Call follow-up email templates
A follow-up email after a call is an important part of customer service, sales, and recruitment. It can help solidify the relationship between you and the other party. It can also help to resolve any outstanding issues that may have come up during the call.
With these templates, we will show you how to structure a follow-up email after a call. We will also provide some tips to ensure your follow-up email leaves a positive impression.
Call follow-up email โ why is it so important?
In professional correspondence, itโs always important to follow up with a quick email after a phone call. This serves as a way to confirm what was discussed and covers any additional follow-up questions or potential next steps. Furthermore, in todayโs age of digital consciousness, sometimes an email is simply easier to respond to than a phone call..
Sending a follow-up email also helps to establish the connection you made with the person. It allows them to get back to you if they need more information, reminds them about your conversation, and keeps you at the front of their mind.
The title of a professional follow-up email will vary depending on the context of the call. However, the following general tips can help you to come up with an effective title:
- If you were cold calling or pitching a product or service, use the name of your company or the product in the title of your email. This will jog the recipientโs memory and remind them who you are.
- If you were conducting a job interview, use โfollow up after interviewโ as the title of your email.
- If you had a meeting with a client over the phone, use โphone meeting follow upโ as the title of your email.
- If you spoke to a potential collaborator, use โfollow up after meetingโ as the title of your email.
Whichever case your title should be straight to the point as to what the email is about.
Call follow-up email template subject lines
- [Your company] โ follow up after the call
- [Your product] โ follow up after the call
- Follow up after an interview
- Call follow up
- Thank you for your time
- Thanks for the call
- Our call โ hereโs what we discussed
- [Date] Meeting โ follow up
- [Your company] โ meeting follow up
- Follow up after meeting [Date]
Subject lines are important because they help to set the tone for your email. They also give the recipient a preview of what the message is about.
How to write a follow-up email after a call
Because you will be following up after a particular call, you always need to refer to it specifically. Even if the call only lasted for a minute, mention what the conversation was about. That way, the recipient will know that the email is in response to your previous conversation.
Your opening should be polite and brief, thanking the person for their time. You can also mention how much you enjoyed speaking with them and express your desire to speak again soon.
The body of your email should expand on the points that were raised during your call. If there are any outstanding issues, this is the time to address them. You can also offer to provide more information or to take any additional steps to move the professional relationship forward. If you have any additional files to attach, do it here.
Your email should be concise and to the point. Try to keep it under three paragraphs, and make sure that each paragraph is focused on a single point.
Your email should always end with a polite request for a response. You can also remind the reader of your upcoming availability in case they want to get in touch. Give them a few contact options so that they can choose the one thatโs most convenient for them.
What to include in a follow-up email after a call
- catchy title
- opening paragraph thanking the person for their time
- body of email expanding on points raised incall
- closing paragraph requesting a response
- contact info for follow up purposes
- attachments if required
[Title] examples and email template
Thank you for your time
Hi [Name],
Thank you so much for taking the time to speak with me yesterday about [topic]. I enjoyed the conversation and learned a lot.
I wanted to follow up with you about [items discussed], as well as to see if thereโs anything else I can do to help move the process forward.
Please let me know if you need any additional information, and thank you again for your time.
Best,
[Your name]
Phone meeting follow up
Hello [Name],
Thanks for taking the time to speak with me on the phone yesterday. I wanted to follow up with some of the things we discussed.
Iโve attached a document with more information about [topic].
Please let me know if you have any questions.
Iโm looking forward to hearing from you soon.
Best,
[Your name]
P.S. Iโve also included my availability for the next few weeks in case you want to get in touch.
Call follow up [Date]
Good morning [Name],
Iโd like to thank you for our call last [day]. I found it very productive and learned a lot.
I wanted to follow up with some of the things we discussed and ask if you have any additional questions.
I have also included my availability for the next few weeks in case you want to get in touch. Please let me know if there is anything else I can do meanwhile.
