How to Write a Sales Follow Up Email in India

To write a sales follow up email in India, start by reminding the prospect of your previous interaction, clearly state the purpose of your follow-up, add value or new information, include a call to action, and close politely. This article covers why follow-up emails matter, step-by-step instructions, a detailed example with Indian figures, common mistakes to avoid, and how HelloGrowthCRM can simplify your follow-up process.

Why this comes up / what goes wrong

Small-business owners and sales teams in India often lose leads because they do not follow up promptly or clearly. Many run their sales on WhatsApp or spreadsheets, which can lead to missed reminders and inconsistent messaging. A follow-up email is a professional way to remind prospects about your offer and keep the conversation going without seeming pushy. However, writing an effective follow-up email requires clarity, timing, and relevance. Without a clear structure, emails may be ignored or cause prospects to lose interest.

Step-by-step

1. Start with a polite greeting and reminder: Address the prospect by name. Briefly remind them of your last contact or the context, such as a meeting, call, or inquiry.

1. State the purpose of your follow-up: Clearly mention why you are reaching out again. For example, to check if they had a chance to review your quotation or to provide additional information.

1. Add value or new information: Include something useful like a new offer, a relevant case study, or answers to questions they raised.

1. Include a clear call to action (CTA): Tell the prospect what you want them to do next, such as confirming a meeting, asking for feedback, or approving the quotation.

1. Keep it concise and polite: Avoid long paragraphs. End with a courteous closing and your contact details.

1. Check for spelling, grammar, and clarity: Errors can reduce your credibility.

1. Send at the right time: Avoid weekends or late evenings. Mid-morning or early afternoon on weekdays usually works best.

1. Set reminders for follow-up: If you don’t get a reply, plan a sequence of follow-up emails spaced over days or weeks.

1. Track replies and update your sales pipeline: Use tools or task boards to keep track of who replied and what the next step is.

Example (fictional figures)

Subject: Following up on your quotation for ₹1,50,000

Dear Mr. Sharma,

I hope you are well. I am writing to follow up on the quotation we shared on 05/06/2024 for supplying office furniture worth ₹1,50,000.

We wanted to check if you had a chance to review the details and if you have any questions. Additionally, we are currently offering free delivery for orders confirmed before 15/06/2024.

Please let us know if you would like to proceed or need any further information.

Thank you for considering our services.

Best regards, Ravi Kumar Sales Manager ABC Furniture

Calculation for free delivery offer deadline:

Quotation date: 05/06/2024

Offer valid until: 15/06/2024

Days to respond = 15 - 5 = 10 days

This email reminds the prospect politely, adds value with the free delivery offer, and has a clear call to action.

Common mistakes

• Being too pushy or aggressive: Avoid demanding replies or pressuring the prospect. Use polite language to keep the relationship positive.

• Sending generic emails: Personalise each email with the prospect’s name and relevant details to show you care.

• Waiting too long to follow up: Don’t delay the first follow-up beyond 3-5 days after the initial contact.

• Not having a clear call to action: Always tell the prospect what you want them to do next.

• Ignoring replies or losing track: Use task boards or CRM tools to track follow-ups and responses so no lead is forgotten.

• Overloading the email with information: Keep it simple and focused on one main message.

Using sales task boards can help avoid missed follow-ups and keep your team organised.

Doing this in HelloGrowthCRM

HelloGrowthCRM helps Indian SMBs manage sales follow-ups efficiently. You can create automated five-step sequences that send follow-up emails over two weeks, stopping immediately when the prospect replies. Each follow-up becomes a task with a due date on the activity board, so your team knows exactly what to do each day without relying on memory. Replies to quotation emails appear in the shared HelloMail inbox, visible to the whole team, ensuring no message is missed. Learn more about email automation and sequences and HelloGrowthCRM for India.

Frequently asked questions

How many follow-up emails should I send? Typically, 3 to 5 follow-up emails spaced over 1 to 2 weeks work well. Too few may lose the lead; too many can annoy the prospect.

What is the best time to send a follow-up email in India? Mid-morning (10 AM to 12 PM) or early afternoon (1 PM to 3 PM) on weekdays is ideal. Avoid weekends and late evenings.

Should I follow up by phone if the email is ignored? Yes, a polite phone call after 2-3 email follow-ups can help. Use sales task boards to schedule and track these calls.

How to handle no reply after multiple follow-ups? If there is no response after 3-5 follow-ups, it is best to pause and revisit the lead after some time or focus on warmer prospects.

Can I use WhatsApp for sales follow-ups? Yes, WhatsApp is popular in India, but combine it with emails for a professional approach and better record keeping.

Key takeaways

• Start follow-up emails with a polite reminder and clear purpose.
• Add value or new information to keep the prospect interested.
• Include a clear call to action and keep the message concise.
• Use task boards or CRM tools to track follow-ups and replies.
• Avoid being pushy or sending generic emails.
• Send follow-ups at the right time for better response rates.

Start writing your sales follow-up emails today and improve your lead conversions. To manage follow-ups easily, try HelloGrowthCRM’s Free Forever plan with 200 leads and no credit card at Start on the Free Forever plan (200 leads, no credit card).