Pro tips

Pro tips

Maintain your sales momentum with these follow-up email templates

Connect better with prospects and customers to keep opportunities moving forward.

Thad Thompson

Thad Thompson
Aug 26, 2022

5 min read

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Coming into a revenue-building role can be a little intimidating. Sales reps must qualify, engage, and convert new leads. Customer Success team members need to increase retention, drive paid feature adoption, and grow accounts. Each role relies on building relationships and creating new revenue opportunities. 

But moving the needle takes more than one great meeting. Too often, team members get stuck after the first demo or customer session. Some never hear back from leads and give up, while others get consumed by busy schedules and never follow up at all. When 80% of leads say “no” four times before saying “yes” to a sale, it’s critical to keep the momentum going. 

Don’t let the impact of your sales demos and customer consultations slip away. Build on them with an effective post-meeting email. 

The four follow-up email examples below help you strengthen connections with existing and potential customers in different situations. Just a few steps keep leads engaged, strengthen relationships, and grow revenue. (And to make the process effortless, you can use a Calendly Workflow to automatically send your follow-up. More on that later.)

First, some email basics. If you don’t make your message actionable, you can look forward to receiving no responses and missing opportunities. To that end, a great meeting follow-up email should include:

  1. An email subject line that clearly references the original meeting or message

  2. An opening such as “nice to meet you” or “it was a pleasure meeting you” if this is your first time emailing a new connection after a business meeting or networking event

  3. A brief meeting recap including pain points, key takeaways, and action items

  4. Contact details, including your email, phone number, job title, company name, and LinkedIn or other professional social media links

It’s also important to keep your email short. You’re not the only one with a busy schedule, so be respectful of your recipients' time.

Now you’re ready to create more effective outreach. Just choose from these 4 effective follow-up email templates depending on your specific situation.

1. Provide additional information

Send after: 4 hours

Send resources with this follow-up email example to move conversations forward, stay top-of-mind with prospects, and ensure better engagement during your next meeting. For 44% of Growth Week survey respondents, proving the ROI and value of their product or service is the top challenge to moving deals forward. It’s especially useful for sales reps to send a case study to keep a potential client interested (and showcase the value of your product!) after a demo call.

Thanks again for your time during the meeting today. I hope you enjoyed the demo and learned how our solution can revolutionize the way your team manages projects. I look forward to keeping in touch so we can discuss it further.

I also wanted to share this interesting case study we recently published about a company like yours. Don’t hesitate to reach out with additional questions!

Similarly, Customer Success team members can give customers links to tutorials and recordings of their support sessions, so customers can better understand your solution.

Infographic: Growth Week 2023 Survey Findings

Uncover original data on how sales, marketing, and customer success teams are tackling challenges, improving customer experience, and planning to stay competitive in the year ahead.

Growth Week - Resources Card Image

2. Schedule the next meeting

Send after: 24 hours

When your prospect or customer gets back into their work habits, it’s easy for them to forget something as simple as booking a follow-up. Capitalize on their attention while you have it and get the next meeting on the calendar right away. It’s a quick way to increase the value of that relationship — and make it easy for them to schedule future meetings.

Hope our session yesterday helped you get onboarded to our solution. To make sure our app is meeting your expectations, I’ll check in with you each quarter to see how everything is going. 

Of course, I’m always available if you have additional questions in the meantime. Just use my Calendly link to schedule the time that’s most convenient for you.

Looking forward to keeping in touch and have a great rest of your day!

As examined in the e-book Making scheduling human: The Calendly guide to etiquette, how you present your Calendly link matters. Try different ways to soften your scheduling request and make it clear that it’s for your prospect’s benefit, not yours.

I’ve included my calendar link here for your convenience.

If you have a scheduling link, please send it my way. If not, here’s mine for your convenience.

I know you’re busy. To avoid a lot of email ping-pong, I’ve included my Calendly link.

3. Ask for feedback

Send after: 1 hour

Ask your invitees for real-time feedback while the meeting is still fresh in their heads. You’ll learn how you can improve your approach and perceptions of your company. Sales teams can ask for feedback on their presentation or the solution. Customer Success teams can send a quick survey to see how they can provide better support.

Thanks again for reaching out to our Customer Success team members. I’d love to know how well we responded to your inquiry. If you have a minute, please go to this 3-question survey.

In the meantime, please let me know if there’s anything else I can help you with!

4. Thank-you email

Send after: 24 hours

No matter what role you’re in, sending a thank-you email is a common courtesy and makes future interactions with you feel more familiar (especially if you’re following up from a cold email or call). For sales reps, a simple “thanks” can build better relationships and could lead to referrals and testimonials that attract more customers. If you’re on a Customer Success team, thank the customer for their time and offer to answer any questions that popped up after the meeting.

I wanted to thank you for hopping on the phone call today. I hope you were able to learn more about our company culture and how the team operates. I’ll get back to you in a few days with next steps.

Please don’t hesitate to reach out with additional questions.

Now that you’ve created a great follow-up email, take your outreach to the next level with a Workflow in Calendly. You can automate distribution of meeting follow-ups, reminder notifications, thank you emails, and more (and you can send them via text, too). 

Workflows are available with templates, giving you a starting point for all types of messages. What’s more, you can send them from your Gmail or Outlook account, creating a seamless communication experience for customers and prospects.

It takes some legwork and perseverance to be successful on a revenue team. Automate your emails to make your follow-ups more efficient and deliver a better post-meeting experience. It’s the best starting point to keep conversations moving, nurture relationships, and grow revenue.

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Customer success experts share how to proactively identify signs your customers may churn — and how to provide the kind of value that keeps those customers engaged.
Thad Thompson

Thad Thompson

Thad is a former Content Marketing Manager at Calendly. When not sharing scheduling and productivity insights, you’ll find him hiking trails with his family or thumping a bass with a power pop band.

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