Sales follow-up emails enable you to reconnect with lapsed leads and nurture active prospects, and you can save time using premade templates. Download these 11 sales follow-up email templates and customize them for your business to streamline the process of re-introducing products or services, lead nurturing, or responding to a lead qualifying event, such as someone submitting an online web form or signing up to receive newsletter updates.
Download Our Free Sales Follow-up Email Templates
Download our free sales follow-up email templates to save valuable time trying to craft your own. With these templates, you can easily plug in the information specific to your business and customize messages to your needs. Download all 11 templates and then use the sales follow-up email examples below to personalize them for your leads.
How to Use Sales Follow-up Emails
Before filling out our email templates or crafting your own, make sure you understand the purpose of various sales follow-up emails and how to use them. No matter the scenario, sending follow-up emails is an important part of your sales pipeline activities, depending on the current status of the lead.
Keep in mind that follow-up emails are not used to make a cold introduction to someone who has had zero interaction with your business. Instead, use them to periodically touch base with an inactive lead or to nurture leads to move them to the next stage of the sales process.
Here are the types of sales pipeline activities follow-up emails are most appropriate for:
- To (re)introduce products and services: For this pipeline activity, it is assumed you met the prospect at a trade show or some other networking event, previously contacted them through cold calling (or left a voicemail), received a sales inquiry, or it could be a lead that has gone cold.
- To qualify a lead: If a marketing qualifying event took place, such as a lead clicking on an email link you sent or they signed up for a newsletter from your business, you can use a follow-up email to see if they are sales-qualified or interested in pricing.
- To nurture a lead: Sending an email to nurture a lead can encompass following up on the status of information (such as pricing or plan features), following up after sending a business proposal, touching base with someone who took advantage of a free trial, or otherwise trying to move a lead to the next phase of the sales funnel.
- To send a proposal: After delivering a sales presentation or having a conversation where a lead is interested in pricing and terms, a sales follow-up email can be used to send the proposal.
Sales Email Follow-up Examples
Preparing for sales scenarios by having the right tools and templates should be included when crafting your sales plan. Below, you’ll find examples of the downloadable sales email follow-up templates to create your own email templates. They offer messages for various follow-up situations along with the information for when to use the specific template.
1. Following Up After a Cold Call
When to use it: Within 24 hours after you’ve had a cold call conversation with a lead who expressed interest in learning more information
If you made a cold call and held a brief conversation with the lead contact introducing your business, products, or services, send a follow-up email summarizing what was discussed over the phone. This email assumes the lead was interested in receiving additional information but doesn’t yet need to discuss pricing.
Subject: Great Speaking With You Today
Hi [contact name],
Thank you for taking the time to speak with me today. I enjoyed learning more about what [lead organization] does in terms of [something notable the organization does].
Per our conversation, we help businesses like yours [problem that your product/service solves] by [solution that your product/service provides or unique selling proposition].
I’ve attached a [marketing or sales material] for you to check out to learn more about our offerings. I’ll try and reconnect with you in [time frame to reach out again].
In the meantime, if you want a full [sales presentation or product demonstration], you can reach out to me or use the Schedule Appointment button in my signature to get on the schedule.
Feel free to reach out if you have any questions.
Thank you,
[Email Signature]
Pro tip: Using an automated calendar scheduling tool like Calendly makes it easy for prospects to find a time that works for both of you to discuss your products and services and schedule a product demo. Once they click your link, the prospect is sent to the calendar scheduling portal where they choose a meeting time, putting it on both of your calendars.
Calendly scheduling portal (Source: JEA Digital Media)
2. Following Up on a Cold Voicemail
When to use it: Within one to two weeks after you left an unanswered cold call voicemail to the contact
If you placed a cold call that wasn’t picked up and left a voicemail, after a week or two, send an email following up on your voicemail. In this case, introduce yourself to some extent, but without seeming like it’s your first attempt to connect with them.
Subject: Hi [contact name], Sorry I Missed You!
Hi [contact name],
Hope all is well with you. I wanted to follow up on a voicemail I sent you [time frame voicemail was sent] looking to discuss your [function/area of a business you help with/problem you solve] needs.
