How to Write a Post-Interview Follow-Up Email That Will Get a Quick Response
Craft an email any recipient will take the time to read AND respond to.
Photo: Anna Shvets for Pexels
Whether it’s with a sense of excitement or dread, sending out the occasional follow-up email is an aspect of adulting most of us simply can’t avoid. And what we’re looking to get out of these messages most of the time is—at the very least—a response.
It seems straightforward, right? But the art of sending a follow-up that actually inspires the recipient to take the time to read AND respond? Now that can be tricky.
Let’s ensure your next follow-up is a success. Keep reading for everything you need to know to craft a follow-up email that warrants a response.
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When to Send a Follow-Up Email
When you send a follow-up email will be unique to your individual situation. However, there are a couple of general guidelines to consider when sending your message so that it remains relevant and has the best chance of being opened.
HubSpot recommends the following timeframes for sending follow-up emails:
Within 24 hours: Sending a “thank you” after a meeting, sale, interview, event, or occasion that justifies an immediate sentiment of gratitude or those follow-up messages that contain time-sensitive info or requests.
Within 48 hours: After submitting important info (for instance, follow-up emails for job applications or other formal document submissions) or, if your follow-up still contains fairly urgent info or requests (those that can’t wait 1-2 weeks).
Within 1-2 weeks: Messages following up on a meeting request or those that go unresponded and require a confirmation from the recipient (maybe a job offer or an email requesting feedback).
Every 3 months: Emails sent as a way to catch up with a past connection or those requesting updates (can be for both business and personal life).
How to Write a Follow-Up Email
1. Identify Your Primary Objective
Before putting your fingers to the keyboard, the first step of writing a follow-up email is to determine the objective of your message.
What’s the end goal you’re looking to achieve from sending this email?
Take a second to ask yourself, are you trying to…
Obtain more info?
Schedule a call or meeting?
Remind someone to do something?
Close a sale?
Say thank you?
Or, something else?
Regardless of what your goal ends up being, this step is necessary to allow you to craft a strong follow-up and include a specific call-to-action (CTA).
2. Provide Context
Discounts and deals, order confirmations, bill payment reminders, and those random messages from Grandma checking in—we are constantly bombarded with emails.
And if your inbox is anything like mine, it’s not hard to find one of many of those messages that make you stop and think—“wait, who is this sender??”
If you’re nodding along, you probably already know that step #2 to writing a follow-up email is critical: provide context around who you are and how they know you. This is especially important if it’s been a while since your most recent interaction or if you don’t have a very close relationship with this person.
Don’t leave any room for confusion that will deter your recipient from responding. Provide context early on in your email by emphasizing your initial conversations or interactions to jog their memory.
Here are a few solid openers you can test out in your follow-up emails:
I wanted to follow up on the message I sent on [date or day if it’s still the same week] about [subject of the first email].
I just wanted to follow up to get your thoughts on [subject of the first email]. Have you had a chance to check out my last email?
Just checking in to see if you’ve had a chance to read my email from [date or day if it’s still the same week].
Just following up to see if you have any questions about my email from [date or day if it’s still the same week] about [subject of the first email].
Quick Tip: Include the subject line of your initial email in your opener to make it easy for your recipient to go back and locate that first message.
3. Make the Purpose Clear
After providing context to refresh your recipient’s memory, move straight into making the purpose of this communication clear.
This portion of the email should be direct and straightforward. Remind the recipient of what you mentioned wanting/needing from the last email or letting them know if that want/need has since changed.
Quick Tip: If this is a follow-up email aiming to make a sale, keep the focus on the recipient here and reframe any statements using “I” to address the benefit or relevancy to them. You might be tempted to throw in an “I think” or “I believe” statement here, but I promise, it’ll be much more effective to keep the reader believing this is all about them.
Here’s an example:
Rather than including: “I think my/our [product or service] could really help you accomplish [benefit]. I would love to hop on a quick call to chat about [opportunity].”
