First impressions are extremely important in business, which goes double when dealing with an important client or partner. If you want to keep them interested in working with you, you’ll need to be attentive and courteous, including sending follow-up emails regularly without appearing pushy or annoying. Whether it’s three days after your initial email or six months later, here are some helpful tips on checking in the most courteous way possible.
Benefits of a follow-up email
A follow-up email is a great way to check in with someone you haven’t talked to in a while. It shows that you are still interested in the person and want to keep the relationship alive. Plus, it can be a great way to get new information or updates on projects you’re working on together. So how is this helpful?
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A follow-up email can help you re-engage with prospects who have not responded to your last few emails, making sure they know you are there for them. To do this, check in to see if the prospect has been able to address any of their questions from your previous correspondence. If they mention an issue, they need more time or assistance with, offer additional assistance without being pushy.
Also, ask if there are any other questions you could answer.
A follow-up email can also be a great way to increase conversions. For example, if you recently sent an email offering an e-book for download, check in a few days later to ask if they were able to download it. If not, offer additional support and help them get started on their questions.
Better understanding of your customers
By checking in periodically with your customers, you’ll better understand their needs and how your products or services can help them. And by showing them that you care about their business and want to see it succeed, they’ll likely be more inclined to do business with you.
“Just Checking In” Alternative Follow-up Strategies
It’s always a good idea to check in with your boss, clients, or team members – but how you go about it can make all the difference. Just checking in can come across as needy or annoying, so it’s essential to choose your words carefully. Here are some alternatives that will help you get the message across without sounding like you’re nagging.
Many individuals will just send an email saying Hi, and How are you? This is not helpful because they don’t provide any information to discuss.
A better alternative would be.
- I hope this email finds you well!
- I hope you’re doing well. I saw your recent presentation at XYZ event, and thought that you made some great points about XYZ.
- I know you must be busy, but I wanted to reach out to see if there was anything specific you wanted me to work on while we wait for more tasks from you.
These sentences allow for small talk and show that the sender has thought of them. They also give the receiver a chance to respond, which can take up their mental energy less than when someone constantly contacts them.
For professionals looking to check in professionally, there are many options for what kind of check-in should be used depending on the relationship with their client or colleague. A great way to do this is by using phrases such as;
- Let’s catch up soon. What did you think of the new design I sent over?
- Wanted to let you know that I’ll be taking my lunch break now (or) during my break time, etc…
- I’m checking in to see if you need anything else before Friday?
- Is there anything else I can do before the end of the day today?
- I’ve been missing our meetings lately and wanted to know if everything is ok.
- Are you feeling well? You haven’t replied back to my last email or responded to my text messages.
All these phrases are formal and polite ways of letting the person know they’ve crossed your mind while making sure not to sound demanding.
Updates on Product/Services
Keeping people updated on what’s going on with your company or product is a great way to stay in touch, but again comes off as too aggressive when done too often. One strategy to avoid this is to only contact people with updates. If you decide to check in every few weeks, try one of these check-in alternatives.
- We appreciate you following up with us. If you need anything, please feel free to ask.
- Thank you for reaching out. We appreciate your interest in X Product.
- A new feature is coming to the site; visit our latest blog post for more details.
- I hope you’re well. I’m just curious to know if you’ve had a chance to look at the changes I suggested to your services.
Asking For Feedback
Another great way to check in with your customers and clients is by asking for feedback. This will keep you updated on how they feel about your product or service and show them that you’re always working hard. Try some of these phrases when asking for feedback;
- We’re excited to hear your thoughts on the latest project.
- A simple how are you? It can sometimes be the perfect reminder that someone is looking for a brief update on how they’re doing.
- We’re looking forward to more updates regarding our business; what do you think of XYZ?
- I’m wondering if you’re satisfied with the customer service that we’re providing for you.
- Do you think our business is meeting your needs?
- I noticed you haven’t been visiting our website lately. Is something wrong?
- I hope all is well with you. Please let me know if there’s anything I can help with.
Notice of Free Trials and Offers
Another way to employ check-in alternatives is when you’re checking in to see if a new customer has signed up for your free trial. Here are some check-in alternatives to share with a customer who hasn’t yet started their free trial:
- Hi, this is just a quick note to see if you’ve had any questions about our offer. If not, we’re glad you’ve been able to find your way around and get the most out of it!
- Let me know if you have any feedback on how the trial went or how I can help. Just want to make sure everything is going smoothly!
- I just wanted to make sure everything was going well during your free trial period. Did you have any issues with our service?
- I just wanted to see how things were going so far during your free trial period. Did you have any issues with our service?
- Hi, you qualify for a premium package at an introductory price of $20/month. If you like what you see, just reply with okay, and I’ll set it up for you right away.
- Let me know if there’s anything we can do to improve your experience during your trial period. Your feedback will be very helpful in improving our product!
Creating a Sense of Urgency
When you are just checking in with someone, creating a sense of urgency is essential. This will let the person know that you are truly interested in what they are doing and want to help them move forward. Try using some of these Just Checking In Alternatives:
- I was thinking about your project and wanted to see if there was anything I could do to help you move forward.
- “Hurry up” your project needs to be finished ASAP because we have an imminent deadline coming up next week.
