Unlock the Potential of Your Sales Follow Up Email: Top Tips

Sales follow up emails are a crucial part of closing deals, but crafting the perfect message can be challenging. An effective follow up email can make all the difference in keeping prospects engaged and moving them closer to a sale.

The difference between a cold email and a sales follow up email is that you have already spoken to the prospect at least once. Now, you have to keep the conversation going in hopes of actually landing the sale.

Keep reading as we uncover how to create personalized, value-driven follow up emails that address the specific needs and pain points discussed during the conversation.

Key Elements of a Compelling Sales Follow Up Email

The best sales follow up emails have at least the following components:

- Personalization and relevance

- Providing value and addressing pain points

- Clear call-to-action (CTA)

- Engaging email subject line

To draft a compelling sales follow up email, personalization and relevance are essential. It’s why you want to address the prospect by name and reference specific details from your previous conversation. These touches are a simple way to show that you were listening and value their time.

Focus on providing value by sharing insights, resources, or solutions that directly address the pain points and challenges they mentioned. If you push too hard for the sale in your follow up, you will just come off as salesy or spammy, and are less likely to actually make a sale.

Include a clear call-to-action (CTA) that guides the prospect towards the next steps, whether it's scheduling a demo, signing up for a trial, or simply continuing the conversation. Don't forget to include your company name as well to keep your company top of mind for your prospect.

Lastly, craft an engaging email subject line that grabs their attention and entices them to open your email. Remember, the person you are emailing likely gets a lot of emails every day in their inbox. That's why your subject line is so important. It has to capture their attention! 

Leveraging Recorded Sales Calls for Better Follow Ups

We highly recommend you record all of your customer discovery calls and sales chats. Recording sales calls offers a number of benefits for crafting effective follow up emails.

For example, when you record the call, you’re able to capture important details and action items discussed during the call. This way, you can ensure that nothing falls through the cracks. 

Analyzing the conversation allows you to gain valuable insights into the prospect's needs, concerns, and objections, which can inform your follow up strategy.

Additionally, call recordings serve as a useful resource for internal documentation and training purposes.

Pro Tip: Upload recording of your call into transcription software, and you’ll practically be able to have your follow up emails written for you automatically.

Drafting Your Sales Follow Up Email with Castmagic

Castmagic is an all-in-one platform that streamlines the process of creating sales follow up emails by leveraging AI-powered features. The software offers automatic transcription of sales calls, allowing you to quickly access and review the content without having to listen to the entire recording. Castmagic also provides AI-generated summaries and suggested email content based on the sales call transcript, saving you valuable time and effort in crafting effective follow up communications.

Identify Key Points and Action Items

As you review the transcript, identify the key points and action items from the conversation that you want to address in your email. Castmagic's AI-generated summaries can help you quickly pinpoint the most important parts of the discussion. Use these insights to craft a follow up email that demonstrates your understanding of the prospect's needs and concerns.

Leverage AI-Generated Content

Stuck on what to write? Castmagic's Magic Chat can provide a great starting point for your follow up email. The software can generate suggested email content based on the call transcript, including key points to address and potential next steps. Use this AI-generated content as a foundation, but be sure to customize it further.

Customize and Personalize

To make your follow up email even more effective, tailor the content to match your brand voice and style. Add personal touches and specific details from the call to show that you were actively listening and value the prospect's unique needs. Personalization is a key marketing strategy for building a strong connection with your potential customer.

Keep it Concise and Compelling

As you draft your email, focus on keeping it concise, persuasive, and value-driven. Avoid lengthy paragraphs or irrelevant information that may overwhelm or bore the reader. Instead, highlight how your product or service can solve their specific pain points and benefit their business. Use clear, compelling language that motivates the prospect to take the next step.

Castmagic's features help you efficiently create sales follow up emails that effectively engage your prospects and move them closer to a purchase decision. Click here to learn more about our software.

Best Practices for Sales Follow Up Emails

In addition to crafting compelling content, there are several best practices to keep in mind when sending sales follow up emails.

Timing is Everything

Timing and frequency are crucial when it comes to sending sales follow up emails. Aim to send your first follow up within 24 hours of the initial call, while the conversation is still fresh in the prospect's mind. This shows that you're proactive and value their time. For subsequent follow ups, space them out over a reasonable period, typically a few days to a week apart, to avoid overwhelming the recipient.

