8 Emails to Send When Business Communication Goes ‘Cold’

You are a salesperson, and you have just spoken to a potential customer about an enticing marketing strategy.
They have promised to send a follow-up email shortly.
You’re enthusiastic about their business. You understand that you will be able to produce some excellent outcomes for them — and you can see that they are also excited.
Then you realize that it’s been a few days and you haven’t heard from your customer. You have got not a single phone call or mail from them.
Does this sound familiar, and what would be your reaction?
Possibly you would get confused wondering what could have gone wrong during the initial encounter.
Failure by a client to respond swiftly can lead to frustration, doubts and questions. That’s why you must take a step to follow up and find out what’s going on and how you can be of help to revive the communication.
But how do you make a smart follow up without appearing hopeless, nosy or rude?
Before you consider reestablishing that communication, here are five reasons why clients go mute and don’t respond.
1. Busy schedules: the truth is that many times the conversation you had with a potential client is one of the many talks he holds with many other people. Your customer has an erratic busy schedule and sets his priorities according to his immediate needs.
· A typical day for any businessperson includes a schedule for company operations, attending to their customers, reserving some time for private affairs and other priorities.
· A busy schedule may force your clients to push your much-anticipated mail further down their to-do-list.
2. The initial conversation wasn’t clear: sometimes, the customer realizes later that he needs to take a profound reflection on the ideas you raised. A bit more time is required to make a decision and send feedback, and that’s why communication stalls pending final decision-making processes.
3. It’s not about you, and it’s about your customer: Never take it personally when a client is not responding. Everyone has a deadline to meet, a job to accomplish plans to make, trips to take and the challenge to balance work and family needs. So remember that it’s not all about you, it’s about them.
4. You could be the problem: When a customer fails to get back to you, take some few minutes and reflect on your actions. How did you approach them? What could they have heard about you? How does your social radar read for people outside your circle? It is crucial to keep an eye out for previous actions that could lend to how people respond to you long after you have interacted with you.
Five things to consider before you send a follow-up mail
Be persistent but not upset
Customers are super busy. Most times, energetic individuals often read messages, but forget to react. To prompt response, it may take a few follow-up touchpoints, so don’t give up. However, don’t take too much time to chase answers from a client. Do not hold them on the phone if they sound busy.
Instead of another face-to-face conference, try to sort out tiny information via email, text, or mobile.
Pick up the phone

Several service experts only use email to manage customer communications. Email operates excellent in most situations because customers can answer at their convenience, and you have all correspondence saved in written format to refer to later.
But email may not be the solution when it comes to tracking unresponsive customers.
Why?
It’s too simple to miss or overlook emails.
But a fast phone call often reminds a customer that you exist and that you are expecting feedback from them.
Set your mail to auto-response
You’re also busy, and if you’re chasing a lot of customers, automation can save hours of email typing. You may be able to use your CMS software or other instruments to automate follow-up. Rebump is a free app that controls which answers are receiving from your messages.
Give your client a call to action
Give your clients a call-to-action in each correspondence to keep the communication flowing. The call to action can include:
· Some information that they need to give you.
· Some work that they need to sign up.
· A question they need to answer
· A payment they need to complete.
Giving clear instructions to the client helps them to do things as quickly as possible. Make your call to actions as direct as possible. Think about the purpose of your email: If you want to meet the customer, then make the subject clear that you wish to have a meeting.
Make sure you need a follow-up
Business author Laura Spencer recommends that you check that you have not already received a customer response.
The Chances are high that a response disappeared in your spam mails, or your customer sent the answer to someone else on your team.
When to send a follow-up email
Follow-ups to cold messages and telephone calls should generally take place within a few days, while the contents of the previous communication are still fresh in the client’s mind.
8 ways to design follow up emails
Here are some follow-up template messages to assist you in getting a response for typical cases from your client. You could use these email samples as the grounds for creating your own, by adding the right names and personalize project information and company of the client.
- Post Initial client meeting:
This type of email provides a list of active measures to the customer and maintains a proactive tone –as if you are already in partnership. The meeting’s call-to-action and the response at the end assistance proceed to the next level.
Subject: Initial meeting points of action — the next steps for your project
Hi XXXX
it was nice to meet you and the team and learn more with this project about BUSINESS NAME and your objectives.
Here is a list of the points of action that emerged from that meeting
For our team:
· Action point one
· Action point two
For business name team:
· Action point one
· Action point two
Please kindly reply to let me know if ‘I’ve missed anything?
I have a follow-up meeting on Tuesday 21st at 3 PM. If this works for you, let me know.
Sincerely,
Your Name
- Friendly Reminder email sent after no response to initial mail
This email provides the client with a friendly reminder that they have your suggestion and that it is their responsibility to give you their choice or make adjustments before work on the project can proceed.
The email below provides the customer with a feeling of urgency to get the proposition read and approved by stating that you will call them up for a quick follow up.
Subject: Got any questions about the proposal?
