How To Write A Great Follow Up Email That Doesn’t Come off As Annoying
For when you’re networking, asking for something, or sending reminders — how do you do it right?
There’s always a lot of pressure when it comes to crafting the perfect email.
Is this too long? Should I end with “Best” or “Thanks”?
Am I asking too much? Am I being even needier in this 2nd email? Did they not rely on my email on purpose? Am I asking for too much? Did my first email, or my resume, my linkedin, my portfolio not measure up?
Especially in an email where you’re networking or asking for something from someone whom you may not know that well, there’s a tightrope to walk.
Some people just seem to have a way with words.
But what do the rest of us do when we need to send an email asking for something? How do we write networking and follow-up emails that don’t come off as annoying, entitled, or desperate?
The first step is to just no be any of those things. It sounds simple, but when there is an actual part of us that is a little desperate for that perfect job or introduction, it’s importatant to leave it out of our emails.
There’s an identifiable difference when you read an email that expels polite confidence versus bubbling desperation.
IT IS uncomfortable when you ask for something over an email. But everyone has been in the position in starting their career, just trying to figure it out. As long as you go about it the right way, you’ll melt this feeling away over time.
So let’s see how we can do that, a bit more tactically:
1. Keep Your Intro SHORT
You want to keep your email short, at all costs.
People are busy, and they really don’t care about your entire backstory or context. Most people are also often happy to help, if you make it easy for them.
Remember, less is more. Here are the two things to remember when packing what you need to know into a concise note:
Remind them why they should care about this email (maybe you have a mutual friend, or you have very specific interest overlaps, or you met them at X event and talked about Y?) in one sentence.
The more personal the better.
This first sentence (…or two short ones) should establish rapport and remind them who you are, providing a credible and situationally-approapriate context for why they should actually respond. This shouldn’t be over the top, but it should be clear.
Rapport Sentence(s) Example 1 — Follow Up From Event:
Hey Donna —
Thanks so much for speaking at our lunch & learn event on Tuesday. It was great to hear your feedback on Self Publishing — it has already helped a ton with my revisions.
Rapport Sentence Example 2— Follow Up From A Conversation:
Hey Joe -
It was great catching up over the phone. It just saw Justin Carlton (the designer from our training class) the other day and he says hello too.
Rapport Sentence Example 3— Colder Networking.
Hey Cory -
I’m not sure if you remember me, but we met at the Venture Capital Conference in Pittsburgh in March. We talked only briefly, but our conversation about Uber’s options in Southeast Asia stuck with me.
2. Make It Clear What You’re Asking For, & Make it Easy For Them To Follow-Up On
If you can make your ask easy enough for someone to do from their phone, you’re on the right track.
If it’s even a little complicated, I would really try to re-evaluate what it is you need and why so that you can perhaps reshape your ask.
Busy people are used to connecting people and making things happen, but your job is to make it extremly easy for them to do so.
After your quick introduction, you need to establish what exactly it is that you need from them, presented clearly in a way that’s specific, not-demanding, and provides as much flexibility as you can (& bolded if you think that’s appropriate). Avoid words and phrases that imply they’ll actually do what you’re asking. That means saying “thanks” in advanced. Nobody likes when people expect their time. Your ASKING for it.
The ASK Sentence(s) Example 1— Follow Up From Event:
Like I I mentioned at the event, I wanted to send over a PDF of chapter 3, “The True History of Dog Food”, to get your opinion on the smaller highlighted sections. Any feedback you would have would go a long way, though I totally understand that you have a busy schedule and may not have the time.
Either way, I’m definitely looking forward to your next book.
Mitch
The ASK Sentence Example 2— Follow Up From A Conversation:
I just wanted to follow up to see if you could make the introduction to Jenny Popper from Deloitte when you find a moment. I feel like I’d be a great fit to their strategy team & an introduction would go a long way.
Thanks again.
Best —
Mitch
The ASK Sentence Example 3 — Colder Networking.
I just moved back to Chicago and was hoping to meet other Scala programmers in the area to grab a coffee with. Does anyone come to mind?
Hope all is well —
Mitch
3. The Timing & The Tools, The Subject Line
A Quick Note About Subject Lines:
None of your email architecting will matter if someone doesn’t actually OPEN your email. Here’s a quick Business Insider link on the topic.
How Do I Time The 1st Email?
If you’re following up from a previous interacition, really try to follow up with 48 hours, (or 24 business hours if a weekend). If you’re sending a colder email, then try to send it on a Tuesday-Thursday earlier in the morning (just as a rule of thumb).
How Do Time A 2nd Follow Up?
You never want to be too aggressive when your asking for something, so a little patience is key. If things are urgent, I’d still wait a full 3 days before following up in situations like these. Following up anytime between 7–14 days after your initial email for most situations is enough time to where you don’t seem pushy while floating your email back to the top of their inbox. Most of the time, they really just forgot :)
