Writing a good sales follow-up email can feel tricky—too soft and it gets ignored, too aggressive and it’s off-putting. This guide breaks down exactly how to write follow-up sales emails that work in 2025. From sales follow-up email templates and samples to smart follow-up strategies, you’ll find practical advice, proven examples, and simple ways to stay helpful without sounding pushy. Whether you're selling software or hardware, this guide will help you turn cold leads into closed deals.
"Should I follow up again, or will I sound desperate?"
"What if they ghosted me? Is it even worth reaching out?"
"How do I write a follow-up email that actually gets a response?"
If you’ve ever asked yourself these questions, you’re not alone. Following up after a sales pitch, a demo, or an introductory call can feel like walking a tightrope. You want to stay professional, stay persistent, and above all, stay helpful.
In this guide, we’ll walk through how to master the sales follow-up email in 2025, with examples, templates, and tips that are specific, not vague. Whether you're selling software, services, or even high-performance gear like the HP31D headset or the OpenEar Pro, these tips will help you close more deals—without sounding pushy.
Sales Follow-Up Email: Why It Matters More Than Ever
Most sales don't happen after the first email. In fact, most don’t happen until the fifth or sixth touchpoint.
A sales follow-up email is the message you send after your initial outreach, call, or demo—usually to move the conversation forward, confirm interest, or reignite engagement.
Here's why it's essential:
- 80% of sales require 5 follow-ups, yet most reps stop after one.
- Buyers are busy. Even when they're interested, they forget to respond.
- The right follow-up builds trust and shows commitment.
If your competitors aren't following up effectively, you’ve got an open door to walk through.
Follow-Up Sales Email: Writing Messages That Get Replies
Let’s be real—nobody wants to read another boring email that says, "Just checking in."
A follow-up sales email should do more than nudge. It should move the deal forward. Think of it as an opportunity to re-engage and re-deliver value.
Here’s what a strong follow-up should include:
- A clear subject line
- Avoid "Checking In"
- Try: "Quick Note on [Pain Point] We Discussed"
- Context
- Remind them where you left off
- New value
- Share a resource, a new idea, or a solution
- CTA (Call-to-Action)
- Keep it simple: "Can we schedule 15 minutes this week?"
Example:
Subject: Quick Idea to Simplify Your Remote Calls
Hey [First Name],
I was thinking about our chat last week. You mentioned your team struggles with noisy backgrounds during virtual meetings. I thought this product breakdown on the OpenEar Pro headset might be helpful—it’s got dual ENC mics and keeps ears open for awareness.
Would love to hear your thoughts. Want to book a quick call later this week?
Best,
[Your Name]
Sales Follow-Up Email Template: Make It Easy to Repeat
A sales follow-up email template is your reusable framework to save time and maintain consistency.
But beware: Templates should be personalized, not robotic. Think structure + flexibility.
Template #1: After a Demo
Subject: Thoughts on Today’s Demo?
Hi [Name],
Thanks again for joining the demo today. As promised, I’ve attached a summary of what we covered. Based on what you shared, I believe the HP31D headset could be a perfect fit for your hybrid team.
Would you be open to a follow-up call next week to discuss rollout options?
Cheers,
[Your Name]
Template #2: No Response After First Email
Subject: Just Want to Be Helpful
Hi [Name],
Not sure if my last note got buried. Totally understand how busy things get.
In case you’re still thinking about ways to improve team communication, here’s a quick look at how the OpenEar Pro helps warehouse teams stay aware and connected.
Would a short call tomorrow or Friday work for you?
Best,
[Your Name]
Sales Follow-Up Email Sample: Real Emails That Work
Let’s break down a sales follow-up email sample that has proven to work.
Sample: After They Download a Resource
Subject: Saw You Downloaded Our Guide
Hey [Name],
I noticed you downloaded our guide on remote meeting optimization.
If you’re exploring ways to improve clarity and comfort in long Zoom sessions, our HP31D headset might be exactly what you need. It's plug-and-play and super lightweight—great for long sessions.
Want me to send over a product comparison chart?
Let me know!
[Your Name]
Why does this works:
- References an action they took
- Offers value without pushing too hard
- Easy CTA
Sales Follow-Up Email Examples: What to Say and When
You don’t need dozens of examples—just the right ones at the right moments.
Here are 3 practical sales follow-up email examples:
- After the First Call
Subject: Next Steps After Our Call
Hey [Name],
Great speaking with you earlier! Based on your goals, I think the HP31D headset would help your team cut down on distractions during meetings.
Here’s a one-pager with details and pricing. What day works for a quick check-in next week?
2. After a Demo
Subject: Feedback From the Demo?
Hi [Name],
Thanks for joining the demo! Curious if the OpenEar Pro stood out to you. Would love your thoughts on how it could fit your team’s needs.
Can we hop on a call to review options?
3. After No Reply
Subject: Still Interested in a Quick Chat?
Hi [Name],
Just circling back—if improving audio quality and comfort are still priorities, I think you’ll really like the HP31D headset. It’s a solid upgrade from standard earbuds.
Let me know if you’d like to try a sample or see customer reviews.
Best,
[Your Name]
Follow Up on Sales Email Without Sounding Pushy
Following up doesn’t have to feel awkward.
The key to a strong follow up on sales emails is to provide ongoing value. Don’t just ask for something—give something new.
Do:
- Add a new insight, link, or offer
- Keep your tone friendly
- Respect their time
Don’t:
- Guilt them
- Use vague phrases like "just checking in"
- Overwhelm them with long paragraphs
Pro Tip:
Record a quick 30-second video instead of typing. Use a camera like the All-in-One Camera 360 Pro to add a personal touch. It helps build trust, especially when you're following up multiple times.
Example: Video Follow-Up Email
Subject: Quick Video Note for You
Hi [Name],
I recorded a short video to recap our conversation and share a few ideas on how we can help you streamline virtual meetings. It’s only 45 seconds long—hope it helps!
[Link to video]
Would love your feedback.
Final Thoughts: Follow-Up That Feels Human and Closes More Deals
Following up in sales doesn’t have to feel like pestering. When done right, it shows you care about the customer’s success, not just your quota.
Use the templates and examples in this blog to bring structure to your strategy. Be clear, be kind, and always add value.
If you're ready to upgrade the tools you use during calls and demos, consider checking out:
- HP31D Headset: Professional sound, zero distractions
- OpenEar Pro: Comfort + clarity for all-day wear
Every follow-up is a second chance to connect. Make it count.
