Master Follow-Up Emails: Re-Engage Prospects Using an AI Prompt!

Master Follow-Up Emails: Re-Engage Prospects Using an AI Prompt!

written by Houston Golden
Founder & CEO, BAMF Media
October 10th, 2024
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What do you do when your initial outreach list gets cold?

You know that what you provide is exactly what the client needs, but somehow, they’re just not responding.

It’s frustrating, right?

But, hey a quick follow-up email wouldn’t hurt, right?

A well-timed and crafted follow-up can remind your prospects of your product value, and more importantly, it helps keep you top of mind.

The tricky part is figuring out how to craft these emails without coming off pushy.

Don’t sweat it though, because we got you covered. 

Here’s how you can re-engage prospects using an AI prompt!

Why Send a Follow-Up?

So, why bother with sending a follow-up email? Isn’t sending one outreach enough? After all, how sure are you that you can change their mind if they don’t want your service in the first place?

Truth is, a follow-up email can be a gamechanger for your sales process, and here’s why:

1. A Gentle Remind You’re Still Around

In reality, many prospects have busy schedules and can easily forget about your email. Sending a follow-up email can help you come up on top in their inboxes and will remind them that you’re still available and ready to provide the product or solution that you are looking for.

2. Reinforce What Matters

A follow-up email is also an opportunity to remind your prospects of your product’s value proposition. It is an excellent way to reinforce your original message and make sure that the most critical points stick this time around.

Repetition will help your message resonate – as long as you’re not annoying about it.

3. Show You Care

It’s also essential that you show your prospect that you aren’t just pushing for a response because you need to close a deal—you also need to show that you genuinely care. By reaching out again, you demonstrate that you are invested in solving their problems.

4. Strengthen The Relationship

The follow-up isn’t just to make a quick sale—in fact, with it, you can prove that you want to build a long-term relationship with this prospect. By being consistent with your communication, you can easily turn your prospects into loyal clients.

Now that you know the importance of follow-up emails, we move on to our prompt!

Read more: Newsletter Prompt for ChatGPT: Your Guide to Crafting Engaging Email Content with AI

Re-engage Prospects Using an AI Prompt!

This prompt is a quick one, but it requires several details. Make sure to have it ready before you use it!

You can use this prompt with any LLM of your choosing.

“I am a [your role, e.g., “sales representative”] in the [your industry, e.g., “B2B SaaS,” “e-commerce”], and I need assistance creating follow-up email templates to re-engage potential clients who haven’t responded to my initial outreach. The goal of the email is to remind them of the value we offer and encourage them to take the next step toward becoming a client.

Here’s the information you need:

        •  Company Name: [your company name]

        •  Product/Service Description: [brief description of what you’re offering]

        •  Target Audience: [e.g., “small business owners,” “enterprise tech firms”]

        •  Initial Message Sent: [briefly describe the first outreach, e.g., “cold call,” “introductory email”]

        •  Unique Value Proposition: [what makes your product/service stand out, e.g., “customized marketing strategies for startups”]

        •  Key Benefits: [e.g., “boost your ROI,” “reduce time spent on manual processes”]

        •  Desired Next Step: [action you want the prospect to take, e.g., “schedule a demo,” “book a call”]

Please create a professional but friendly follow-up email that acknowledges the previous message, reminds them of the value we provide, and includes a clear call-to-action. The tone should be polite and respectful, aiming to reignite interest without being too pushy.

This is the last email I sent them: [insert the last email you sent them]

Feel free to add variations for different scenarios, such as no response, a previous ‘not right now’ reply, or after a demo has been scheduled but not confirmed.”

You may have noticed that we are also asking you to include the last email you sent to your prospect. The reason behind this is to ensure that the emails are consistent and do not come across as redundant. Plus, this is a good way for your LLM of choice to grasp what kind of tone you use to communicate with your prospects.

The Output

Below we get to see the prompt in action and what the results will look like.

“I am a Sales Manager in the B2B SaaS healthcare industry, and I need assistance creating follow-up email templates to re-engage potential clients who haven’t responded to my initial outreach. The goal of the email is to remind them of the value we offer and encourage them to take the next step toward becoming a client.