Thank you, and I look forward to hearing from you soon.
Best regards,
[Your name]
About our call last week
Hi [Name],
Once again, thanks for taking the time to speak with me last week. It was great to chat and I feel that we made some good progress.
I wanted to follow up with a few points that we raised during the call. Please let me know if you have any questions or need any additional information.
Iโm looking forward to hearing from you soon.
Best,
[Your name]
Call follow up โ [Date]
Hello [Name],
I hope you had a good weekend.
I wanted to follow up on our call from last week. I feel that we could collaborate and I wanted to make sure that I have all of your contact information so that we can stay in touch.
Please let me know if you have any questions or would like to discuss anything further.
I look forward to hearing from you soon.
Best,
[Your name]
Just wanted to follow up
Hi [Name],
Just wanted to make sure that I followed up with you after our call on [date].
Hope youโre doing well.
Please let me know if thereโs anything else you would like to discuss or if you need any additional information from me.
Thanks,
[Your name]
After our call
Hey [name],
Great catching up with you today. Hereโs a quick summary of what we talked about for your records:
[Summary of discussion]
[Action items, if any]
Thanks again for taking the time to speak with me. Iโll follow up with you next week to see how weโre doing on those points.
Best,
[Your name]
Quick follow up
Good morning [Name],
Thank you for taking the time to speak with me today. I appreciate the information you shared and look forward to putting it into action.
If there is anything else I can do for you, please donโt hesitate to let me know.
Best,
[Your name]
A brief follow up after our call
Hi [Name],
Great talking with you today about [Topic]. I just wanted to follow up and make sure that you received the information I sent over. If thereโs anything else you need, please donโt hesitate to let me know. Thanks again for your time today.
[Your name]
Touching base re: our call
Hey there,
Thanks for taking the time to speak with me on the phone yesterday, I appreciate it. As we discussed, I think thereโs a lot of potential for us to work together and Iโm confident I can provide value to help you achieve your goals.
To recap what we talked about, I think it makes sense for me to take on X, Y, and Z. If youโre cool with that, then Iโll get started right away. If not, no worries at all โ just let me know what you had in mind.
Either way, thanks again for speaking with me. I look forward to hearing from you soon,
[Your name]
Thanks for the call
Hey [Name],
Thanks so much for taking the time to speak with me yesterday, I appreciate it. Just wanted to shoot over a quick email follow-up with some of the notes from our conversation.
First off, I think it would be really helpful to [action]. It would also be great if we could touch base on [topic]. Lastly, Iโm curious about your thoughts on [issue].
Thanks again for taking the time to chat yesterday. Let me know if thereโs anything else I can do.
Best,
[Your name]
Clarifying after our call
Hi [name],
Great talking to you today. I just wanted to make sure I had all of your contact information correct. Here it is again:
[phone number]
[email address]
Do you have any questions for me before we wrap up?
Thanks again, and Iโll touch base with you soon.
Best,
[your name]
Itโs been a while
Hello [name],
I hope youโre doing well. I wanted to reach out and see if you were interested in catching up for lunch. I havenโt heard back from you for a while and wanted to know whether or not we might still be able to talk about our collaboration.
If youโre not interested, no problem at all. Just let me know.
Hope to hear from you soon,
[Your name]
P.S. My contact information is still the same: [phone number] and [email address]. Feel free to reach out if you need anything.
Checking in
Hi [Name],
Great talking to you today. Thank you for taking the time to chat. Here are the details of our conversation for your reference.
[Summary of what was discussed]
I look forward to hearing from you soon.
Best,
[Your Name]
After our phone call
Hello [name],
I just wanted to follow up with you about the conversation we had on the phone. Here are some of my thoughts:
[Summary of what was discussed]
[Action items, if any]
Thanks for taking the time to speak with me today. Iโll be in touch soon,
[Your name]
Follow up email after a call good practices
Crafting a follow-up email after a call doesnโt have to be difficult if you follow good practices. Here are a few tips to help you out:
- Thank the person for their time and reiterate that you enjoyed speaking with them.
