Have you ever struggled with follow-up emails? You send a message to someone, but you don’t hear back from them. You wait for a few days, maybe a week, and then you send a follow-up email. But what do you write in that email? How do you keep the conversation going without being too pushy or annoying?
Sending a continuation email can be a delicate balance. You want to express your interest and keep the conversation going, but you also don’t want to sound desperate or aggressive. So how do you do it?
Well, the good news is that there is no one-size-fits-all approach to sending a continuation email. It depends on the context, the relationship you have with the person, and the purpose of your email. However, there are some tips and tricks that you can use to write a compelling and effective follow-up message.
In this article, we’ll discuss some best practices for sending a continuation email. We’ll give you some examples that you can use and adjust to your specific situation. Whether you’re trying to follow up on a job application, a sales pitch, or a networking event, we’ve got you covered. So, let’s dive in and learn how to write a continuation email that gets results!
The Best Structure for Sending a Continuation Email
When it comes to sending a continuation email, it’s important to follow a clear structure that helps you convey your message in a concise and effective way. Whether you’re following up on a job inquiry, a sales pitch, or just trying to touch base with someone after a meeting, the following structure can help ensure that your email hits all the right notes.
Start with a Brief Recap
Begin your continuation email by briefly summarizing the previous email exchange or meeting. This not only helps remind the recipient of your previous conversation, but also establishes the context for your follow-up message. For example, you might say something like:
“I hope this email finds you well. Following up on our conversation last week about the project, I wanted to touch base and see how things are progressing.”
Provide a Clear Purpose for Your Email
Next, get straight to the point and clearly state the purpose of your message. This can be something as simple as asking a question or making a request. For example:
“I have a few questions about the timeline for the project and wanted to see if you could provide some more details.”
Or:
“I was wondering if there’s any update on the status of the job opening, and if there’s anything else I should be aware of.”
Offer Value or Assistance
Don’t forget that every email you send should provide some kind of value to the recipient. Even if you’re just following up on a previous conversation, you can still offer assistance or share useful information. For example:
“In addition, I came across an article on industry trends that I thought might be of interest to you. Would you like me to send it along?”
End with a Clear Call-to-Action
Finally, end your email with a clear call-to-action that specifies what you hope to achieve from the recipient. This can be something as simple as requesting a reply, or something more specific like setting up a meeting. For example:
“If you have a moment, I’d love to hear your thoughts on the timeline. Let me know if you’re available to chat this week.”
Wrap-Up
By following this structure, you can ensure that your continuation email is clear, concise, and effective. Don’t forget to proofread your message and check for any spelling or grammar errors before hitting send. With these tips in mind, you’ll be able to write continuation emails that get results and keep your communication on track.
7 Sample Continuation Emails
Following Up on Job Application
Dear [Hiring Manager],
I hope this email finds you well. I am writing to follow up on my job application for the [Position Title] role at [Company Name]. I submitted my application on [Application Submission Date], and I am very interested in the opportunity to join your team.
In my application, I highlighted my [relevant skills and experiences]. I believe these skills would make me a valuable asset to your organization. I would love the chance to discuss my application further and answer any questions you may have. Please let me know if there are any updates on the application process or if you need any additional information from me.
Thank you for considering my application. I look forward to hearing from you soon.
Best regards,
[Your Name]
Following Up on a Proposal
Dear [Client Name],
I hope this email finds you doing well. I wanted to touch base with you regarding the proposal I submitted for [Project Name]. I trust that you have had a chance to review it and consider the details that I included.
If you have any questions or need any additional information, please do not hesitate to reach out. I am available to clarify anything or provide any further details that you may need.
Thank you again for your consideration. I look forward to hearing back from you soon.
Sincerely,
[Your Name]
Following Up for a Meeting
Dear [Contact Name],
I hope this email finds you well. I am writing to follow up on our previous discussion about [Meeting Purpose]. I wanted to check in and see what your availability looks like over the next few days and schedule a time that works well for us both.
If you have any concerns about the project or questions you want me to answer before our meeting, don’t hesitate to ask me in an email. I look forward to connecting with you soon.
Thanks in advance,
[Your Name]
Following Up on Invoice Payment
Dear [Client Name],
I hope you are doing well. I am writing to follow up on the payment for the invoice I emailed on [Date]. Has there been any issue with the payment process?
Please let me know if you have any questions about the invoice’s details or if there’s anything else that we can do to help you along the way.
Thank you for choosing our company for your project, and we look forward to hearing from you.
Yours truly,
[Your Name]
Following Up After a Networking Event
Dear [Contact Name],
It was a pleasure to have met you at the [Networking Event Name] on [Event Date] and discuss your work and interests in the [Field]. As we spoke about our common interests, I thought it would be a great idea to follow up with you over email.