Here’s the information you need:

  • Company Name: CloudPrime Solutions
  • Product/Service Description: Cloud-based data analytics platform that helps healthcare organizations visualize and optimize their operational data, improving efficiency and decision-making.
  • Target Audience: Medium-sized healthcare organizations
  • Initial Message Sent: Introductory email explaining how our platform can streamline their data processes and enhance patient care by reducing operational bottlenecks.
  • Unique Value Proposition: Our platform integrates seamlessly with existing healthcare systems, offering real-time data analytics and compliance with healthcare regulations, which helps healthcare providers make data-driven decisions more efficiently.
  • Key Benefits:
    • Improve decision-making through real-time data
    • Ensure compliance with healthcare regulations
    • Enhance operational efficiency and patient care
  • Desired Next Step: Schedule a demo to show how our platform can be tailored to their specific needs.

Please create a professional but friendly follow-up email that acknowledges the previous message, reminds them of the value we provide, and includes a clear call-to-action. The tone should be polite and respectful, aiming to reignite interest without being too pushy.

This is the last email I sent them: ‘Hi [Prospect Name], I hope this message finds you well. I wanted to introduce you to CloudPrime Solutions, a cloud-based analytics platform designed to help healthcare organizations like yours improve operational efficiency and patient care. I believe our platform can help streamline your data processes and ensure compliance with healthcare regulations. I would love to schedule a demo to show you how it could fit your specific needs. Please let me know if you are interested in learning more. Best regards, [Your Name]’

Feel free to add variations for different scenarios, such as no response, a previous ‘not right now’ reply, or after a demo has been scheduled but not confirmed.”

Re-Engage Prospects Using an AI Prompt, Master Follow-Up Emails: Re-Engage Prospects Using an AI Prompt!
Re-Engage Prospects Using an AI Prompt, Master Follow-Up Emails: Re-Engage Prospects Using an AI Prompt!
Re-Engage Prospects Using an AI Prompt, Master Follow-Up Emails: Re-Engage Prospects Using an AI Prompt!

The output gives you three different scenarios of when you should be sending out these follow-up emails.

If the scenario you are facing isn’t found in the following examples above, you can be a bit more specific and detail what happened the last time you were in contact with your client.

When Should You Send a Follow-up Email?

As mentioned earlier, a follow-up email is only as good as its timing. If you reach out too soon, you can easily overwhelm your prospect. If you wait too long, they might find another option. Below are the best times to send a follow-up email.

1. After a Product Demo or Consultation

    If you’ve just had a product demo or consultation with your prospect, send a follow-up email within 24 to 48 hours. Doing this keeps the details of the session fresh and it shows how willing you are to address any pending questions they might have about what you’re offering.

    2. After an Initial Proposal

    So you’ve hit “send” on that proposal and haven’t heard back. How long should you wait before shooting them a follow-up email?

    The best time frame in this scenario is about a week. This gives the prospect more time to review your offer without feeling rushed, but it’s also just the right length to make sure that your prospect hasn’t completely forgotten about what value you can bring to the table.

    3. After a Trade Show or Networking Event

      Meeting a prospect at an event can be exciting and you probably can’t wait to immediately send them a follow-up after, but it can come off as pushy.

      Instead, let your meeting simmer and give them about 2 to 3 days.

      By waiting this long, you can keep the meeting fresh in their mind, but also allow them some breathing room. Make sure to reintroduce yourself, reference a relevant part of your conversation, and recommend a next step that they should take with you.

      4. After a “Let Me Think About It” Response

        Nothing can hurt more than hearing hesitation from your prospect’s end.

        However, while it’s important to respect this decision, you should also make sure that you keep that door from closing. Hence, waiting one week after this response is ideal because you aren’t rushing them to come up with a response, but you are also reminding them that they are welcome any time for further discussion when they are ready.

        Remember, timing is key and you should master it when sending a follow-up email to avoid coming off too eager and scaring your prospects.

        Key Takeaways

        If you don’t send a follow-up email to your prospect, you might as well kiss that opportunity goodbye.

        It may seem difficult to come up with an email that won’t sound pushy, but with our prompt, you’ll be sending out those follow-up emails in no time.

        But remember, it’s all in the timing, and at the end of the day, it is still up to you and how you gauge your clients and the situation.

        Now, are you ready to send out that follow-up email?

        Read more: Brainstorm Like a Marketer: Build a Branding Kit with ChatGPT

        About the Author

        The name's Houston Golden. I'm the Founder & CEO of BAMF — a company I've grown from $0 (yes, really) to well over $5M+ in revenue over a span of 5 years.

        How did I do it? Well, it's quite simple, really. I've helped hundreds of business owners and executives get major traction (because when they win, we win), I tell all on this blog.

        Growth hacking is a state of mind. Follow along as I explore and expose the unknown growth strategies and tactics that will change the way you think about marketing.
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