- Recap the main points of the conversation and any action items that were agreed upon. They may be very obvious now, but thereโs always a chance something will be forgotten later on.
- Check-in on deadlines and next steps. If something is holding up the project, this would be the best place to mention it.
- End with a polite request for feedback. Thank the recipient again and let them know that youโre looking forward to hearing from them soon.
- Donโt be too pushy, and give the other person plenty of time to get back to you. In some cases, it may be better to follow up again at a later date.
- Do not underestimate the power of politeness. While you could be eager to move on to the next task, still always send a courteous follow-up email.
- If any information or documents were shared, be sure to include a link or attachment in the email for easy reference. No matter if you have already shared it before or not, you want everything to be easy to find for the other person.
- Always proofread your email before sending it. Typos can easily be missed in a rush, and they can make you look unprofessional. Double-check for grammar mistakes too โ thereโs nothing worse than a follow-up email with errors.
- Give the recipient a choice as to how to follow up with you. Even if your last interaction was via a call, it doesnโt mean all future communication must be as well. Sometimes people prefer to communicate via email, and thereโs nothing wrong with that. Let them know what youโre comfortable with, and ask how they would like to continue the conversation.
- Ask any questions that you still have about the conversation. This gives the other person an additional opportunity to clarify anything they may have missed, as well as show that you paid attention.
- Make sure to thank the other person for their time, and let them know that youโre looking forward to hearing from them soon. While itโs easy to overdo this one, a little gratitude can make a difference.
Summary
Following up after a phone call is always a good idea, no matter how the conversation went. By sending an effective follow-up email, you can make sure that all the details are clear and that everyone is on the same page.
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Frequently asked questions
What is the best way to follow up after a call with a potential customer?
Send your potential clients or partners an email thanking them for their time and letting them know that you look forward to hearing from them soon. You could also send them a link to an article or blog post that you think might be of interest to them. If you have their contact information, you could also reach out to them on social media. Whatever method you choose, be sure the message has a personal touch and indicates that you care about what the recipient has to say.
How can I make my follow-up email stand out and be noticed by the recipient?
Thereโs no surefire way to get someone to notice your follow-up email, but there are a few things you can do to help increase the chances. First, write a subject line that is catchy and relevant to the email recipient to pique their curiosity. Second, keep the email short; nobody wants to read a novel in their inbox. Get straight to the point, clearly state why youโre emailing, and include any relevant information or attachments. Finally, express genuine interest in hearing back from the person โ let them know that you value their time and opinions.
What should I include in my follow-up email?
Recap the main points of the conversation and highlight anything that was agreed upon. If any information or documents were shared, include a link or attachment in the email for easy reference regardless of whether or not you have sent them before. Make everything easy for the other person to find. Donโt forget that a simple โthank youโ can go a long way.
Are there any other tips or advice that you can offer when it comes to following up after a call?
Yes โ make sure that youโre always prepared for a follow-up call and have a list of questions or topics that you want to cover. This will help make the conversation more efficient and minimize the chances of you forgetting anything important. In addition, try to stay organized and keep track of any relevant information or documents that were shared during the call. This will make it easy to follow up afterward.
Is it okay to follow up more than once?
Itโs always a good idea to follow up, but you donโt want to overdo it. If you havenโt heard back from the other person after a reasonable amount of time, you can try following up again. Just make sure that your emails arenโt becoming a nuisance to them and that youโre not crossing any boundaries.โ question-4=โWhat should I do if the other person doesnโt respond?
What should I do if the other person doesn't respond?
If the other person doesnโt respond to your follow-up email, itโs best to reach out to them in another way. Try calling them or sending them a message on social media. If they still donโt get back to you, it might be time to move on.
Follow up email after no response
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