Please feel free to respond with any connections or ideas that jogs your memory about our conversation. Also, let me know if there is an opportunity for us to work together in the future.
Thank you for your time and consideration. I look forward to hearing from you soon.
Best regards,
[Your Name]
Following Up on Customer Complaints
Dear [Customer Name],
I hope you are doing well. I am writing to follow up on the concerns you raised about [Product/Service Name] a few days ago. We want to know if your problem has been resolved and if we need to give more support to you to eliminate this issue.
If you have any questions or concerns, please do let me know by replying to this email or calling our customer service hotline. We’re here to help you make the most of our product/service.
Thank you for choosing our company, and we hope to improve our products/services even more to satisfy you and our other clients.
Sincerely,
[Your Name]
Following Up on a Sales Inquiry
Dear [Prospect Name],
Thank you for submitting an inquiry about our products/services. I apologize for not getting back to you sooner as I’ve been caught up with other important matters. I appreciate your interest.
If you can provide any more information about what you’re looking for and the procurement process, I would like the chance to offer you more detailed information or schedule a meeting. Our products/services will meet your expectations and provide the solutions your company needs for success.
Thank you for considering our company, and we hope to be able to work together in the near future.
Warm regards,
[Your Name]
Tips for Writing an Effective Continuation Email
Sending a continuation email can be a delicate task, as you don’t want to come across as pushy or annoying. However, it is a necessary follow-up to ensure that your message has been received and to keep the conversation going. Here are some tips for writing an effective continuation email:
1. Acknowledge the Previous Email
When writing a continuation email, it is important to acknowledge the previous email without sounding like you are repeating yourself. You should reference any information or questions that were raised in the previous email and provide an update on the status of the conversation. This helps to show the recipient that you are engaged and interested in the conversation.
2. Provide New Information
In a continuation email, it is important to provide new information that moves the conversation forward. This can include answering any questions that were raised in the previous email, sharing additional details about the topic, or proposing next steps for the conversation. Use bullet points to make it easy for the recipient to quickly understand the new information you are providing.
3. Make the Email Easy to Read
A continuation email should be easy to read and understand. Use simple language, short sentences, and paragraphs, and break up the text with bullet points or headers. Make sure to proofread your email for any typos or grammatical errors, as these can make your email difficult to read and reduce its effectiveness.
4. Be Polite and Professional
It is important to maintain a polite and professional tone in your continuation email. Start with a friendly greeting, use “please” and “thank you” where appropriate, and end the email with a polite closing (such as “Best regards” or “Sincerely”). Avoid using slang, emojis, or other informal language, as this can make the email seem unprofessional.
5. Follow-Up with Next Steps
Make sure to include a clear call-to-action in your continuation email, such as “Please let me know if you have any further questions” or “I will follow up with you in a few days to discuss next steps.” This helps to set expectations for the recipient and keeps the conversation moving forward.
In conclusion, writing an effective continuation email requires careful consideration of your tone, language, and content. By following these tips, you can ensure that your email is well received and helps to move the conversation forward in a positive way.
FAQs on How to Send a Continuation Email
What is a continuation email?
A continuation email is a follow-up email that you send to someone after you have had communication with them previously, to keep the conversation going.
When should I send a continuation email?
You can send a continuation email to follow up on a previous email that you sent or to continue a conversation that you had with someone.
What should I include in a continuation email?
You should include a brief summary of the previous conversation, any additional information that you may have gathered that is relevant to the conversation, and a question or a call to action to keep the conversation going.
How do I start a continuation email?
You can start a continuation email by addressing the receiver by their name, thanking them for their previous response, repeating what was discussed previously and transitioning into the new topic.
How long should a continuation email be?
A continuation email should be short and to the point. It should not be more than one or two paragraphs long.
What tone should I use when writing a continuation email?
You should use a professional tone when writing a continuation email. It should be polite, friendly and informative.
How do I make sure my continuation email is not ignored?
You can ensure that your continuation email is not ignored by keeping it short, sending it at an appropriate time and adding a call to action or a question at the end.
What is the best time to send a continuation email?
The best time to send a continuation email is within 24-48 hours of your previous communication. Avoid sending it on weekends or during holidays.
How often can I send a continuation email?
You can send a continuation email as often as needed, but be sure to give the recipient enough time to respond. Avoid sending too many follow-ups, as it may come across as spammy.
Thanks for Sticking Around!
So there you have it – a step-by-step guide on how to send a continuation email. Whether you’re following up on a job application or trying to close a deal, remember that persistence is key! By polishing your continuation email skills, you can effectively communicate your ideas and keep the conversation going. Thanks for reading, and don’t forget to come back to our site for more helpful articles in the future!