How to Write a Follow Up Email
Read all emails thoroughly before responding., Evaluate the tone of an email., Make note of the date and time the email was sent., Read the email a second time before responding., Pay attention to who is copied in on the email., Err on the side of...
Step-by-Step Guide
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Step 1: Read all emails thoroughly before responding.
In no situation should you respond to the first question without reading others. -
Step 2: Evaluate the tone of an email.
If it has a formal tone, you should respond in a formal way.
Try to give people the benefit of the doubt, if an email comes across as aggressive or rude.
It is far more difficult to convey emotions in email than in a call. , Try to respond to all important emails within 24 hours.
Use your email program's flagging option to place emails in order of priority in your inbox. , For more confusing emails, read it 3 or 4 times.
If the email is confusing and the person can be called, pick up the phone and talk to them.
Sometimes a short phone call can stop email replies from becoming distorted. , You should reply to all, and take into account the managers or other departments that will use and see your email.
The more people who are copied in on the email, the more careful you should be when sending a reply.
If you were copied in the cc line, you most likely do not need to respond. , Unless you are close with the person and writing about personal matters that are unrelated to business, you should use a greeting, salutation and signature. , For instance, if your boss sends out an email to all employees, but you have a specific question regarding it, only reply to your boss. , It will be easier for the person to understand its importance and find it at a later date. , People view emails on tablets, smart phones and other devices that do not always take into account formatting decisions.
Remove italics, bolding and never write in all caps. , This can be formal, such as "Dear Mr.
Gentry:" or it can be less formal, such as "Hello, Joe:"
A little flattery can go a long way.
Keep it very short. , Anything that is included in the first paragraph will get the most emphasis. , If there are more than 3 questions, copy and paste the questions in your reply, then answer them below the written question.
You can place a dash or bullet underneath the question to indicate your answer.
Some people use different font colors, but this may not translate to all devices. , As with greetings, do a formal greeting like "Sincerely" or a less formal "Talk to you soon."
Many email programs have automatic signatures, but others require manual insertion. ,, Email is a short form of communication, and emails should aim to be only a couple of paragraphs, unless you are submitting a report. , Think of it as a professional communique that will be saved, not a throw-away document.
Most company and personal emails are kept indefinitely. , It does not translate well as humor. , Use a phone or meeting to bring up personal problems with someone else. , They are usually reviewed and they can be a reason for job dismissal. -
Step 3: Make note of the date and time the email was sent.
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Step 4: Read the email a second time before responding.
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Step 5: Pay attention to who is copied in on the email.
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Step 6: Err on the side of caution with all professional emails.
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Step 7: Do not reply to all if the information does not relate to other people.
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Step 8: Change the subject of the email
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Step 9: if it will refer to several things.
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Step 10: Remove all formatting.
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Step 11: Begin your email with a greeting.
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Step 12: Thank the person for their email
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Step 13: if it is useful
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Step 14: creative or timely.
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Step 15: Respond to pertinent questions first.
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Step 16: Learn how to answer a multiple question email.
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Step 17: Add salutation at the end.
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Step 18: Add a signature below your sign off.
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Step 19: Spell check all email replies.
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Step 20: Remove extraneous information.
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Step 21: Proof your email before you send it.
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Step 22: Avoid using sarcasm in emails.
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Step 23: Refrain from criticizing over email.
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Step 24: Steer clear of sending personal emails using a company email account.
Detailed Guide
In no situation should you respond to the first question without reading others.
If it has a formal tone, you should respond in a formal way.
Try to give people the benefit of the doubt, if an email comes across as aggressive or rude.
It is far more difficult to convey emotions in email than in a call. , Try to respond to all important emails within 24 hours.
Use your email program's flagging option to place emails in order of priority in your inbox. , For more confusing emails, read it 3 or 4 times.
If the email is confusing and the person can be called, pick up the phone and talk to them.
Sometimes a short phone call can stop email replies from becoming distorted. , You should reply to all, and take into account the managers or other departments that will use and see your email.
The more people who are copied in on the email, the more careful you should be when sending a reply.
If you were copied in the cc line, you most likely do not need to respond. , Unless you are close with the person and writing about personal matters that are unrelated to business, you should use a greeting, salutation and signature. , For instance, if your boss sends out an email to all employees, but you have a specific question regarding it, only reply to your boss. , It will be easier for the person to understand its importance and find it at a later date. , People view emails on tablets, smart phones and other devices that do not always take into account formatting decisions.
Remove italics, bolding and never write in all caps. , This can be formal, such as "Dear Mr.
Gentry:" or it can be less formal, such as "Hello, Joe:"
A little flattery can go a long way.
Keep it very short. , Anything that is included in the first paragraph will get the most emphasis. , If there are more than 3 questions, copy and paste the questions in your reply, then answer them below the written question.
You can place a dash or bullet underneath the question to indicate your answer.
Some people use different font colors, but this may not translate to all devices. , As with greetings, do a formal greeting like "Sincerely" or a less formal "Talk to you soon."
Many email programs have automatic signatures, but others require manual insertion. ,, Email is a short form of communication, and emails should aim to be only a couple of paragraphs, unless you are submitting a report. , Think of it as a professional communique that will be saved, not a throw-away document.
Most company and personal emails are kept indefinitely. , It does not translate well as humor. , Use a phone or meeting to bring up personal problems with someone else. , They are usually reviewed and they can be a reason for job dismissal.
About the Author
Raymond Richardson
Enthusiastic about teaching lifestyle techniques through clear, step-by-step guides.
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