🧲 3 follow-ups that can save a sale

Timing and messaging for maximum engagement

Author

Yannick Veys
May 17, 2025

The follow-up is often where you win or lose deals. 

Whether you're sending a message after an initial outreach, a meeting, or a proposal, knowing the best times and messages for following up is essential. 

Here's how to follow up at the right time in different situations (with examples).

1. After no response to your initial message

People get lots of messages every day. 

Not replying doesn’t always mean they're not interested. It might just mean they're busy or forgot.

Best Practices

  • Wait before following up: Wait 2–3 days after your first message before sending another one. This shows you're interested without being annoying.

  • How often: Send 2–3 follow-ups spaced 3–5 days apart. If there’s still no reply, you can consider stopping.

  • Clear call to action: End your message with an easy next step, like suggesting a quick call.

Example:

Hi [NAME],

Just checking in about my last message regarding [topic]. I know things get busy, so I wanted to see if you had any questions.

Are you free for a quick chat in the next few days?

Thanks!

[SIGNATURE]

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2. After a discovery call

Following up after a discovery call or a meeting is crucial to keep the conversation going and show you’re serious about helping.

Best Practices

  • Quick follow-up: Send your follow-up within 24 hours to stay fresh in their mind.

  • How often: Send one follow-up right after the call. If there’s no reply, you can follow up again 3–4 days later.

  • Summarize main points: Briefly recap the main topics and any agreed-upon next steps.

  • Answer questions: Clear up any confusion or send extra details if needed.

  • Suggest next steps: Recap when you will meet again, and what tasks should be completed by that time (during a discovery call, you should always agree to a second meeting to close the sale, so this follow-up serves only as a reminder).

Example:

Hi [NAME],

Thanks again for the chat yesterday. Based on what you shared, I’ve noted that your main goal is [insert goal], and that you're looking to [insert pain point or next step].

I’ve attached the [relevant info or resource] we discussed. Let me know if anything's unclear.

As agreed, our next call is on [date]. If anything changes, feel free to reply here.

Best,
[SIGNATURE]

3. After sending a proposal 

After you send a proposal or additional info, you need to check if they received it and clear up any doubts.

Best Practices

  • Quick check-in: Follow up 2–3 days after sending the info to make sure they got it.

  • How often: Send 1–2 follow-ups over the next 7–10 days. If no reply, give it some time and follow up again a few weeks later.

  • Clarify and explain: Make sure the person clearly understands what you've sent and how it helps them.

  • Encourage feedback: Ask if they have questions or concerns.

  • Suggest a call: Offer a meeting or a call to discuss further.

Example:

Hi [NAME],

Just following up on the proposal I sent over on [DATE]. I wanted to make sure it landed in your inbox and to see if you had any initial thoughts.

If anything’s unclear, I’d be happy to walk you through the key parts. Would a quick call this week be helpful?

[SIGNATURE]

The Art of Follow-Up

After no response to your initial message

After a discovery call

After sending a proposal

When to follow up first

2–3 days after the first message

Within 24 hours after the meeting

2–3 days after sending the proposal

How many follow-ups and how often

2–3 times, spaced 3–5 days apart

Once after the call, again after 3–4 days

1–2 times over 7–10 days, then pause

Call to action

Ask for a quick chat or check if they saw it

Recap next steps, ask if they have questions

Confirm receipt, offer to explain, or call

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Turn đť•Ź and Instagram DMs into your sales CRM

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That’s it for now, everyone! We’ll meet again next week to discuss some more of this!

Feel free to reply to this email. It goes directly to me.

Cheers,

Yannick