by creating a custom subject line for better clarity. You can get better responses if you respond to emails when you receive them.

Create More Value

A lack of value must be the reason the prospect has not responded to the emails, so simultaneous emails must be created to deliver value. This is how you can stimulate a conversation with prospects. Ask them for their opinions about pricing, features, and positioning. Using this brownie point is only possible if the prospects indicate they wish to share their opinions. In the next emails, you can ask them for a meeting, demo, or conference, as well as feedback.  

Subject lines should be appropriate

Follow up emails are not powerful enough without a compelling subject line. It's this factor that determines whether your email will be opened. In a sea of emails, a catchy subject line will make your email stand out among others. Crisp, short and between 3 and 6 words are the most effective subject lines. So do not ignore a subject line.

How to Send Follow-up Emails?

A follow-up email should be sent once the emails have been well written. If the business is sending follow-up emails individually, here's how you can automate that process and send them in bulk. This will make it easier for the emails to be responded to.

Introduction to Automated Follow-ups

It used to take a lot of time to organize and send follow-up emails, which reduced the efficiency of the team and delayed the response to several emails.

As a result, the system has been automated, and schedules have been created to send emails according to their specified dates and times.

Follow-up emails can be set up automatically by following these steps:

How Do You Make Your Follow-Ups More Effective?

As we understand how to write and send follow-up emails most effectively, we can now understand how to optimize them to increase response rates. 

Scheduling follow ups

A cold email outreach campaign's success depends on knowing when to send the emails, as this is another factor that also determines its success. When the recipient lives in another 

time zone, the emails must be scheduled according to that zone. This will ensure that the email will be delivered and open. If they do, there is a high possibility that the emails will also generate responses.

It would also be impossible to find the emails if they were sent too early or too late in the day. Emails must be scheduled to be sent at a time when recipients are likely to open them. Since all of the above factors cannot be handled manually, the business follow-up emails must be automated.

Follow up persistently

Research suggests that 9 follow-ups have shown an aggregate increase of 54% open rates and 43% response rates. As discussed above, responses are only drawn in after quite a few follow-ups. As a result, businesses must realize that more closures come only after more methodical follow-ups. It is always a good idea not to overdo the emails.

Rather than wasting extra time with unresponsive leads, utilize that time to nurture moderate and highly responsive leads. A meaningful follow-up email will help resolve their issues and increase their engagement with the brand. The content of the email is very important here.

Optimizing follow-up intervals

The business must ensure that they are sending the right emails when they send a lot of them. Regular emails annoy the recipient and might also invade their personal space. By sending emails at shorter intervals, the recipient would have the privilege of replying and potentially converting.

Following up across channels

There is no success in the follow up email strategies if other channels are not utilized simultaneously.


Sending direct messages and connection requests to your prospects mentioning the email conversation is a great way to get their valuable feedback.


You can also engage with your prospects on Twitter by liking their tweets and retweeting them.

Personalize offers and discounts

It is possible to update your prospect's buying experience by offering better customized and personalized offers and discounts. If any specific objections have been holding them back, these offers may make the difference. Moreover, they will be prevented from engaging in further engagements, resulting in quicker closing of the deals.

Follow-up email templates for B2B sales

These email templates not only save you time, but they also help you with quick personalization.

Using the best practices for follow up emails does not only get results; it also ensures that the message gets delivered to the right inbox and does not land in the spam folder. A good email followup practice will also improve your email reputation score, which will improve the trust of recipients. In order to step up the success ladder, you need to write follow up emails that matter and leverage their true power.

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