In the competitive environment of 2025, successfully following up with a client after sending a proposal is a major challenge for salespeople. Email communication remains an essential lever, but it must be tailored and strategic to stand out. Email templates, if intelligently designed, not only allow you to maintain contact but also engage the prospect in an accelerated decision-making process. To optimize each of your follow-ups, it is crucial to consider timing, personalization, and the added value provided at each stage. Using tools such as MailChimp, SendinBlue, or Sarbacane facilitates the management of these campaigns while ensuring a consistent and relevant approach.
Why mastering email templates to follow up with a client is strategic in 2025
Prospecting figures show that 70% of prospects make a decision after several contacts. Regular follow-ups, when well-calibrated, significantly increase conversion rates. Additionally, by using proven email templates, salespeople save time while ensuring consistency in their messaging. Furthermore, personalization via CRMs like Odoo or Mailjet allows each message to be tailored to the customer’s profile, thus strengthening trust and willingness to respond.
Key challenges of follow-ups in the sales cycle
- Maintain contact : Don’t let the prospect drift off after sending a proposal.
- Reassure the potential customer : Show them that you understand their needs and that your solution remains relevant.
- Create value : Provide new resources or testimonials to revive interest.
- Get feedback : Move the sales process forward or identify an objection to address.
- Optimize timing : Know when and how to follow up to maximize impact.
How to Structure a Follow-Up Email to Maximize Impact
The structure of each email should be clear, concise, and action-oriented. In 2025, the trend is toward fine-grained personalization, avoiding any generic language that could come across as spammy. The wording should be based on a precise understanding of the prospect’s context, their needs discussed during previous exchanges, and any potential objections.
The Essential Components of an Effective Follow-Up Email
| Element | Description | Example |
|---|---|---|
| Subject | Clear, precise, and inviting the reader to open | “Following our last exchange—A proposal to boost your growth” |
| Introduction | Reminder of the recent context and mutual interest | “Hello Sophie, I wanted to follow up on our discussion about your expansion project.” |
| Body of the Message | Offer added value or a relevant resource | “I am attaching a recent study that shows how other similar companies have successfully completed their digital transformation.” Call to Action |
| Clear, simple, and focused on what’s next | “Would you like to schedule a short interview to explore these options further?” | Signature |
| Human, with full contact information | “Sincerely, Antoine – Digital Strategy Consultant” | Email templates for following up with a client, step by step |
To maximize response rates, each step of the follow-up process must follow a clear logic. In 2025, automation, aided by tools like MailChimp or GetResponse, allows you to send tailored and personalized reminders while maintaining a human touch. Here are five templates adapted to each key moment in the follow-up cycle.
1. Follow-up after sending a proposal without a response
After sending a proposal and allowing a reasonable period of time to pass, the first message should reiterate the client’s interest and offer a new point.
Ideally, three or four days after sending
- Example subject line: “Have you had the opportunity to review our proposal?”
- Content: remind the value, ask an open question, suggest a meeting
- 2. Follow-up following an interview or demonstration
After a videoconference exchange, it is essential to confirm interest and address any objections raised.
D+7 or D+10 to avoid the forgetting effect
- Example: “Following our interview, I wanted to share this relevant case study with you.”
- Include a link to a resource or customer testimonial
- 3. Reminder concerning a special offer or a time limit
Creating a sense of urgency with a specific deadline encourages action. For example, a promotional offer or a limited time reduction.
Example subject: “Last chance to take advantage of our exclusive offer”
- Content: remind the limit, insist on the exceptional value, propose a final exchange
- 4. Follow-up after a rejected proposal or objection
The message must demonstrate active listening and propose an alternative solution or a spread of the project.
D+15 or later, depending on the situation
- Example: “I understand your position, here is an option that fits your budget.”
- Include a testimonial or study to strengthen the offer
- 5. Last reminder to close the relationship or follow up later
This involves closing gently if no response has been obtained, or offering to get back in touch at a later date.
Example: “I remain at your disposal if you wish to discuss again later.”
- Polite formula: “Wishing you excellent continuation,…”
- Use management and monitoring tools for an efficient recovery in 2025
Innovating in recovery also relies on mastering tools like Odoo, Mailjet or Outlook. These solutions allow you to plan sequences, automate the sending of email templates, and analyze open and click rates.
Key features to leverage
Segmentation
- : Target precisely by industry, behavior, or profile Automation
- : Schedule automatic campaigns at different times Dynamic Personalization
- : Adapt content based on CRM data Tracking and KPIs
- : Measure open, click-through, and conversion rates to adjust models Multichannel
- : Combine email, SMS, social media, and calls for a comprehensive strategy Example of effective integration
A company, using Sarbacane, offers a series of automated follow-ups for its B2B clients. After sending a proposal, each step is scheduled to occur at the right time, with personalized messages for each segment. The result: a 35% increase in response rates in six months, with easier management. Useful links to further your recovery strategy in 2025
Email templates for organizing a discovery call