Like I mentioned in the voicemail, we help businesses like yours [problem that your product/service solves] by [solution that your product/service provides or unique selling proposition].
Please give me a call back at [your phone number] or respond to this email so we can get the conversation started.
I understand how busy we all get, so I’ll give you a call back in [time frame] days if I don’t hear from you.
You can also use the Schedule Appointment button in my signature to schedule a call with me so we don’t have to play phone tag.
Thank you,
[Email Signature]
Pro tip: If you use customer relationship management (CRM) software to manage your leads, you can use the notes function to document certain lead activities. For example, if you called and left a voicemail, use HubSpot CRM’s note pinning feature to indicate on the lead profile that you called and left a voicemail so you know where you last left off with them.
HubSpot pinning notes (Source: HubSpot)
3. Responding to a Web Inquiry
When to use it: Within 24 hours after an online web form is submitted by a lead
When someone submits an online inquiry about your business’ offerings (typically through an online website form or ad), follow up as soon as possible since these are sales-qualified leads (SQLs). A phone call is often going to be your first choice, though sending an email may also suffice (or even be preferred by the prospect). You can also call and then follow up with email if they don’t answer, or use phone calls and follow-up emails in tandem.
Subject: Thank you for your interest!
Hi [contact name],
Thank you for your submission and for expressing interest in what we have to offer. We help [businesses like yours/customers like you] with [problems that your product/service solves] by [solution that your product/service provides or unique selling proposition].
I’d love to learn more about your needs by scheduling a call. Please let me know what kind of availability you have in the next week. You can also use the Schedule Appointment button in my signature to schedule a meeting if that’s easier.
In the meantime, I’ve attached a [marketing or sales material] for you to check out to learn more about our business and how we help folks like you.
Looking forward to connecting with you!
Thank you,
[Email Signature]
Pro tip: Leads submitting inquiries from web forms or online ads are hot prospects with a high probability of becoming paying customers. Make sure they don’t fall through the cracks—customer relationship management (CRM) automated workflow automation and lead assignment tools like those found in Pipedrive instantly create a new lead or opportunity and assigns them to reps as they come in.
Automated workflow Facebook Ad lead to deal creation in Pipedrive (Source: Amit Sarda)
4. Following Up After an Inbound Phone Conversation
When to use it: Within 24 hours after a phone conversation takes place with an inbound lead seeking more information
This example is similar to the sales follow-up email sent after a cold call conversation. The main difference is that this is an inbound lead who reached out to you or your sales team by phone to express interest in your products or services. In this example, the lead is interested in more information but is not yet ready for pricing.
Subject: Great Speaking with You Today!
Hi [contact name],
Thank you for reaching out and speaking with me today.
Per our conversation, I think we can definitely help [your business/you] with your [function of a business/problem that you solve] needs. Please let me know when you’re ready to receive price estimates or if you’d like to schedule a full [sales presentation or product demonstration].
In the meantime, I’ve attached a [marketing or sales material] for you to check out to learn more about our offerings.
Let me know if you have any questions.
Thank you,
[Email Signature]
After this scenario, add these contacts to your email list so they receive automated emails for continuous lead nurturing to remind them of your offerings. Platforms like Mailchimp make it easy to set up and deploy automated email campaigns with newsletters, promotional offers, and holiday greeting emails.
Mailchimp email campaign monitoring page (Source: BSS Commerce)
5. Responding to a Marketing Qualifying Event
When to use it: Within 24 to 48 hours after a lead triggers a marketing qualifying event
This sales follow-up email is to be used when a market-qualified lead (MQL) is generated through a triggering event. This is a lead who has interacted with a marketing campaign, such as signing up for a newsletter, downloading an attachment from a website or previously sent email, or clicking certain links on your website, all of which shows a degree of interest.
Subject: Thank You for Your Interest!
Dear [contact name],
Thank you for expressing interest in us by [qualifying event].
We understand some of the pain points that [problems that your product/service solves] brings to [businesses like yours/customers like you].
