Salespeople shouldn’t send “just checking in” emails for one very simple reason: They don’t work. Buyers feel like the rep is virtually poking them, making them reluctant to answer. Not only do “checking in” messages rarely garner responses, but they can also even turn prospects against their senders.

But reps still need a way to get in touch with buyers who’ve gone dark. Enter these 23 email templates.

These “just checking in” alternatives simultaneously add value to the prospect while putting the salesperson back on her radar. She’ll want to restart the sales conversation — so it’s a win-win.

If they never responded:

1) Send them a short piece of actionable advice.

Template:

Hi [Prospect]

You likely deal with [business pain], so I thought I’d share a quick tip many of my clients have found helpful: [1-2 sentence actionable piece of advice].

I have a few more ideas around [improving X]. Let me know if you’re interested in hearing them.

Best,

[Your name]

Example:

Hi Sofra,

You likely deal with customer no-shows, so I thought I’d share a quick tip many of my clients have found helpful: Ask for credit cards to hold reservations. This helped Coi halve their no-show rate.

I have a few more ideas around mitigating canceled tables. Let me know if you’re interested in hearing them.

Best,

Jamie

2) Send over a longer how-to guide and offer to follow up in person if they want.

Template:

Hi [prospect],

Do you [deal with X/want to improve Y]? Here’s an ebook about [dealing with X/improving Y].

There’s a lot of invaluable advice in there — you might find [specific tip or section] especially helpful. If you’d like to discuss these pointers or anything else around [topic], let’s set up a call.

Best,

[Your name]

Example:

Hi Jordan,

Would you like to your new salespeople to get off-ramp faster? Here’s an ebook about shortening ramp time.

There’s a lot of invaluable advice in here — check out page 30 for an in-depth training cadence. If you’d like to discuss these pointers or anything else around sales hiring and training, let’s set up a call.

Best,

Cara

3) Point out a weakness in their business that should be fixed.

Template:

Hi [prospect],

[Company] sounds like it’s doing well — just stumbled across this quote on [Glassdoor/Yelp/Angie’s List/other third-party review sites) from one of your [employees/customers]:

[1-2 sentence quote].

[Company] would be even stronger if you [fixed X]. Would you like to follow up about this on a call?

Best,

[Your name]

Example:

Hi Oleana,

Trusthealth sounds like it’s doing well — just stumbled across this quote on Glassdoor from one of your employees: “This is the best, most supportive office I’ve ever experienced.”

Your company might be even stronger if you offered employee mentorship programs, which typically increase individual retention by 23%. Would you like to follow up about this on a call?

Best,

Kendall

4) Share an article relevant to their industry or profession.

Template:

Hey [prospect],

Since you work in [X role or industry], you might be interested in this article about [X role or industry]. The author makes an interesting point about [detail of article].

Have you considered any changes related to [topic of article]?

Best,

[Your name]

Example:

Hey Colum,

Since you work in home security, you might be interested in this New York Times article about new “smart security” systems. The author makes an interesting point about property owners’ increasing vulnerability to hackers.

Has your firm considered any changes related to hacking?

Best,

Claire

5) Respond to a social message, then follow up with more resources.

Template:

Hey [prospect],

Great post on [social network] about [topic]. Your comment about X was particularly astute — [additional comment].

Here are a couple resources about [topic] you might find interesting:

• Link 1
• Link 2

[Connection between resources and value salesperson can offer].

Let me know what you think,

[Your name]

Example:

Hey Annette,

Great post on LinkedIn about banking software. Your comment about fraud detection was particularly astute.

Here are a couple resources about online financial programs you might find interesting:

• Link 1
• Link 2

They cover several unique strategies for preventing cybercrime.

Let me know what you think,

Mark

6) Answer one of their questions on an online forum, then follow up with more resources.

Template:

Hi [prospect],

Great [social network] question about X. [1-2 sentence answer]. (Make sure you link to the post, especially if it’s more than one day old.)

Here are a couple resources about X that will also help:

• Link 1
• Link 2

Let me know if you’d like to discuss this on a call,

[Your name]

Example:

Hi Tim,

Great Twitter question about finding freelancers. Many of the startups I work with hire college students to freelance for them — the students get to experience, and the companies get good content at an affordable rate.

Here are a couple other sites you might find useful:

• Upwork (a freelance marketplace)
• Inbound.org (an online community with many active freelancers)

Let me know if you’d like to discuss this or get a few more suggestions on a call.

Sydney

7) Reference a relevant blog post they just published.

Template:

Hey [prospect],

Excellent post on [topic]. Your [comment/suggestion/insight] on X stood out for [reason].

Have you considered writing about Y as a follow-up post?

Best,

[Your name]

Example:

Hey Dave,

Excellent post on the state’s real estate market. Your argument that restaurants are driving the local retail landscape was particularly persuasive — most investors aren’t looking carefully enough at those stats.

Have you considered writing about the generational shift into cities as a follow-up post?

Best,

Sarek

8) Send them a blog post your company has just published.

