How to Write a Sales Follow Up Email in Canada

Writing a sales follow up email in Canada means sending a polite, clear message that reminds your prospect of your offer and encourages a response. The key is to reference your last contact, restate your value, include a call to action, and send the email at the right time. Tracking follow-ups helps prevent lost leads. This article explains why follow-up emails are important, gives step-by-step instructions, shows a worked example with Canadian figures, lists common mistakes, and describes how HelloGrowthCRM can assist.

Why this comes up / what goes wrong

Many small and mid-sized business owners in Canada rely on informal methods like texting, email, or spreadsheets to manage sales leads. This often leads to slow or inconsistent follow-up. Without a clear process, follow-up emails may be vague, sent too early or late, or sound too pushy. This wastes time and can frustrate prospects, causing lost sales opportunities. Business owners want a reliable way to write effective follow-up emails that convert interest into sales.

Step-by-step

1. Identify the recipient and review your last contact: Confirm who you are emailing and what you last discussed to keep your message relevant.

1. Craft a clear subject line: Use a direct subject like “Following up on our conversation about [product/service]” to get attention.

1. Start with a polite greeting and reference the last interaction: For example, “I hope you’re well. I wanted to follow up on our meeting last week.”

1. Briefly restate your value proposition: Remind the prospect why your product or service matters to them.

1. Include a clear call to action (CTA): Ask for a meeting, a reply, or confirmation to proceed.

1. Keep the email concise and professional: Avoid long paragraphs and jargon.

1. Add your contact details and a polite closing: Make it easy for the prospect to respond.

1. Proofread for spelling, grammar, and tone: Ensure your email sounds friendly and professional.

1. Schedule the email timing: Send follow-ups 2 to 7 days after your last contact, adjusting based on urgency.

1. Track and plan next follow-ups: Use task lists or boards to set reminders and avoid forgetting.

Using tools like sales task boards can help you manage and schedule follow-ups efficiently.

Example (fictional figures)

A bilingual insurance agency in Laval, Quebec, "Laval Protect Insurance," sends a follow-up email after quoting a commercial property insurance package.

• Quote sent on 2024-05-01 for C$12,000 annually.
• Follow-up scheduled 5 days later on 2024-05-06.

Email details:

• Subject line: “Following up on your insurance quote from Laval Protect”
• Greeting: “Bonjour, I hope this message finds you well.”
• Reference: “I’m following up on the commercial property insurance quote I sent on 2024-05-01.”
• Value: “Our package offers comprehensive coverage tailored to your business needs in Quebec.”
• CTA: “Please let me know if you have any questions or would like to proceed with the policy.”
• Closing: “Thank you for considering Laval Protect Insurance. Looking forward to your reply.”

Calculation for scheduling:

2024-05-01 + 5 days = 2024-05-06

This timing balances giving the prospect enough time to review while keeping your offer fresh in their mind.

Common mistakes

• Sending follow-ups too soon or too late: Prevent by scheduling emails 2 to 7 days after last contact.
• Being too pushy or vague: Use clear but polite language and a specific call to action.
• Ignoring personalisation: Always mention the prospect’s name and reference the previous interaction.
• Forgetting to track follow-ups: Use sales task boards to set reminders and manage tasks.
• Not proofreading: Check spelling, grammar, and tone before sending.
• Using inconsistent communication channels: Keep follow-ups on email or agreed platforms to avoid confusion.

Doing this in HelloGrowthCRM

HelloGrowthCRM helps automate and track your follow-up emails with features like Sequences and campaigns. A five-step follow-up over two weeks runs automatically and stops as soon as the prospect replies, saving you time. Each follow-up becomes a task with a due date in Activities and task boards, so your team knows exactly what to do each day. Replies to quotation emails are visible to your whole team in the HelloMail shared inbox, preventing missed responses. Learn more about email automation and sequences and sales task boards.

Frequently asked questions

How many follow-up emails should I send? Typically, 3 to 5 follow-up emails spaced over two weeks work well. Adjust the number based on how engaged the prospect is and how urgent the sale.

What is the best time to send a follow-up email in Canada? Mid-morning or early afternoon on weekdays is usually best. Avoid sending emails on weekends or late evenings to increase the chance of a timely response.

Should I include my phone number in the follow-up email? Yes, including your phone number makes it easy for prospects to reach you quickly if they prefer a call.

How do I keep follow-up emails from sounding repetitive? Change the focus with each email: start with a reminder, then answer common questions, and finally offer assistance with next steps or closing.

Can I automate follow-up emails? Yes, HelloGrowthCRM lets you automate multi-step follow-ups that pause automatically when a prospect replies, saving time and improving consistency.

Key takeaways

• Reference previous contact and keep emails polite and professional.
• Use clear subject lines and calls to action.
• Schedule follow-ups 2 to 7 days apart and track them as tasks.
• Avoid common mistakes like being pushy or forgetting to personalise.
• Use HelloGrowthCRM to automate and organise follow-ups efficiently.

Start writing your sales follow up emails confidently today. To streamline your process, start on the Free Forever plan (200 leads, no credit card) with HelloGrowthCRM.