Meeting with clients, prospects is the part of the B2B business. It can be conducted via phone calls, Skype chats or in a real-life manner. But is not enough for building a strong partnership. You need to keep in touch with those people in order to remind them about you, your company and offers. The best way to do so is to send the follow-up email after the meeting.
Like every other mail, this type of letters requires careful tailoring in order to build an effective business communication. But not everybody is aware of the power of follow-ups. Moreover, the ones, who use this instrument, make common mistakes that diminish all the effect of the message. Let’s take a closer look at the typical fails in follow-up emails.
Typical Fails And How To Fix Them
- Sending an email to the wrong receiver.
It is the biggest but still common mistake that we can face in networking follow up email. It may happen due to the miswritten address. It can be easily fixed. However, you can send the email that contains the data you should not disclose to the third parties. So you need to pay attention while filling in the “To:” line. The best way to keep writing to the right person is to use the tread of emails. All you need in this case is to write a new subject line referring to the meeting. If the letter is meant to more than one receiver, make sure you add all the people you should.
- Too much info in you gratitude email without the main point.
There is no need to retell the meeting. You both were there and your recipient likely remembers what it was about. So do not write a long text with the known information. In follow up email after networking you can make a quick reference to your conversation, and the main points of it. But the main body should contain the next steps of your collaborations and calls to action. That is it. Keep it short and clear.
- Not checking the grammar.
This aspect is not the one you should ignore. Even if you do not have problems with grammar in your daily communication, still misspelling may occur. And if you skip the grammar checking, you can set the wrong impression and miss the valuable deal. So always make sure the text you are about to send is correct in meaning and grammar. Use online and desktop services to check the spelling. But remember that even the auto-correction may let you down.
- Not adding your extra contact info.
Yes, obviously you have contacted each other already. But everything can happen and the contact data may be lost. To avoid losing your client, add the extra contact info to the signature of your follow up email after networking event. Also, you provide the person with additional option to contact you, maybe even the faster one and to solve some urgent issues.
- Waiting too long to set the new contact after the meeting.
The optimal time for sending follow up email is 24 hours after the first meeting. Do not wait longer to follow-up to the person. Otherwise, you are risking losing the contact and the interest of your prospect. Or your client may be tempted by your competitors. And even if nothing of the mentioned things happen, you can forget some valuable points and mislead the receiver eventually.
- Not specifying what you are thankful for.
When you write an email where you simply thank the person for something unspecific, it will not bring any results. You need to mention the definite reason for your gratitude in your follow up email after the business meeting. Even using the templates you can define the exact reason for your message and why you want to thank you. But if you create the genuine email, it will bring even more results.
- Not filling in the custom lines.
This is unacceptable for any kind of letters. But in follow-ups, this mistake can lead to the real failure. The first thing, you show that you use the template that stoles some points in any case. Then you disclose yourself being inattentive in general and to the person in particular. You make your follow up looks like a part of the great bulk of similar emails instead of the personalized message. To avoid such situations, do not send the email without proper testing it first,
10 Rules You Should Not Ignore
As soon as you discovered typical mistakes of email marketers, it is time to learn some useful material you can apply right now to start writing a follow-up email after meeting better.
- Send a follow-up emails within the next 24 hours.
We have already mentioned that the best period for sending follow up email is the day after the meeting. You need to grab the opportunity and follow up fast until the person remembers you. So the next 24 hours should be used for text creation and sending.
- Refer to the conversation you had.
Firstly you need to remind the receiver about the meeting and the main points of it. Then you need to specify the topic of the follow-up email and what you are referring to. Also, the short summary of the meeting can be appropriate. That is how you refresh the person’s memory and create a “bridge” to the further communication.
- Use the common ground to set the contact.
The good base for the future business relationships is the common interests. While creating the sample follow up email after networking event, you can highlight some things you found out during the meeting. Or maybe you discovered something that correlates with your interests in studying the LinkedIn account or other social networks. Common acquaintances, the same school or university will create an invisible bridge between you and the receiver.
- Be grateful and specific.
About being thankful we have talked as well. It is important to show your gratitude but it has to be honest and grounded. Be specific in this aspect. You may want to say “thank you” for the person’s time, advice, inspiration, sharing of the interesting data about sales and another kind of help. Appreciate the efforts of the person. But do not forget to specify it. That is how you will show that your follow up email is well-thought.
- Offer your help in something.
While setting the network contact in post-event follow up email think of what you can offer first before asking for something. Think of what you can do in order to help the contact. You may give some advice, recommend some useful materials, connect with someone who can be helpful in problem-solving etc.
- Become “friends” on LinkedIn.
This social network is useful in further strengthening of your business relationships. Moreover, the info can be helpful in finding common background and contacts. You can get to know the person better. The features of the LinkedIn are useful in building your business reputation. So you and the target person can exchange recommendations and show other people you value your business relationships.
- Remind about the promises you gave at the meeting.
After the meeting, you have plenty work to do in order to write a proper follow-up email to the client after the meeting. You have to learn how you can e helpful for the person. Also, you need to set the plan for implementing and the timing. You may answer the person’s question or ask for the opinion.
- Edit the draft of your follow-up.
As we already know, grammar mistakes are unacceptable in any business correspondence (in follow up for sure). Moreover, you need to reread the email before sending in order to make sure it correlates with topics you broke during the meeting. So no grammar mistakes and the relevant content will help to create a strong positive impression.
- Set the date for the next meeting or contact.
Take initiative in your hands and offer the next date of meeting in order to make other steps in follow up email after the first business meeting. Offer a definite date for the live meeting or the call or chat. Define the purpose and the topic of the next contact. It may be the continuation of your first meeting or the opportunity to reach the next level of your relationships.
- Conclude the message with appropriate lines.
The way you close the letter matters as well. Avoid informal lines like “Take care”. In this situation use the formal alternatives like “Best regards”. You can add this phrase to your signature.
Nothing is more helpful than a real example of thank-you follow up that can be used as a template as well. That is why we created this sample of follow up email after meeting someone.
Thank you for finding time to meet me and my co-workers from “Company” today. We did a great job in setting marketing goals. I am glad to find out more about your work and company.
I would like to highlight the main points of our meeting:
– you will be glad to use the 3-month trial period to discover the advantages of our service;
– we will provide the required help in setting the account for you to start working;
– In 2 month we will have the next meeting in order to discuss your experience.
I will contact you next week to set the time for meeting with you and your team. If you have any questions left, please write or call me.
That is just a simple guide that shows how to write follow up email after the meeting. You can be more specific in your own letters.
Remember always to write a message to your client after you had a meeting. Learn more about following up and building strong and long-lasting business relationships using this instrument. But pay attention to make it right. Work on proper subject line, check the spelling and grammar before sending make sure you are using the right address and contacting the right person. Also, keep your message short but meaningful. Do not forget to thank the person for his or her time, for instance, and other things you may discover. If you face difficulties in creating your own text, use the existing follow-up email after networking event samples as a starting point but make sure you did enough personalization.