Picture this: You have a great conversation with a client, he seems eager to work with you so asks for a quotation.
Then, you spend some time on the email and send it over. You wait for days, weeks and sometimes even months without a response. If you’re tired of waiting for a client’s response after sending a sending quotation, then opting for a follow-up email could be a viable solution. Follow-up emails are proven to be effective and sometimes even more than the initial email.
If you’re looking to break the cycle of unresponsive clients, follow-up emails are a good starting point.
Why don’t clients respond to your proposals?
As a contract based worker dealing with unresponsive clients can leave you frustrated. However, there are a few reasons for their lack of response which are usually outside your control.
- The client may be busy with other company projects.
- A crowded inbox can push your email way down or make it difficult for a client to notice them.
- If you have a more complex project, the client may need to consult with other people.
- Too many decision makers needed to approve your quote.
Whatever the reason, you can’t force a reply from your client. However, you can remind them and encourage them to make up their mind.
Why you should always follow-up
Despite your potential client’s busy schedule, it’s important to send a follow-up email.
Here are some reasons why:
Silence doesn’t mean rejection
It’s easy to think that a client’s radio silence means a “no” but most times, that’s not the case. By going ahead to send that follow-up email, you’re increasing your chances of landing a response.
Communication on mobile makes things tougher.
Few moons ago, people sent and received emails on a desktop computer. But today, anyone can use their smartphone to communicate via email. This makes it easier for clients to ignore and forget emails when it’s time to reply.
How to write a follow-up your email that grabs your client’s attention
A follow-up email is like your second chance to land a client’s response. And in many cases, it usually gets the job done. On that note, you’ll need to put some thought into it to boost your chances of a reply.
How to make sure your clients open your emails.
Your client’s inbox is most likely crowded which makes gaining his attention even more difficult. To increase your chances, you’ll need a killer subject line to draw their eyeballs to open your email. The perfect subject line is about 6 – 10 words long and creates a sense of urgency. DON’T WRITE IT IN CAPITALS. Also, you can sprinkle a bit of personalisation like using a first name for example when appropriate.
What should you say in a follow-up email.
For starters, your client isn’t looking to receive an article or an essay so, keep your emails short. Also, keep your email professional, polite and try not to be too casual. Try not to delve into project details or proposal adjustments. The goal is to remind them of the project, your offer and how you can both move forward.
How do you ensure your client’s response
So, you’ve written the main content of the email, now it’s time to trigger your client’s response. To do this, you’ll need a call-to-action (CTA) at the end of your email.
For example, instead of saying:
“Felt I should check in to see if you saw my offer”
“Just felt I should check in to see if you saw my offer. If you have any questions, I’m available to have a quick chat. What time works for you?”
The goal of your CTA is to:
- Be specific with clear instructions.
- Encourage a response with a question.
- Keep it short.
The best time to send a follow-up email?
Having time on your side is a great way to trigger a response from your client.
There are two factors to consider:
- The actual days and time
- The situation.
The actual day and time.
Generally, the best days to send a follow-up email in order of importance are; Tuesday, then Wednesday and lastly Thursday. The best time is around 6:00am or 8:00pm.
This depends on the reason for your follow up:
- If it’s a cold call, you want to send a second message within a few days
- If it’s a proposal or quotation, you want to reach out with an email in a week.
- If it’s a consultation request, following up after 2 – 3 days is an ideal period.
Waiting for a client can be annoying. You want to get paid and get on with your project or find other clients. However, it’s important to give your client’s enough time to respond and not rush your emails. Try not to pressure your clients into giving a response.
When to move on.
Sometimes it’s best to just move on so you can spend time crafting proposals and sending out emails to other prospects. Your aim is to get a reply of any kind. While you wait, it’s best to continue approaching prospective clients. This way, no matter what happens, you’re covered.
Create time to follow up with clients.
Sending out follow-up emails doesn’t mean you’ll get the job but it pays to make some time for it. By automating, tracking and managing various processes in your business, you’ll be able to free up time to send follow-up emails.