Whenever you send a follow-up email to your customers and prospects, it’s important to make sure that the message is received with enthusiasm. The more positive the email, the greater chance that the recipient will return and lay down an opportunity to do business with you. Unfortunately, many businesses overlook the importance of making sure that their messages are received by their targets efficiently. This can lead to a lack of response or even abandonment of further efforts.
In this article, you will learn how to create an effective follow-up email that will increase your chances of converting your leads into clients. You will also receive helpful tips on how to write a follow-up email that is both professional and personal at the same time. A successful follow-up email has two main goals: To acknowledge receipt and get as much information from your recipient as possible. To also explain what needs to be done next, the strategies outlined below should help you craft your tailored follow-up emails:
Inform Them About What’s Happening
A well-written and CTA-stuffed follow-up email should include all vital information about the situation, if not all, then all the points which can cover the basics and give the client an update about the next steps of the case. Start the email content by what are the next steps involved to move forward with the case; How long can the case take? What will happen if they don’t respond to it, what happens if they do respond, and how will you move forward with this case?
Briefing them with an outline would give them a way to take action on this email and follow up with you for the next part of the process.
Templates you can copy, ANYTIME! (Secretly Inserted Below⬇)
Tell Them How They Can Reach You if They Have Questions.
One of the major setbacks of a follow-up email is that law firms don’t provide the source of communication, a client should have a contact among all the necessary contacts that include a business phone number, business email address, and your legal website.
A contract where the client can follow up regularly with instant or fast replies.
Suggest Other Options That Can Help Them With Their Case.
Sometimes It might come as a way that your potential lead is not of your domain and you can’t help them. In such cases to woo the client in the future, he might come your way with a case you can help with. Explain all the other options they have, and refer them to a list of other lawyers to contact if you don’t think you can help them. Brief the client about how to contact your firm if they have questions. Always give the client something to look forward to or the next step in their case. When sending the follow-up email, finish with a tentative date to accept an update from you or your team and any next steps, such as documents that need to be gathered. Mention all the documents and steps required for the next steps.
Here are the Top Researched Pre-Made Follow-Up Templates That Can Be Used By Your Law Firm.
1. First Interaction- Follow Up
The First interaction after a brief consultation is a key to onboarding the client with you. Make sure you send me all the details and cover the points highlighted above. Here are a few templates that can help you send a perfectly curated follow-up email.
Scenario: You just had the first meeting with Jane ( a potential client of yours, who’s stuck into some legal issues in his contractor’s business), what would be the next steps, which you would share via email.
Subject: Next steps [Case/ Project Name]
Hi, Jane/ ( The company name ),
Thanks for joining the call the other day. As discussed in the meeting, we are looking forward to helping you with the case.
To guide you on what the next steps look like, here are some quick steps:
1. Documentation Gathering (case details end to end, POCs involved, workarounds desired, etc. )
2. Team Meeting (a meeting where the panel could consider the case and find some sufficient supporting shreds of evidence and criteria to work upon)
3. Client/ Lawyer Communication (ensuring client-lawyer communication through the law firm’s client portal to ensure seamless data flow)
These are the ongoing steps that we’ll be following. Do keep us posted about the documents part from your end.
Looking forward to subsequent conversations.
Best,
Sarah
Junior Attorney
2. To Schedule a Follow-Up Meeting
Arrange a follow-up meeting to get a detailed view of your client’s case. To come and have a discussion with you, the client should be briefed on everything from the date, and time to what to expect in the meeting. Go through the templates mentioned below to get an idea of what you can send them.
Template 1
Scenario: No response from the client’s end since the first call, an email was drafted to follow up to seek further discussions
Subject – Hi, I think we lost touch!
Hi ( Client Name ),
As the first steps were done and we expected some documentation aspects from your end, it would be great if you could refer to the same so that our panel of lawyers could make the next move to assist you the best.
We are looking forward to your return, to develop some winning cases for you.
Let me know if that works for you.
Best,
Sarah
Junior Attorney
Template 2 ( Same Scenario: Different Approach )
Scenario – No response from the client’s end since the first call, an email was drafted to follow up to seek further discussions
Subject – (Lawfirm) says Hi, Would You Like to Move Forward to Find a Solution for Your Case?
Hi (Client),
We are in the process of developing the outline for your case (add case name). Do let us know the possible time at which we could be delivered the case details in the form of documentation.
Also, our team tried calling you several times but there wasn’t any response.
I know you might have been occupied with the priorities you had, feel free to reach the team or me personally whenever works best for you ( add a phone number), or shoot me any questions via email.
Best,
Sarah
Junior Attorney
3. To Retain a Long-Lost Client
One of the best ways to remind our previous clients is to send them a follow-up reminder, which can include any offer, a case study, or newsletters about the problems you think are relevant to their problem. Here are some follow-up emails through which you can gain the attention of your clients.
Template 1
Subject: Are you short on time, (Name)?
Hi (Name),
We know it could be frustrating sometimes to trust a law firm that understands your case rather than some who are just looking at you like some other potential leads to get money.
We at ( add your law firm’s/ business’s name ), not only ensures that your case is understood but also move forward with you on every step you desire.
We walk by you to practically guide you with no fake promises and 100% results.
The team received your inquiries a few months back but didn’t hear anything back. Was just wondering if we could connect over a call again
Feel free to use this link to schedule your call: (add your link)
Best,
Simran
Template 2
Short Approach ( Same scenario as above )
Subject: Quick Hello from ( Company/Business Name )
Dear [name],
At our last contact, we discussed [the project/problem/solution]. I’m checking in to see if you’ve ever been able to [complete your project/solve your problem]. Can you let me know if there has been any progress?
Best regards,
[your name]
4. Clients Left on The Dead Note
Your firm must have a list of clients that reached out to you but didn’t take any further steps, for such clients, we have created a specific follow-up email template.
Subject: We have an apology for GOOD NEWS!
Hi (Name),
The (company/ firm’s name) received your inquiry to work on your (add their case name).
We apologize for not getting back to you with the same. The reason for the same is that the team always reviews and responds to cases that they analyze that fit the best and they can deliver some value to the potential clients that’s why sometimes it takes time taking on our part to decide upon the next meeting with the client.
We have reviewed your case, and it seems that it fits best as we have possible workarounds to help you win the case.
Let me know if you could connect this week so that we can have a detailed discussion on the same.
Feel free to schedule a call from our calendar: (add your calendar link if you have one)
Best,
Simran
Summing Up
Your follow-up email is a crucial part of the sales process. It should be sent only after you have sent an initial email to your potential clients or customers. Have you ever had an incredibly awesome experience with a certain person or business, and then gone months without thinking about them? That’s a big red flag that your connection has vanished. Set a reminder to check in with that person again in a few weeks. If it’s been longer than that, make sure to schedule a consultation immediately.
Informing your contacts that you are thinking about them is a great way to start the conversation again. It also lets them know that you are still interested in working with them.
Inform them of what’s happening.
You can use any of the pre-made templates that are available on the internet or you can create your own. When you send the follow-up email, there are three things that you should focus on:
While it’s important to respect your reader’s time and not “pester” them, it’s also important to give them a reason to open the email.
Third, remember the golden rules of effective communication: Be brief, be simple and be to the point. You can also include any additional information that you think might be helpful to your readers, such as useful links or helpful resources if needed.Always give the client something to look forward to or the next step in their case.