Try something like: “Your [aspect of their business or life] would really benefit from [purpose of product or service]. Would you like to hop on a quick call to chat about this opportunity?”
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This story was originally published on April 20, 2020, and has since been updated.
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Here's Why You Should Never Ask a Busy Person to Lunch (and What to Do Instead)
The secret to getting ahead.
Photo: ColorJoy Stock
Networking is every successful person’s middle name—but meeting with a busy person is a challenge. Although we can’t give you the secret handshake that will land you a meeting with Sheryl Sandberg (there’s a secret handshake, right?) we can dole out successful networking tips and tricks that will get you in the door with someone high-ranking who has the potential to advance your career.
Just because networking can feel impossible, doesn’t mean it is. Meeting your career heroes isn’t unheard of and landing that crucial meeting can be done, but you’ll have to get creative. Your career crush didn’t make it where they are by taking every lunch meeting they were cold emailed about. So, here are some ways you can stand out and get your foot in the door.
Try Getting in Touch With Their Assistant First
There are some who claim that a cold call or cold email shows bold initiative. And sometimes, when the work powers that be are acting in your favor, a cold email will launch your career in a way you can’t imagine. There are always outliers.
Case in point: Jaclyn Johnson, CEO and founder of Create & Cultivate, cold emailed Garance Doré, and she responded and then spoke at C&C Chicago. You never know what will happen until you put yourself out in the universe. But if after a cold email and a follow-up you’re still not getting anything, you should try a new road before either, a) giving up, or b) hounding someone to the point where they will never meet with you.
When you are just getting started, don’t assume that you are the exception. Assume you are the rule. (That’s not to say you shouldn’t be confident. There is a difference.) Most busy people will not appreciate you clogging up their inbox. It’s not uncommon for a CEO to receive 1000+ emails a day, and wading through those can feel like torture.
Think of the assistant as Saint Peter at The Gates. You’re not getting in unless you make good with Pete. Many CEOs and executives will have their assistants linked to their inboxes. Meeting with them could be a great inroad. Offer to take them to coffee or lunch. Ask for 15 minutes of their time before you try and meet with their boss. Assistants are overworked, overtired, and often under-appreciated. Get on their good side and it just might land you on their employer’s schedule.
Skip the Standard Cold Call and Email Vernacular
There is a story in Silicon Valley about Tristan Walker, who recently raised $24 million for personal care products for POC. Before branching out on his own as CEO of Walker and Company, he worked for Foursquare—a job he got from cold emailing the founders eight times. Two years after landing the position, Walker posted the correspondence that landed him a meeting on his blog. You can read it here. There were many, including IA Ventures’ Ben Siscovick who said, “If you are outside StartupLand looking to get in, read this then read it again—this is how it’s done.”
However, despite his success, Walker’s original email is exactly what we would warn against. There is passion in his voice, yes, but he notes nothing concrete that he would bring to the Foursquare team. It worked for Walker, but in most cases, this will not work. Don’t tell a company how awesome they are. Don’t tell someone you’re “hungry.” In a few short sentences, you should be able to explain exactly what you can bring to the table. Be as specific as possible.
For example, if you want to meet with the CEO of a marketing company, convey in two sentences how you’ve helped another company grow, or an idea you had for a client that performed on social well. When applicable, give stats.
If You’re Asking Them for the Meeting, You Go to Them
This is really simple. Don’t ask someone to coffee and then suggest a place to meet. Bring them coffee. Show up where they are and make it easy.
By Failing to Prepare, You Are Preparing to Fail
Come with questions. If person X is giving you 15 minutes of their time, you should be prepared to make use of every. single. second.
I recently had someone tell me, “I have three.” As in minutes. You better believe that I wrote down what I needed and made those three minutes count. If you waste three minutes of someone’s time, you can be sure that they won’t give you ten in the future.
You don’t need to print out your resume. Honestly, it’s a little dated and most people are more interested in getting a read on you, not reading what you print on paper.