That’s why we [provide/offer/sell] outstanding [solutions that your product/service provides or unique selling proposition].
Attached is a [marketing or sales material/website link] for you to check out to learn more about our business and how we help folks like you.
Feel free to [reach out or schedule an appointment] to speak with one of our professionals if you have any questions or are interested in learning more. You can also use the scheduling link in my email signature to choose a time that works for you.
Look forward to hearing from you!
Thank you,
[Email Signature]
Upon the triggering event, this lead can be added to your email list for future lead nurturing through email campaigns. If you have the prospect’s phone number, it’s also appropriate for a sales rep to give them a call a couple of days after the follow-up email is sent to connect with them and see if they are sales-qualified and want pricing information.
6. Reaching Out After a Business Event
When to use it: Within one week after meeting the contact at a networking event, trade show, or other business event
If you attended an event and met someone who could be a good fit for your business’ products or services, personalize this sales follow-up email template and send it to give them an overview of what your business does. In this scenario, it’s assumed that the contact knows a little about what your business does based on your interaction at the event.
Subject: Great Meeting You at [name of event]
Hi [contact name],
It was a pleasure to meet you at the [name of event] last week. I enjoyed [something you discussed with the lead or similar connection you had with them].
I know we only talked briefly about what [name of your business] does, so I wanted to send a brief overview.
We help [target marketing] businesses like yours with [problem that your product/service solves] by [solution that your product/service provides or unique selling proposition].
I’ve also attached a [marketing or sales material or link to website] for you to check out to learn a little more about us.
Let me know if you have any questions or would like to schedule a call to learn more. You can also use the scheduling link in my email signature to choose a time that works for you.
Thank you,
[Email Signature]
Pro tip: Manually inputting the contact information of everyone you met at an event into your CRM is tedious, time-consuming, and prone to error. Fortunately, CRMs like HubSpot CRM offer a card scanner, enabling you to automatically add a contact record to your database by scanning their business cards.
HubSpot business card scanner (Source: HubSpot)
7. Reaching Out After a Sales Meeting
When to use it: Within 24 to 48 hours after a one-on-one sales meeting such as a sales presentation or product demonstration
In this scenario, the lead has participated in a sales presentation, product demo, or other sales appointment to learn more about your product or service. It assumes they did not yet express an interest in pricing estimates, proposals, or terms information—that being said, this email example is neutral and simply shows gratitude for their time.
Subject: It Was Great Speaking with You Today!
Hi [contact name],
Thank you for taking the time to allow me to show you what we offer our customers with a [product demonstration or sales presentation]. I hope I was able to address your questions or concerns adequately.
Feel free to reach out if you are ready to receive pricing estimates or a proposal with everything you need to know about [purchasing our product/service or enrolling in our platform/service].
In the meantime, I’ve attached a [marketing or sales material or link to website] for detailed information about our [business, products, or services] in case anything was missed in our meeting.
I’ll follow up with you in [time frame] to discuss next steps. You can also use the scheduling link in my email signature to choose a time that works for you.
Let me know if you have any questions.
Thank you,
[Email Signature]
Pro tip: Whether conducting a formal sales presentation or briefly explaining how your business can help prospective customers, having a strong sales pitch is the key to a productive outcome. For examples and a step-by-step guide, check out our article to learn how to create a sales pitch.
8. Following Up With a Quote Proposal
When to use it: Within 24 hours after a conversation where the lead expressed interest in receiving formal pricing
After a sales pitch, presentation, product demonstration―or possibly on the rarest occasion, a cold call—a lead will often be ready to receive formal pricing and/or a proposal. Customize this sales follow-up email template and send it to the prospect to reference your proposal and create a continuing dialogue to address questions, concerns, or objections to items on the proposal.
Subject: [Your company name] Proposal for [lead company name]
Hi [contact name],
Thank you for taking the time to speak with me today. I enjoyed [something you discussed with the lead or similar connection you had with them].
Per our conversation, attached is [a quote/proposal/contract/price estimates] for you to review. Please note that [something you want to emphasize to the contact due to something brought up in your conversation with them or because of a recurring issue other leads have with your proposal].