Template:

Hi [prospect],

You [previously downloaded or read X piece of content/likely deal with Y problem/belong to Z industry], so you might get value from this blog post my company just published: [title].

If you’re in a rush and can’t read it all, [tip, section X] seems like it’d be particularly useful for [company].

Best,

[Your name]

Example:

Hi Amanda,

You previously downloaded our guide to designing an intranet so you might get value from this blog post my company just published containing interviews with the winners of Nielsen’s 10 Best Intranets of 2016 awards.

If you’re in a rush and can’t read it all, example #4 seems like it’d be particularly useful for Cloudius, since it features another energy firm.

Best,

Julian

9) Recommend an event in their area.

Template:

Hi [prospect],

What are you doing on [date]? Noticed [event] will be taking place in your area — it seems like a great fit for you because [value of event].

Here’s the link to the website if you want to check it out: [link].

Best,

[Your name]

Example:

Hi Jon,

What are you doing on October 3? Noticed there’s an IT professionals meet up on that day in Framingham — it seems like a great opportunity to network and potentially recruit more folks for Kerchief.

Here’s the link to the website if you want to check it out: [link].

Best,

Harold

10) Invite them to an upcoming webinar or educational event your company is hosting.

Template:

Hi [prospect],

Last time we spoke, you mentioned you’re currently focused on [improving X/solving Y/refining Z]. Would you like to attend the [webinar/event] that [rep’s company] is hosting? The speakers, [name] and [name], will be delving into [topic 1 and topic 2].

It’s taking place on [date] — here’s the link to sign up.

I hope to see you there.

Best,

[Your name]

Example:

Hi June,

Last time we spoke, you mentioned you’re currently focused on incorporating iPads into the classroom. Would you like to attend the webinar that CurrentFront is hosting? The speakers, Hakan Staff from Harvard University and Sheila Thomas from Yale University, will be delving into tech-based learning models.

It’s taking place on January 14 — here’s the link to sign up.

I hope to see you there.

Best,

Yusef

11) Send them a book, podcast, newsletter, or publication recommendation.

Template:

Hey [prospect],

Judging by your [LinkedIn/Twitter/other social networks] account, you’ve got a great eye for industry content. The [article/ebook/podcast] you posted about X was especially useful.

Have you heard of [related publication/book/newsletter/podcast]? If you liked X, you’ll probably enjoy Y. I recommend starting with [issue/chapter/edition/episode] Z: [linked].

Let me know what you think,

[Your name]

Example:

Hey Terry,

Judging by your LinkedIn account, you’ve got a great eye for industry content. The podcast you posted about the rise of consumer loyalty programs was especially useful.

Have you heard of the Blue Matter podcast? If you like Shop It To Me, you’ll probably enjoy Blue Matter. I recommend starting with the episode on in-store promotions.

Let me know what you think,

Darcy

12) Bring up a common challenge your buyers face and ask if they’re experiencing it.

Template:

Hi [prospect],

The clients I work with often face [business challenge]. Has [company] experienced anything similar?

If so, I have several ideas that might help — like [tip #1]. If you’d like to hear more, I’m free for a call on [date and time] or [date or time].

Best,

[Your name]

Example:

Hi Hayle,

The clients I work with are often struggling to find creative, low-cost ways of engaging with their local communities. Has Shake Advertising experienced anything similar?

If so, I have several ideas that might help — like organizing an employee volunteer program. If you’d like to hear more, I’m free for a call on Thursday at 4 p.m. or Friday at 10:30 a.m.

Best,

Claire

13) Bump your email to the top of their inbox using the “buried email” technique.

Template:

Hi [prospect],

Just wanted to follow up in case this email got buried.

Thanks,

[Your name]

Example:

Hi Rania,

Just want to follow up in case this email got buried.

Thanks,

Jeff

14) Ask if they’re still interested in achieving X goal, then provide a suggestion for how to get there.

Template:

Hey [prospect],

Are you still interested in achieving X goal? [Customer] saw [results] by trying [suggestion]. Might be worth a try for [prospect’s company].

If you’d like to know exactly how [customer] did it, we can set up a call on [date and time] or [date and time].

Best,

[Your name]

Example:

Hey Susan,

Are you still interested in decreasing employee absenteeism? Full Trade raised team-wide attendance by 5% in three months by tying performance pay to attendance. Might be worth a try for Beeline.

If you’d like to know the specifics of Full Trade’s program, we can set up a call on Tuesday at 11 a.m. or Wednesday at 4 p.m.

Best,

Gary

15) Call attention to something their competitor is doing well and ask how they plan to address it.

Template:

Hi [prospect],

I saw that [competitor] has been doing well in [X area] lately. Do you have any plans in place for addressing it?

I have some ideas — if you want to hear them, let’s schedule a call.

Best,

[Your name]

Example:

Hi Sean,

Gladup has been aggressively hiring new developers. The last time we spoke, you mentioned that you’re also trying to grow your team — do you have any plans in place for remaining competitive in the Chicago area?

