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First impressions matter, but it’s the follow-up that turns a new contact into an opportunity.
Whether you met someone at an event, had a great call, or reconnected with an old colleague, these follow-up emails help you stay top of mind.
In this guide, you’ll get:
80% of sales require an average of 5 follow-ups after the initial contact to close the deal.
Yet, only about 20% of leads are followed up on, even though adding just one follow-up email can increase prospect conversion by 22%
According to recent data:
Sure, benchmarks can vary by industry and audience behavior. But one thing is clear: while closing a deal after a single conversation is great, it’s rarely the norm.
Persistence, done the right way, wins.
When to use: Within 24–48 hours of the event
Subject: [Event Name] – Great Talking About [Topic]
Email:
Hi [Name],
It was great meeting you at [Event Name]. I really enjoyed our chat about [specific topic]. Your take on [detail they mentioned] stood out to me.
As promised, here’s that [resource/article/introduction] I mentioned: [Link or description].
Would you be open to a virtual coffee next week to continue the conversation? I’m free Tuesday at 2 PM or Thursday at 10 AM.
Best regards,
[Your Name]
[Your Title / Company]
[Phone number]
When to use: When a former contact posts a job update, publishes something, or just comes to mind
Subject: Reconnecting After [Shared Experience]
Email:
Hey [Name],
I saw your recent [update/post/news] and thought of our time at [past company/event]. Congrats on [achievement]!
I’ve recently [brief update about you]. Would love to catch up and hear what you’re working on these days.
Are you open to a 20-minute call next week? I’m free Tuesday at 2 PM or Thursday afternoon.
Talk soon,
[Your Name]
[Your Title / Company]
[Phone number]
When to use: Every 4–6 weeks to keep a valuable connection warm
Subject: Thought You’d Enjoy This [Topic] Resource
Email:
Hi [Name],
I came across [article/resource/tool] on [topic] and immediately thought of you, especially after our last chat about [relevant detail].
Would love to hear your take. And if you’re up for it, I’d enjoy a quick catch-up sometime next week. I’m free Wednesday morning or Friday afternoon.
Take care,
[Your Name]
[Your Title / Company]
[Phone number]
When to use: 3–5 days after your first email
Subject: Just Checking Back – [Topic]
Email:
Hi [Name],
Just following up on my note from earlier this week about [topic or event]. I understand if now’s not the right time, but I’d still love to connect when it works for you.
Would next week be a better time for a quick call?
Thanks again,
[Your Name]
[Your Title / Company]
[Phone number]
When to use: Same day or the next day after the meeting
Subject: Great Meeting Today – Here’s What’s Next
Email:
Hi [Name],
Thanks for taking the time today. I appreciated your insights on [specific topic].
Here’s a quick recap:
Next step on my end is to [action item]. Would you be open to a follow-up chat next [day/time] to go deeper into [opportunity]?
Talk soon,
[Your Name]
[Your Title / Company]
[Phone number]
To get more templates, download our free resource: 17 Proven Cold Email Templates to Prospect Local Businesses.
Timing Matters
Sending your follow-up within 24-48 hours is crucial. This timing keeps the interaction fresh in the recipient's mind and shows you're proactive.
Make It Personal
Generic messages often get ignored. Instead of saying, "Great meeting you", mention something specific.
For example: "Your insights on AI in healthcare were fascinating, especially regarding patient data privacy."
Here’s how to add a personal touch:
Context Reference with Purpose: "Following our conversation at TechCrunch Disrupt 2025"
Specific Detail with Focus: "Your perspective on sustainable blockchain solutions"
Shared Interest for Connection: "Our mutual interest in AI ethics"
Be Clear About Your Intent
Your email should explain why you're reaching out and what value you bring to the table.
Make it easy for the recipient to see the purpose of your message and include actionable next steps to encourage engagement.
Keep It Professional and Easy to Read
A well-organized email is not only professional but also more likely to get a response. Here are some tips:
Craft a Strong Subject Line
Most people spend more time writing the body of the email than crafting the subject line, but it should be the opposite.
You could have the best email in your industry, but if it doesn’t get opened, it doesn’t matter.
Research shows that:
To improve open rates, reference a shared detail like their business name, location, event, or industry.
This is why building segmented lists matters. It gives you the context you need to personalize at scale.
Include a Clear Call-to-Action (CTA)
End your email with a specific and actionable request.
"Would you be available for a 15 min call next Tuesday at 2 PM to discuss this?
If it’s your first time reaching out to a prospect, don’t jump straight to asking for a call. That kind of ask works better in follow-ups, once you’ve already made an introduction.
For initial outreach, focus on starting the conversation. A better approach is to ask if they’re interested or if you can send more details about your service.
“Would it be helpful if I sent over a quick overview?”
“Is this something you’d be open to learning more about?”
Once they engage, you can move toward scheduling a call.
Personalization Strategies
To make your follow-up more impactful:
“You mentioned struggling with outreach consistency. Our platform was built to solve exactly that. Want me to send over a quick demo video?”
Personalized, relevant follow-ups get replies. Generic ones don’t.
Networking follow-up emails don’t need to be stiff or complicated. They just need to be timely, specific, and actionable.
Use these templates as a starting point, and adapt them based on the situation. You’ll build stronger relationships—and open the door to more opportunities—just by clicking send.
Need to scale your outreach without sounding robotic?
Try Resquared’s AI Sequences to generate and personalize follow-up emails in seconds.
Ideally, within 24–48 hours, while the interaction is still fresh. That shows you're proactive and helps cement the connection.
Include the recipient’s name, a shared event, or a relevant topic. For example:
Aim for 100–200 words. Short, clear emails outperform long ones, especially in professional settings.
Yes, follow up at least once or twice. Try again 3–5 days after your first message with a short, polite nudge.
If possible, add something new (a helpful resource, insight, or update) to show continued value.
If there’s still no response, don’t force it. Instead, add them to a long-term nurture list where they can receive occasional emails like newsletters, service updates, or helpful content.
Staying on their radar keeps the door open for future opportunities, without being pushy.