While You’re There…
If you shake their hand and walk out of the office thanking them for their time, you’ve biffed it. LEAVE WITH NEXT STEPS. Let’s repeat that. LEAVE WITH NEXT STEPS. Ask for something concrete that you can do that, a) keeps you in contact, and b) is actionable for you. You’re not taking a meeting to schmooze, you’re taking a meeting to move the needle on your career. So move it.
Once You’ve Left…
Don't ghost. Follow up. Send a thank-you email, at the very least. Pro tip: Send a thank you with cupcakes for the office. Or send something that says, I paid attention to what you said, and I’m working to take the next steps.
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This post was published on February 16, 2019, and has since been updated.
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Why "Just" Is the Most Unfair Word (Hear Us Out)
It's time to take it out of your vocabulary.
Photo: Vlada Karpovich for Pexels
Let me just say: if I had asked you what the most offensive four-letter word is—with “u” as a second letter—you might think of others that top the list. (Hint: it’s not “busy” and doesn’t start with “f.”)
Status update: the word “just” should be banished from your vocab. Too many of us use this seemingly harmless word in emails, in conversations, and even in our minds.
To be clear, there are still two instances where “just” is justified:
Just do it.
Just desserts (as in, “I am only eating desserts”).
You might feel that using “just” all the time is NBD, but once you realize how it undermines you when speaking and when rationalizing with yourself, you will cut it out—stat.
Here are the three scenarios where we tend to use “just”—and we’re not doing ourselves any justice at all.
IN EMAIL
“Hi! I’m just following up on my email from last week….”
“Hi! I’m just emailing to confirm our meeting next week.”
Now consider how much more assertive you would sound if you deleted “just” altogether and it went more like this:
“Hi! I’m following up on my email from last week….”
“Hi! I’m emailing you to confirm our meeting next week.”
Stronger, right?
The truth is, when we add the word “just” it’s usually innocent and serves as filler to make an email flow better.
But when we take a closer look, it sounds apologetic. It reads like this: “I don’t mean to bother you, I’m really just contacting you again to [follow-up/confirm/check-in].
Tara Mohr, a career and personal growth coach who teaches women worldwide how to step into their power, covers this in her book, “Playing Big: Practical Wisdom for Women Who Want to Speak Up, Create, and Lead.” According to Mohr, women are “playing small,” so she shares the tools she’s used to help women take big steps forward in their lives and careers.
Mohr dedicates a chapter to “Communicating With Power,” and the words women tend to use that undermine them. These words are “the little things we do in our speech and writing that diminish our impact.” After all, Mohr reminds us that “our words are our opportunity—and using ‘just’ is a 'shrinker’ because it lessens the power of what we have to say.”
Because we want to be apologetic for asserting ourselves, we lean on words like “just” to ensure we don’t sound aggressive or harsh. This is no way to lean in, ladies.
So next time you’re drafting an email, strike out the word “just.” It will make you sound confident, strong and assertive. Just. Like. That.
“Using ‘just’ is a ‘shrinker’ because it lessens the power of what we have to say.”
IN MEETINGS & CONVERSATIONS WITH COWORKERS/CLIENTS
"I just want to explain…”
“I just think…”
“I just want to make sure I understand your point of view here..."
Why are we asking for permission to validate our understanding of others’ P.O.V.? Or worse, asking for permission to explain our own stance?
The “I just want” and “I just think” needs to stop right here, right now. To be fair, these are likely harder to control, because speaking with confidence and assertion can be more challenging in person. Email and social media allow for the kind of anonymity that make it easier to speak your mind since you’re not face-to-face—whereas you might feel more insecure or feel the need to please in a meeting or client call.
So here is your mental reminder to kick “just” to the curb. If you’re worried about coming off as too harsh, Mohr recommends remaining kind and diplomatic with your tone of voice, choice of words and body language.
You can slay those meetings without using “just”!
