HOW TO WRITE A FOLLOW UP EMAIL FOR ANY PROFESSIONAL SITUATION
Figuring out when and how to write a follow-up email is something that will benefit you throughout your career, no matter what industry you end up working in. Even during your academic career, there will always be an opportunity to send a courteous, polite follow-up email.
Following up with people after you’ve met with them or connected with them in any way is an important tool to use for networking, standing out to a hiring manager or academic recruiter, or providing value to a client.
This article will give you the rundown on how to write a follow-up email, when to send one, and what you need to include to maintain professional integrity, stand out, and get yourself ahead of the game.
THE WHO, WHAT, WHERE, WHEN, AND WHY OF FOLLOW-UP EMAILS
Before we get down to the nitty-gritty details of how to write a follow-up email, you should understand the basics of sending one. In the following sections, we’re going to cover the 5 Ws of how to write a follow-up email:
● Who: Who do you send it to?
● What: What is a follow-up email?
● Where: Where should you send it?
● When: When is the right time to send it?
● Why: Why should you send it?
WHAT IS A FOLLOW-UP EMAIL AND WHY SHOULD I SEND ONE?
A follow-up email is an email you’d send to someone after an event occurs with them. You would typically send one in a professional context, like after a job interview or after a meeting with a client, but you can also use them academically.
Think of it like a check in or an update. If you haven’t heard from someone about something, you can follow up and remind them that you’re waiting for a reply in a very courteous way.
Sending a follow-up email after a job interview shows your potential future employer that you’re eager to join their team and that you care about the job. Not every employer will communicate with applicants they may not be considering for the next round, and following up will both impress them and increase the chances that they’ll give your job application a closer look.
The same goes for after a university or college interview: you want to be engaged and show that you’re really excited about potentially attending their school. It also helps keep you at the top of their mind.
Think of it this way: in the marketing and sales industry, following up leads to more sales. Hubspot statistics show that 60% of customers will say no at least 4 times before saying yes after follow-ups, and your chances at closing a sale increase by 25% when you follow up. Well, a job interview is very similar, but instead of selling a product, you’re selling yourself.