|    Reviewed by Amit Agarwal
When and How to Send a Follow-Up Email After No Reply
Following up after not receiving a reply to your email can greatly increase your chances of getting a response.

Research shows that campaigns with follow-up emails see a reply rate that is 56% higher than those without any follow-ups. In this article, we will learn some guidelines for sending follow-up emails and provide examples of effective follow-up messages.

Why Clients Might Not Respond To Your Follow-Up Email

Not hearing back from a new client can be stressful, especially for accountants who focus on customer service. It’s important to keep in mind that even if a client is eager to work with you, they likely have many other tasks to manage. For many, keeping their inbox organized is a constant challenge.

According to a HubSpot email marketing report, 40 per cent of consumers have at least 50 unread emails in their inbox at any time. This means your email could easily get buried among their many unread messages.

Reasons for Delayed Client Responses

Clients may not respond quickly for several reasons. They could have talked to their team about your upcoming projects. During these discussions, they might have found some possible issues that could delay progress.

They may also be waiting for approval from their manager. This step is often necessary before making any commitments. Additionally, their accounts team might have informed them that if they want to work with you, they need to find savings in other budget areas.

There are many factors that can cause a delay in client communication. It is important not to jump to conclusions or worry too much. Instead, reach out to them directly. A simple follow-up can help move things along and get the project started. Following up with clients maintain communication and ensures that projects stay on track. Here are some guidelines to help you follow up effectively.

Methods of Sending Follow-Up Messages

There are two main ways to send a follow-up email:

  • Reply in the Same Thread: This method allows the recipient to easily see the previous conversation. It helps them recall the context of your initial email.
  • Send a New Email: This option lets you change the subject line, which might catch the recipient’s attention. However, it can also clutter their inbox and lead to negative feelings.

In most cases, replying in the same thread is recommended.

Timing for Follow-Ups

Wait 2-3 Days

After your initial email, wait two to three days before following up. Most emails are opened on the same day they are received. If you haven’t heard back within a day, it’s likely you won’t get a response. Allowing a few days gives clients time to reply at their convenience.

Using Tools for Scheduling Follow-Ups

If you send many outreach emails, it can be hard to keep track of follow-ups. Consider using tools like Hunter Campaigns. These tools allow you to schedule personalized follow-ups automatically. You can set how many follow-ups to send and when they should go out.

Crafting Value-Driven Follow-Up Emails

When writing a follow-up, focus on providing value:

  • Assess Engagement: Check if your previous email was opened and if the recipient showed interest.
  • Add New Information: Your follow-up should offer something new or different that encourages a response.

Avoid sending generic “nudge” emails, as they can annoy recipients. Instead, aim to enhance your message with relevant insights or data.

Personalisation is Key

When following up, tailor your message to each recipient. For example:

  • Mention any mutual connections or previous discussions.
  • Offer new insights related to their business needs.

Clear Call-to-Action (CTA)

Every follow-up email should have a clear CTA. This guides the client on what to do next:

  • Ask specific questions.
  • Suggest scheduling a call.

Avoid restating the same CTA from your first email if it didn’t work previously. Try a different approach that might resonate better.

Writing effective

Sample Follow-Up Email Templates

Here are some templates for various scenarios:

1. After Initial Meeting

  • Subject: Next Steps from Our Meeting
  • Email:Hi [Client’s Name],Thank you for meeting with me today. Here are the action points we discussed:
  • Action Item 1
  • Action Item 2Please confirm if this aligns with your understanding.Best,
    [Your Name]

2. After Sending Proposal

  • Subject: Following Up on Your Proposal
  • Email:Hi [Client’s Name],I wanted to check in regarding the proposal I sent last week. Do you have any questions or need further information?Looking forward to your thoughts!Regards,
    [Your Name]

3. Requesting Information

  • Subject: Information Needed for Project Start
  • Email:Hi [Client’s Name],To begin your project, I need the following documents:
  • Document A
  • Document BPlease let me know when I can expect these.Thank you,
    [Your Name]

4. Payment Reminder

  • Subject: Payment Reminder for Invoice INV-0023
  • Email:Hi [Client’s Name],I noticed that Invoice INV-0023 sent on [Date] is still unpaid. Could you please check if it has been processed?Thank you for your attention to this matter.Best,
    [Your Name]

5. Cold Outreach Follow-Up

  • Subject: Following Up on My Previous Email
  • Email:Hi [Client’s Name],I hope this finds you well! I wanted to share a helpful resource related to our previous discussion about accounting services.Let me know if you’d like to chat further!Regards,
    [Your Name]

6. Reviving Cold Leads

  • Subject: Exclusive Offer for You
  • Email:Hi [Client’s Name],I wanted to reach out with an exclusive offer just for you—a 25% discount on our services!Let me know if you’re interested.Best,
    [Your Name]

7. Closing Communication

  • Subject: Closing Our Discussion
  • Email:Hi [Client’s Name],Since I haven’t heard back from you, I assume you’re no longer interested in moving forward at this time.Please keep us in mind for future projects!Sincerely,
    [Your Name]

8. Check-In After Six Months

  • Subject: Checking In After Six Months
  • Email:Hi [Client’s Name],I hope you’re doing well! It’s been six months since we last spoke about your accounting needs.If you’re ready to discuss this further, I’d love to catch up!Best,
    [Your Name]

Conclusion

Following up with clients is essential for maintaining strong relationships and ensuring project success in accounting. By waiting appropriately, providing value, personalizing your messages, and including clear CTAs, you’ll increase your chances of receiving responses and keeping projects on track.

Parul Aggarwal - Outbooks

Parul is a dedicated writer and expert in the accounting industry, known for her insightful and well researched content. Her writing covers a wide range of topics, including tax regulations, financial reporting standards, and best practices for compliance. She is committed to producing content that not only informs but also empowers readers to make informed decisions.

by:Parul Aggarwal