TO OURSELVES
(*Says to self)
"I will let the client get away with it, just this once."
"I will say yes, just this time..."
"I will just get over this crazy period, and will then get myself more organized."
Whatever kind of boss you are, the excuses need to stop. In this scenario, “just” is the word that’s hindering your progress.
By allowing yourself to take on a project for less than your usual rate, accepting to be treated disrespectfully, or not pushing back on requests, you are setting yourself up for failure.
Show your clients that you have limits and that it’s not okay for them to [insert shady verb here] you over.
When you’re “just-ing” all over yourself, it becomes an excuse to put things off -- like taking control of your life and saying no.
The “just” is a Band-Aid solution. It makes you feel good in the moment and makes you feel like you’ve got this. Because it’s just one all-nighter. It’s just one week of putting off the gym to make it through this crazy period. It’s just one week of being tied to your laptop and not talking to family or friends. And it’s just a month of asking yourself, “How did I accept to take on this project—for this deadline—for zero pay?”
But in reality, it’s all a distraction—and it’s preventing you from moving forward.
JUST THE FACTS
For a small word, “just” can cause some real damage—to your reputation and your reality. Banish this word from your repertoire altogether and be fair to yourself.
About the Author: Karin Eldor is a coffee-addicted copywriter, with a long-time love for all things pop culture, fashion and tech. Ever since she got her first issues of YM (remember that one?) and Seventeen in the mail, she was hooked on the world of editorial content. After earning her Communications degree, she spent 6 years honing her craft as a senior editor for AskMen.com. More recently, Karin enjoyed ‘gramming and strategizing as social media manager at ALDO. Today, she is chief content writer at 818 Agency and a social media consultant.
This post was originally published on August 16, 2016, and has since been updated.
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Email Etiquette: "Hey Ladies" vs. "Hey Guys," the Dilemma
Hay is for horses.
Gif credit: Michael Young
If, we're to take the admonitions of our grammar school days seriously, "hey" is an inappropriately informal way to address someone. And yet, the term "Hey Ladies," appears in my inbox, at present moment, exactly 1267 times.
That's 1267 times an email last year contained the words "Hey Ladies," in succession. Now, I don't take any issue with its formality or lack thereof. In fact, I am a rather informal emailer. I've sent emails to strangers with greetings like, "UM HI." (The response rate to "UM HI," is 100% if you're wondering.)
So no. It's not the "hey" I struggle with. It's the "ladies." Which, might seem odd considering I work and champion the work of women. Ladies. HEY LADIES! And yet...
"Hey Ladies," irks me. I don't like being called a lady. It feels diminutive to me, like I am somehow reduced or reducing the woman on the receiving end of my email stick to gender. But my solution thus far is not any better. Some might even say, it's worse.
If you're asking just what I use when addressing multiple women on an email chain? The answer is this: "Hey Guys."
"Hey guys, following up on this!" "Hey guys, me again." "Hey guys, hey hey hey."
The issue is, if I'm truly, really, all of the honest about why I use it, it's because "guy" in my mind is gender neutral. "Lady" is girly and pink and all of the "things" about my "gender" that I've never quite identified with. "Lady" is the hug I'm super uncomfortable giving you when we first meet. (I'm a handshaker OK?) It's the smiley face and the exclamation point I don't want to use, but do.
The bigger issue is-- it's not those things. Not even close. Instead, my stomp-my-email-yard refusal to address women as women, plays into the idea that a woman needs to be "one of the guys," "can hang like the guys," etc., in order to be cool. To succeed. To get ahead.
"Hey ladies," to me, is an insult. "Hey guys," is praise. And UGH to my thinking this. I'm sorry. Seriously. SERIOUSLY. It's upsetting to me that it's taken me this long to figure it out. I know that my "hey guys," is is giving power to the concept that a “guy” is more powerful than a “lady.”
Categorically untrue. And I will adjust my correspondence as such. Hey, better late than never?