This email template is designed for HR professionals who are looking to follow up with potential clients from recruitment agencies. It is particularly useful when a client has not yet committed to a partnership but has shown interest. This follow-up serves as a gentle nudge to remind them of the discussions held and encourages them to share their thoughts or decisions.
Template Email
Email subject line: Follow-Up on Our Recent Discussion – [CLIENT’S COMPANY NAME]
Dear [CLIENT NAME],
I hope this message finds you well! This is [YOUR NAME] from [YOUR COMPANY NAME], and I wanted to take a moment to follow up on our conversation from [PREVIOUS MEETING DATE].
During our last meeting, we discussed [briefly recap the main points or next steps]. I understand that choosing the right recruitment partner is a significant decision, and I’m here to assist you in any way I can.
If you have any questions or if there’s any additional information you need, please don’t hesitate to reach out. I would appreciate an update regarding your decision timeline, if possible.
Thank you for considering us as your recruitment partner. I look forward to hearing from you soon!
Best regards,
[SENDER NAME]
[YOUR POSITION]
[YOUR COMPANY NAME]
[YOUR CONTACT INFORMATION]
Why does it matter?
Following up with potential clients is crucial to building strong business relationships. It shows that you are genuinely interested in their needs and are committed to providing value. A well-timed follow-up can clarify uncertainties, reinforce your position in their decision-making process, and ultimately lead to successful partnerships.
When to send?
Ideal timing for this follow-up email is approximately one week after your last meeting. However, if you have agreed upon a specific timeframe for their decision, aim to send the email one to two days before or after that deadline. This demonstrates respect for their timeline and keeps the communication active.
What to include?
- Your name, title, and company to establish your identity.
- A brief recap of the key points discussed in the previous meeting.
- A polite request for an update on their decision-making process.
- Your contact information for easy follow-up.
Best Practices
- Be concise and respectful of the recipient’s time; avoid lengthy emails.
- Use a friendly yet professional tone to maintain rapport.
- Personalize the email by including specific details from your previous conversation.
- Set reminders for follow-ups to ensure timely communication.
Common Mistakes to Avoid
- Sending the follow-up too soon, which may come across as pushy.
- Neglecting to personalize the email, making it feel generic.
- Using overly complex language or jargon that may confuse the client.
- Failing to include your contact information, making it harder for them to respond.