- Are you aware that the deadline for this is next week? Have you started working on it yet? If not, can I give you some feedback on how to get started?
- What’s the status of your work? It looks like we still need to fix that issue before moving forward. Do you have time today or tomorrow to meet up and discuss this?
- Could you look at my calendar and find out when would be the best time for me to set up a meeting with you so we can continue our discussion about X?
- Is everything okay? I haven’t heard from you in a while and wanted to ensure everything went smoothly.
Guilt-tripping your prospect is the worst possible approach. They’ll feel annoyed and guilty but will still not buy from you. Try being sincere and give some alternative options. Just checking in alternatives include giving them another great deal if they haven’t purchased from you yet, or offering a discount for customers who are on their way to a competitor’s store as long as they buy from you within the next hour. Here are examples of just checking in alternatives;
- Hello there, I haven’t heard back from you in a while, so I wanted to know whether or not you’re going ahead with our product?
- Hi There! We have a promotion going on now that offers free shipping when ordering 3 products. Have you had time to take a look at our website? If so, do we have any items that interest you?
- Hi! Let me know what times work best for you this week to chat more about the benefits of buying from us versus other companies.
- I’ve been meaning to follow up with you because we’ve got a few new things out. Would love to get your thoughts before I share them with other people in my company!
- Hi, sorry I haven’t been following up lately–busy season has been crazy over here.
Sending Advice and Tips
Sharing advice and tips is a great way to show recipients that you care about their success. Here are check-in alternatives to help with different scenarios.
– Hello there, I found this product or tool useful when I was starting out, so I thought you might like it too! – It’s been some time since we last spoke. I hope everything is going well for you on your business journey. Do let me know if there’s anything new happening for you.
- Hi, I just wanted to say congratulations on such an awesome year! Thanks for being such an inspiration! Keep up the excellent work!
- “Hi, I recall you had some interest in ABC company at our last meeting. Just want to know if you’re still interested?
- Hey, it’s been a while. Have you thought about what type of work would be best suited for your skill set?
- Hello, I saw something wrong with your website, please fix it as soon as possible.
- Hey, sorry to bother you, but can you tell me where I can find a job listing from one of your companies? Thank you so much!
- Hi, are you still interested in SEO advice? Let me know if you have any questions or need more information about my services!
- Hi, it looks like your post has gotten much attention lately. The number of likes has increased tenfold recently! Congrats! Is there anything you’ve done differently recently?
Sharing Short Videos over Emails
If you’re emailing someone you don’t know well or who you think might appreciate a more personal touch, sending a short video with your message can be a great way to connect. Just ensure that the video is relevant to what you’re discussing and that it’s not too long. Here is an example of checking in phrase alternatives to use:
- Hello, I Hope you had a great weekend! I hope this video will give you some ideas about how we’ve used our space at work! If you find it interesting, please let me know, and I’d love to chat more about it!
- Hi there, here is just a demo of the application from last week! We would love to hear your feedback, especially if you have questions about anything. Let us know what you think, and we’ll get back to you as soon as possible. Thank you so much for taking time out of your day to read this.
Share News Updates
If you have news updates to share, whether it be about your product, company, or industry, make sure to do so courteously and professionally. Be clear and concise in your email, and always remember to thank the recipient for their time. Here are the phrases to use;
- Hi, do you know that we just launched our new website?
- We have been updating all of our clients on this project and would love to speak with you about any questions you may have.
- Hi, we are pleased to let you know we’ve been featured on forbes.com as one of the top 3 nonprofits doing fantastic work in our area.
- Hi, We appreciate your taking the time to review our application; please let us know if there is anything else we can provide as evidence that we would be an excellent fit for this position.
Invite People to Online Events and Webinars
You must also use the right tone when inviting people to online events or webinars. For example, instead of using checking in to see as a phrasing, it’s better to say;
- Hello, we’re happy to let you know that we’re pleased to host an event on Tuesday night at 7pm ET. If you have any questions, please feel free to contact us at. We hope to see you there!
- Hi, how are things going? Did you get our last email about the upcoming event? We want to make sure everyone is on board before the day arrives!
- Hello, are you aware of the event on Wednesday evening? We would love to hear your thoughts and input.
Announcing New Job Creation
You also need to use some of these alternatives to introduce new jobs you have created. This can be as part of a press release or just as an email announcement. Here are examples;
- Hello, with the latest technological developments, I wanted to know if you’ve had time to look at the specifications sheet and if not, I am more than happy to walk through them one more time with you.
- Have you had time yet to take a look at the documents we sent over? If not, don’t worry because I’m still available if you need anything else.
Explaining a New Regulation or Law
Just like announcing new jobs, you must follow up when there are new regulations or laws. Here are some examples;
- Hi, due to recent legislation changes, we now require a comprehensive profile picture from all clients. The good news is that once you upload this image, it will then be stored securely and never shared without your permission.
Reaching out to see how you’re doing after a job interview, a date, or even just a conversation is a great way to show that you’re interested and care about the other person. But there’s a fine line between being interested and being annoying, so it’s important to know how and when to follow up correctly. Hopefully, this guide has helped you learn how to reach out to someone without seeming too pushy.