6 tips on how to follow up with someone who’s not getting back to you
In a recent Harvard Business Review article, Rebecca Zucker, who is an executive coach and a founding Partner at Next Step Partners, speaks about how to not feel awkward sending a follow up email. Especially having to do it multiple times. Remember that just because someone has not responded to your initial request, it does not mean that their answer is “no.”
Zucker mentions six tips to help you get the response you need.
Writing a compelling subject line. Most emails are read on phones, so keep it short
Research shows that 47% of emails are opened or deleted based on their subject line. It further shows that shorter subject lines of only four lines have the highest open rates. Two-thirds of emails are read on a mobile device. According to Zucker, the key is that you need to be thoughtful about your subject line.
She goes on to say, “Avoid generic phrases like “Following up” or “Checking in.” Those are not only vague — they may also make the reader feel bad for being slow to respond (even further delaying a prompt reply). Instead, use the subject line to give the recipient a short preview of your request. You might say, “Next steps on X project” or “Question on job application.””
2. Being mindful of your tone. Try to come across as friendly and polite
According to research, slightly to moderately positive tone in emails have a 10-15% higher response rate than neutral messages.
Zucker continues to say, that you have to “Think of your message as a gentle nudge. Imagine receiving an email that says, “Please send your feedback on my project by Thursday,” versus, “Given your experience with these types of projects, I’d love to get your feedback on the work I’ve done so far. This would be a big win for my team and I, so we appreciate you sending any thoughts you have by EOD Thursday.” The former is neutral and could potentially be construed as demanding, whereas the latter is slightly more upbeat and appreciative while also being complimentary to the recipient. Subtle flattery — without going overboard — helps.”
3. Keeping emails short and use simple language
Research shows that emails between 75 and 100 words are ideal to getting a response rate of 51%. Therefore, if you’re forwarding the initial email, your follow-up email should be much shorter. The same research shows that using a third grade reading level style of language gets a 53% response rate. So, longer complex emails are set aside and revised later when the reader has more time – thus, more likely to be forgotten.
Zucker says, “Try keeping it simple and straightforward. For instance, you could say something like, “I’m following up to see if you might have some time to talk in the next week or two about your experience working at Company X, as I just applied for the financial analyst position.”
4. Making a clear ask, so the recipient knows exactly what you want from them
You are 50% more likely to receive a response if you ask up to three questions than no questions at all.
Zucker shares some examples:
“Is there a time in the next week or two that works for you?”
“Would you be willing to make an introduction to William Burns?”
“Do you have some time to talk in the weeks ahead about my development priorities?”
“Are you able to participate in our conference panel on Women in AI next quarter?”
Giving them an out. Demonstrating humility and ease for any potential discomfort
A reason why your recipient isn’t replying is that they might not be able to help you. Or even, that they are not comfortable following through on your request. According to Zucker, try using one of the following phrases:
“If you don’t know William well enough to make the introduction, I completely understand.”
“Let me know if you’ve gone in another direction in hiring for this position, thank you.”
“Whether or not there’s someone else I should reach out to for this information instead, please let me know.”
“Please let us know if you’re too busy to provide feedback on my project or need more time.”
“If you’re unable to participate in our panel, we welcome suggestions of other Women in AI that you’d recommend.”
Zucker also says, “You can also give the recipient a chance to save face by acknowledging that you know they’re busy and have a lot on their plate. The last thing you want is for them to associate negative emotions with receiving emails from you. In this case, a simple statement like, “If you’re too busy or it’s not a good time right now, no problem,” works well.”
6. Being persistent but not annoying. You want to demonstrate assertiveness but also use good judgement about when to move on
Once again, Research shows that if we ask for what we need it reduces anxiety. Added benefits also include improve self-esteem, sense of agency and improve quality of relationships. At the same time, it will also help fill the request. Therefore, it’s safe to say it is worth the effort.
According to Zucker, there is of course a fine line between being persistent and being annoying. You need good judgment about when to follow up and when to move on. “As a general rule, a week after your initial email is a good time to reach out again as a first follow-up. However, depending on the nature of your request, prior conversations, and/or relevant deadlines, it may be appropriate to follow up sooner.”
Zucker continues to say, “Unless it’s time sensitive, each successive follow-up should be spaced a bit further apart, adding another week’s time in between, until you’ve followed up three times. There could be an additional fourth “hail Mary” attempt, depending on the situation.”
Getting no responses and following up is an inevitable part in MBA application process of. It is a necessary part of accomplishing your business school goals. Using the strategies above can help the effectiveness of your follow up email. Ultimately, it can help you receive the response you need.