Test and Optimize

To continually improve your follow up emails, A/B test different subject lines and content variations. This involves sending out two slightly different versions of your email to a portion of your prospect list and comparing their performance. Analyzing metrics such as open rates, click-through rates, and response rates helps you identify which elements resonate best with your audience and optimize your emails accordingly.

Monitor Key Metrics

Keep a close eye on your email performance metrics to gauge the effectiveness of your follow up strategy. Track open rates to see how many prospects are actually reading your emails, and monitor click-through rates to understand how engaging your content and calls-to-action are. Pay attention to response rates as well, as they indicate whether your emails are successfully sparking conversations and moving prospects through the sales funnel.

Learn and Adapt

Use the insights gained from monitoring your email metrics to continuously refine your follow up approach. If certain subject lines or content pieces are falling flat, don't be afraid to try something new. Regularly review and adjust your follow up cadence based on prospect engagement levels. Consistently learn from your data and adapt your strategy as needed. If you do this, you'll be able to optimize your sales follow up emails for maximum impact.

Stay Authentic and Helpful

Throughout your follow up communications, prioritize being authentic and helpful. Avoid using overly salesy or generic language that may turn prospects off. Instead, focus on providing genuine value and building a relationship with the recipient. Share relevant resources, offer unique insights, and demonstrate your commitment to helping them succeed. Putting the prospect's needs first will help you establish trust and credibility that can ultimately lead to more closed deals so you can make more money.

Examples of a Sales Email After a Discovery Call

Let's put everything we have shared so far into practice, shall we? Below are two email samples that you can use as an email template to draft a sales email of your own.

Here's an example of sales email for an air purification system:

Subject: Next steps for improving your air quality for [Their Company Name]

Hi Jodie,

Thank you for taking the time to discuss [Their Company Name]'s air quality needs yesterday. I appreciated learning about the challenges you're facing with allergens and pollutants in your office space.

Based on our conversation, I believe our XYZ5000 air purification system would be an excellent fit for your requirements. It's designed to remove 99.97% of airborne particles, including pollen, dust, and pet dander – addressing the main concerns you mentioned.

To help you visualize the impact, I've attached a case study of how a similar-sized company improved their air quality and employee satisfaction after implementing our solution.

Would you be available for a brief 15-minute call next Tuesday at 2 PM to discuss any questions you may have and potentially schedule a demo? Let me know!

Looking forward to helping [Their Company Name] create a healthier work environment.

Best regards,
[Your Name]
[Your Title]
[Your Contact Information] and [Your Company Name]

If you notice, we're using the prospect's name for personalization. We're reminding them about our company name, and their pain points. We also have given them a simple CTA to let us know if they can chat, along with our contact information. Let's do one more, shall we?

Here's another example of a sales email for a VoIP Business Phone System:

Subject: Streamlining [Their Company Name]'s communication with our VoIP solution

Hello Thomas,

I hope this email finds you well. Thank you for taking the time yesterday to discuss [Their Company Name]'s current phone system challenges. I was particularly interested in your concerns about scalability and remote work capabilities.

Based on our conversation, I believe our CloudConnect VoIP system would be an excellent fit for your needs. Here's a quick recap of how it can help:

1. Scalability: Easily add or remove lines as your team grows
2. Remote work: Seamless integration with mobile devices for on-the-go access
3. Cost-efficiency: Significant savings compared to traditional phone systems

Here's a link to a brief overview of how another company in your industry improved their communication efficiency by 40% after implementing our solution.

Would you be available for a 20-minute demo next Thursday at 10 AM to see CloudConnect in action? I'd be happy to answer any additional questions you might have. Let me know.

Looking forward to helping [Their Company Name] enhance its communication infrastructure.

Best regards,
[Your Name]
[Your Title]
[Your Contact Information] and [Your Company Name]

Send Better Emails and Cash In

We hope this post inspired you to at a minimum start recording your sales calls. And, we hope we’ve given you some ideas to make your sales follow up emails more effective. With a little effort, the right timing, and a pinch of luck, we suspect your sales prospects will be more likely to purchase from you.

Want to use Castmagic for yourself to draft emails from your sales call recordings? Click here to start a free trial now!