I have some ideas — if you want to hear them, let’s schedule a call.

Best,

Sarah

16) Send a breakup email to close the loop.

Template:

Hi [prospect],

I haven’t heard back from you, so you must be busy or no longer interested in [achieving X]. Mind if I close your file?

Thanks,

[Your name]

Example:

Hi Liam,

I haven’t heard back from you, so you must be busy or no longer interested in expanding to the San Jose area. Mind if I close your file?

Thanks,

Kevin

If a trigger event has occurred:

1) Congratulate a potential decision-maker on a promotion.

Template:

Hi [prospect],

Congratulations on your promotion to [role]. You’ve done some impressive things in your tenure at [company] — including [achievement 1] and [achievement 2] — so it’s well-deserved.

Have you put any thought into how you’ll achieve [business goal]? I have a few suggestions.

Best,

[Your name]

Example:

Hi Emily,

Congratulations on your promotion to editor-in-chief. You’ve done some impressive things in your tenure at Fantasia — including raising print circulation and rolling out a virtual reality program — so it’s well-deserved.

Have you put any thought into how you’ll find VR specialists? I have a few suggestions.

Best,

Andy

2) Reach out to a decision-maker after a blocker leaves the company.

Template:

Hi [prospect],

In [month, year], we talked about your difficulties with [pain point], and how [offering] could help [achieve specific goal] over [specific timeframe].

I know there’s been a few changes at [prospect’s company] since then — are you interested in doubling down on [goal] again?

Best,

[Your name]

Example:

Hi Jody,

In February, we talked about your difficulties with inefficient driver routes, and how the MPH software could help reduce team mileage by 30% and improve worker retention by 5% in 6 months.

I know there’s been a few changes at Jantam since then — are you interested in doubling down on this efficiency again?

Best,

Todd

3) Reach out to a new C-level executive.

Template:

Hi [prospect],

Congratulations on your new role at [new company]. At your old company, you made [X innovative move] that really helped [Y metric]. When I previously spoke with someone at your company, they were doing things [X way] — how are you thinking about this strategy?

Best,

[Your name]

Example:

Hi Sheryl,

Congratulations on your new role at Waypointer. At your old company, you completely revamped the mid-market strategy — doubling your revenue from that channel. When I previously spoke with someone at your company, they were focusing on enterprise deals. How are you thinking about Beanery’s mid-market approach going forward?

Best,

Jose

4) Congratulate them on a funding round.

Template:

Hey [prospect],

Since the last time [we talked, I reached out], you’ve closed a/an $X round of funding. Congratulations! This is probably one of the busiest periods of your company’s life — have you thought about how you’ll [accomplish X goal]?

If that’s on your agenda, let’s set up a quick call. I have a few ideas that may help.

Best,

[Your name]

Example:

Hey Vincent,

Since the last time I reached out, you’ve closed a $5M round of funding. Congratulations! This is probably one of the busiest periods of your company’s life — have you thought about how you’ll scale your onboarding process?

If that’s on your agenda, let’s set up a quick call. I have a few ideas that may help.

Best,

Simon

5) Ask whether newly created positions relevant to your product reflect new company initiatives.

Template:

Hi [prospect],

Congratulations on the creation of [role related to your product]. Usually, this means [business goal] is now a priority.

I thought you might be interested in finding out how we helped [similar company] get going quickly in their new direction – without any of the typical glitches.

If you’d like to learn more, let’s set up a quick call. How does [date and time] look on your calendar?

Best,

[Your name]

Example:

Hi Rafael,

Congratulations on the creation of a branded content role. Usually, this means securing corporate partnerships is now a priority.

I thought you might be interested in finding out how we helped May Media establish guidelines and price points while generating interest with their target partners.

If you’d like to learn more, let’s set up a quick call. How does July 30th at 2:30 p.m. look on your calendar?

Best,

Gina

If you lost the deal:

1) Check how things are going a month after implementing a competitor’s product.

Template:

Hey [prospect],

It’s been a month since you signed on with [competitor]. How are things going?

Best,

[Your name]

Example:

Hey Shawn,

It’s been a month since you signed on with Toejam. How are things going?

Best,

Huck

2) Check how things are going as their contract with a competitor is winding down.

Template:

Hi [prospect],

Last time we chatted, you mentioned your contract with [competitor] is winding down in [month]. How’s everything going with [product]?

Also, I came across a [blog post/ebook/guide] on [topic] you might find helpful: [link].

Looking forward to hearing from you,

[Your name]

Example:

Hi Ethan,

Last time we chatted, you mentioned your contract with Banyan is winding down in June. How’s everything going with their platform?

Also, I came across a post on Google Chrome keyboard shortcuts your team might like — know you guys are big Chrome fans [link].

Looking forward to hearing from you,

Shruthi

Salespeople often default to the standard “touching base” message because they’re in a rush. With these follow-up templates, writing a thoughtful, personalized, helpful email takes mere minutes — with the potentially enormous payoff.

 

 

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