How do you follow up with your email recipients without being annoying or spammy?

1 Know your goal

Before you write a follow-up email, ask yourself what you want to achieve. Do you want to get a response, a confirmation, a feedback, or a referral? Do you want to offer something, ask for something, or thank someone? Your goal will determine the tone, content, and timing of your follow-up email. Be clear and specific about your goal and how it benefits both parties.

2 Choose your timing

Timing is crucial when it comes to follow-up emails. You don't want to send them too soon or too late. Too soon and you might seem pushy or desperate. Too late and you might lose the opportunity or the interest. A good rule of thumb is to wait at least 24 hours before sending a follow-up email, unless you have a deadline or an urgent matter. Then, you can follow up every 3-5 days, depending on the situation and the response rate.

3 Personalize your message

A generic or canned follow-up email will not get you far. You want to show that you care about the person and the topic. You want to remind them of who you are and why you are emailing them. You want to add some value or insight to the conversation. To do that, you need to personalize your message. Use their name, refer to something they said or did, mention a common interest or connection, or share something relevant or helpful.

5 Be polite and professional

A follow-up email is not a demand or a complaint. It is a request or a suggestion. You want to show respect and appreciation for the recipient's time and attention. You want to avoid sounding rude, impatient, or entitled. Be polite and professional in your follow-up email. Use a friendly greeting and a courteous closing. Use positive and respectful language. Express gratitude and enthusiasm. Apologize if necessary.

6 Track and measure your results

A follow-up email is not a one-time thing. It is part of a strategy to build and maintain relationships. You want to know if your follow-up emails are working or not. You want to improve your skills and tactics. Track and measure your results from your follow-up emails. Use tools like email tracking software, analytics, or surveys to see who opened, clicked, replied, or converted. Test different subject lines, messages, or timings to see what works best.