Hi NAME,
Last week I sent through the proposal doc you asked for as part of your website redesign project. I have not heard from you since and want to check you received it, and if you had any questions?
‘I’d like to organize a quick call to talk it over.
Would Tuesday at 3 PM work for you? ‘I’m excited about the project and keen to get started!
Sincerely,
YOUR NAME
- If documents/info you need to get started isn’t sent
Before you can start your work, you need essential information from the client, but the clock is ticking down, and they haven’t sent it through yet.
This email clarifies the urgency of this matter but also ensures that the customer understands what to send.
Subject: Accounting package — I need these signed to get started
Hi NAME,
I’m looking forward to getting your accounts began. I want to make sure your deadline is all completed in time, but we’re stuck at the moment.
To get started, I need you to fill out the following documents, which ‘I’ve attached to the email.
1. DOCUMENT A
2. DOCUMENT B
3. DOCUMENT C
Please acknowledge ‘you’re working on these and that ‘you’ll get them to me by DATE. If you have any questions or want some clarity around why we need these documents, ‘I’m happy to jump on a call.
Sincerely,
YOUR NAME
4. When Payment has delayed
It’s always an uncomfortable situation to ask clients why they haven’t paid their invoice. By merely never following up and writing off the account, many business owners avoid this.
We don’t believe that’s an answer!
Usually, the invoice gets forgotten, or it sits in a big pile in the accounts department.
This email gives the client an “out”, so you don’t seem to be guilty of asking them to pay what they rightly owe you.
Subject: Late payment: Did you miss the invoice?
Hi NAME,
I’m just following up on unpaid invoices, and I have just noticed that INV-0023, sent to you on DATE, is still pending.
Since I didn’t get the payment, I just wanted to make sure the invoice wasn’t lost? I understand they can sometimes be sent to SPAM or accidentally deleted.
I’ve attached it here again for your convenience.
Since this invoice has delayed for 15 days, if you want to avoid the overdue X per cent fee added to the bill, you will need to make a payment over the next five days.
Yours sincerely,
YOUR NAME
5. After sending a cold email to generate a Sale
Cold calling may be a daunting method for sales, but it is still very efficient. However, if you don’t follow them in a few days, you risk losing a lead from cold calling.
This email provides a helpful piece of material to keep the discussion going and create confidence with the lead.
Subject: Here’s that business guide we discussed.
Hi NAME,
It was great to chat with you the other day and find out more about your goals for BUSINESS NAME.
It was wonderful to chat with you the other day and find out more about your BUSINESS NAME objectives. To grow a successful small business we talked about on the phone, I’m just following up with a link to that guide.
You can find it HERE.
Based on what you’ve told me about this year’s marketing strategies, I believe you’ll find section three especially helpful.
Let me know if you enjoyed the content!
Cheers,
YOUR NAME.
6. To revive cold leads
It can be tough to bring cold leads back to life. This template provides you with the ideal email “excuse” and may give you the incentive to push them over the edge.
Subject: Wanted to let you know about our 25% off offer
Hi NAME
I hope you remember me — we talked about your business’ accounting packages a couple of months ago, but you chose not to follow it.
We presently have 25 per cent off — the-ground fees for fresh clients for the first three months as a manner to get off-the-ground small companies in the current financial year. I believed if you were still considering our services.
Check out our packages HERE [ link ], and I’d be pleased to call for your alternatives to be discussed.
Sincerely,
Your name
7. Closing the Loop
If you have attempted to reach out several times, both by email and by telephone, and you have received no reply, it is time to “break up” with your client.
This breakup generally occurs during the first phase of the proposition — maybe the customer spoke to several businesses and chose a competitor, or they decided not to go ahead with the project.
Often, they’re not going to notify you — they’re just moving on and not returning your queries.
Sounds rude?
Closing the loop provides your customer with the ultimate opportunity to react, but also provides you with some closure and allows you to do so.
Hi NAME,
I haven’t heard back from you about your project. I’m assuming your priorities have changed, and you no longer want to go ahead with this.
Keep us in mind if you want to move forward in the future.
Sincerely,
YOUR NAME
8. Check again after six months
Here’s a follow-up email for six months that you could attempt:
Hello Name, I hope you will remember me.
We talked about an accounting package for your company six months ago, but you mentioned that you required a few months to develop the company.
I can see from your brand new website (excellent design, by the way) that things are ticking nicely. I wondered if you would have had an opportunity to look at the accounting package that I sent you before?
I would love to book a moment to discuss your requirements with you.
How does Tuesday at 3 PM sound?
To be honest,
YOUR NAME.
Final Thoughts
Usually, customers get busy in their own company, and things fall off the top of their to-do list or forget to respond to emails.
Most customers enjoy the correct responses when you follow up so you can do your best job.
What is your follow-up method with customers when they do not react?
Develop and implement improved email marketing strategies that can also assist in providing the right kind of information required by clients and can reduce the silence from the customers.