I’ll follow up with you in [time frame] to discuss next steps. Otherwise, feel free to reach out if you have any questions or concerns. You can also use the scheduling link in my email signature to choose a time that works for you.
Thank you,
[Email Signature]
Many business proposals have forms or fields for the prospect to fill out or sign when they are ready to buy. To make the process easier and close deals more quickly, use a signature management tool like HelloSign. HelloSign allows you to create signable contracts by uploading a PDF, Google Doc, or Word Document with custom fields to obtain digital signatures from all parties.
HelloSign contract creator (Source: HelloSign)
9. Following Up After a Quote Proposal
When to use it: Within one to two weeks after the initial quote proposal was sent and no response has been received
This sales follow-up email is an example of lead nurturing. It reminds the prospect about a proposal you sent and asks if they have any additional questions. In this scenario, it is assumed that you did not yet hear back from the contact person after a proposal was sent.
Subject: Making Sure [Lead or company name] Received Our Proposal
Hi [contact name],
Hope all has been well since we last spoke. I wanted to loop around and make sure you received [those quotes/that proposal/the contract/those price estimates] I sent [time frame of when they were originally sent].
Feel free to let me know if you have any questions or are ready to go through with the next steps.
I understand that you may be busy, so I’ll give you a call in [time frame] if I don’t hear back from you. You can also use the scheduling link in my email signature to choose a time that works for you.
Thank you,
[Email Signature]
10. Final Sales Follow-up Email
When to use it: Within four to eight weeks after previous email follow-ups and voicemails go unanswered
This follow-up email template should be used when a lead has ghosted you or gone cold after multiple unanswered follow-ups by email and non-responsive voicemails. It’s important to avoid negativity, and instead present concern and accommodation to keep the door open for future lead nurturing activities. This example can be used for any stage of the sales pipeline where the lead was qualified.
Subject: Should I Close Out Your File?
Hi [contact name],
Hope all has been well. I wanted to try reaching out one more time to see where you are in relation to [that proposal I sent you or setting up an appointment to discuss further or receiving pricing estimates].
I understand if you’re busy, so let me know if you’d like me to reconnect with you sometime down the road, as I’m happy to do so.
You can also let me know if you have chosen to take a different direction with your [product or service] needs, in which case I totally understand and can close out your file.
I look forward to hearing from you.
Thank you,
[Email Signature]
11. Following Up After a Resolved Service Call
When to use it: Within 24 hours after you resolve a customer service issue
Although this scenario is not technically for sales follow-up emails, it is important to provide closure to a customer after assisting them in resolving an issue by sending an email. This email is also a good time to see if there’s anything else you can do to help them at this time.
Subject: Thank You for Bringing This Issue to Our Attention
Hi [contact name],
Thank you for bringing the [specific issue] issue to our attention. We apologize for any inconvenience it may have caused. We hope you were satisfied with the service you received, as we strive to offer premium support to our valued customers.
I did want to reach out and see if you had any other issues you needed to be resolved at this time or any questions I can assist with. Otherwise, we will go ahead and close out this support ticket.
I look forward to hearing from you.
Thank you,
[Email Signature]
If you want customer service software that integrates seamlessly with your CRM, Freshdesk is a great option. Its customer service software allows you to manage service tickets, communicate with customers, collaborate with your team, and provide reporting on customer service metrics. This software solution is also native to the Freshsales suite of applications, and so integrates seamlessly with the CRM product as well as other popular CRM platforms.
Freshdesk service ticket queue (Source: Freshdesk)
Sales leaders need to not only provide their team with the right templates to communicate with leads, but also tools to make them more efficient, the knowledge to help them grow their skill sets, and the motivation that helps them succeed. With our ultimate guide to sales management, you can learn everything you need to know about these aspects of running a sales operation along with recruiting and onboarding the right people.
Bottom Line
Crafting effective sales follow-up emails can be time-consuming and challenging as each scenario is very different, but having premade templates ready to go streamlines the process. Download our free sales follow-up email templates and use them to reconnect with cold leads, move active leads through the sales funnel, and efficiently nurture prospects to close more deals.
