How to Write Follow-up Email after Providing Service [Follow-up Email Templates]

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Customer service isn’t limited to solving an issue. Many times, companies’ customer service stops once the issue has been solved. You must also follow up to show your clients that you care. In this blog, learn how to write a follow-up email with ease using an email example of every case.

Customer service is a critical aspect of a successful and thriving business, regardless of its industry.

However, providing outstanding customer service and support requires more than just addressing queries and moving on. Your sales professionals should be capable enough to understand the issue of the customers and provide them a liable solution. Consistent follow-ups are essential to ensuring the customer is satisfied and pleased with the resolution.

Therefore, if you want to be a successful business owner, you must expand your company, raise the standard of your services, and cultivate relationships with customers. 

And one of the simplest ways to stay in touch with your clients is to send them a follow-up email after the job is completed.

Watch this:

However, you must understand that there’s no generic after-service follow up email template that works for all businesses in every circumstance. And it can also be overwhelming at times to figure out what to convey in the appropriate manner. You must use case studies to learn how exactly sales follow up email works, how much is its response rate, and what are the do’s and don’ts of it.

To help you overcome this roadblock, we’ve compiled a list of five follow-up email examples of messages (concerning five different situations) that you can customize accordingly and send to your customers.   

By sending a follow-up email after providing service, you can get in touch with your clients and even do more business with them in the future.

📝Key Takeaways:

  • A follow-up email message must always include a CTA as it directs the client on what to do next.
  • Always keep the content of your follow-up email short and crisp and write it in an understandable language. This ensures that the client won’t struggle to understand the matter and get frustrated due to a lack of clarity.

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What to Include While Writing a Follow-up Email?

Here’s a listicle of things you must include while writing a follow up email after providing service or doing business:

1. Thank you note for the business

how to follow up without being annoying

Once you are done providing the service, you must inform your clients. A follow-up email after providing a new or recurring service makes your business look more professional and customer-oriented. 

Your polite follow-up email should also include a thank-you note expressing gratitude and appreciation for doing business with your company.  

This puts your customer support team in great light for providing an excellent customer experience and opens the door for future communication (if and whenever needed). It also ensures that your clients remember you when they need a service you provide and schedules an appointment for a new business.

2. Request a feedback

Positive feedback from a client tells you that you are doing good and encourages you to be consistent and keep giving your best. 

Negative feedback, on the other hand, can be tough to take, but it certainly tells you how you can improve your customer service. It also sheds light on how to fix the problem and maintain relationships with your existing and new customers.

Both types of feedback help your employees improve, and your business grow. However, most clients won’t bother providing feedback or reviews and ratings unless you ask for it.   

Sending a follow-up mail where you request feedback or your customer’s honest reviews and ratings is a great option to connect with them in a professional manner and yet with a dash of personalization. For convenience, you can also include a client feedback survey if you want.

3. Market your service

When you’re sending a follow-up email, customer service should be your first priority. Still, it’s worth considering any opportunities to build repeat business after that initial appointment.  

If you work for it smartly, you turn a one-time cleaning job into a weekly cleaning schedule or an appliance repair job into an annual maintenance contract (AMC). You can certainly turn a spring cleanup into periodic lawn care maintenance visits with persistence and consistency.  

When you’re sending an email to a customer after finishing the job, don’t forget to include details about any service packages you offer or a new discount as a special deal to hire your services again in the future.

4. Encourage to refer you

how to write follow up email after no response

When you’re trying to highlight a new service, the best way for it to get noticed or to start advertising it is by targeting your current customers.

A referral from a satisfied customer says a great deal about your reliability, expertise, and service standards. If you have a client referral program, the best place to advertise it is in a follow up email after providing service.

After all, if a client is pleased with the job, they are more likely to recommend it to their friends and relatives.

5. Request to stay connected via social media

Social media is a great place for you to interact with your clients and grow your customer base. 

If you have business pages on major social media platforms such as Facebook, LinkedIn, Instagram, Twitter, etc., your follow-up emails to customers can point your clients towards those pages and other business platform pages.

These pages offer your customers the chance to take advantage of exclusive promotions, receive special discounts, and remain informed about your company’s activities. 

If your current customer base engages with your posts by liking and sharing them, their relatives and friends will see them as well. 

Therefore, always ask your customers to join you on social media to show their support and also receive incentives. This way, you can also secure prospective clients with their help.

Now that you know what crucial things you must include in a follow-up mail. Let’s check out some of the follow-up email templates for certain situations.

5 Follow-up Email Samples That Work

Example of a follow-up email for a happy customer

1. Example of a follow-up email for a happy customer

Hi [Customer’s Name],  

You are most welcome for choosing to show your kindness and appreciation for the time and efforts we invest in providing customer service of the highest quality. 

For that, we are sincerely grateful! Clients like you are the motivation that pushes us to do our jobs efficiently every day. 

Please do not hesitate to contact us again if you have any other queries, concerns, or issues. We are only one email away and will be delighted to help you always.


[Your Signature]

Example of a Follow-up email for a not-satisfied customer

2. Example of a Follow-up email for a not-satisfied customer

Hi [customer’s Name],

I’m sincerely sorry about the less than supreme customer experience you had the other day with our support team. 

I assure you that we are certainly going to put our entire customer support team through additional training to ensure situations like that won’t happen again.

In the interim, if there’s anything more we can do to help you, please don’t hesitate to let me know. We will surely address if you have any queries, feedback, or problems.


[Your Signature]

Example of a Follow-up email for review and ratings

3. Example of a Follow-up email for review and ratings

Hello [Customer’s Name],

We’re writing to follow up on your recent problem with [specifics of the problem], which was addressed and resolved on [date].

We aim to deliver the best customer service for our clients and are constantly looking for ways to improve. We would sincerely appreciate your feedback if you could take a few moments to complete our short survey below.

Please tell us how easy or difficult it was to resolve your problem on a scale of 1-5.

1 = incredibly difficult

2 = Extremely difficult

3 = moderately difficult

4 = Extremely easy

5 = Incredibly easy

In the future, kindly don’t hesitate to get in touch with us once again if there’s anything more we can do to aid you.


[Your Signature]

Example of a Follow-up email to upsell your services

4. Example of a Follow-up email to upsell your services

Hi [Customer’s Name],

Our techs have successfully completed [Job Description].

If you would like to make this a routine service, we are offering a 20% discount to our new customers currently. When you sign up for one of our monthly packages, you will be able to avail this discount.

Kindly don’t hold back from getting in touch with us directly if you want to set up a recurring service or have any questions regarding any of our other offerings.

We truly appreciate that you chose us for our service and look forward to working with you again in the near future!


[Your Signature]

Example of a Follow-up email for a survey invitation

5. Example of a Follow-up email for a survey invitation

Hi [Customer’s Name],

You recently contacted us about [details of the issue], which was addressed on [date]. We’d love to hear about your interactions with our customer support representatives.

Can you please spare a moment to complete this little survey? We promise it’ll take you less than half a min to answer! 

Thank you so much; your honest feedback will help us work and assist you better in the future.

Click here: [Survey Link]


[Your Signature]

Automate Follow-up Process

A professional email reminder tool can help keep your projects on schedule and, therefore, should be part of a comprehensive follow-up strategy.

You can choose to use software solutions to automate your email reminders if you want to create an appealing and robust follow up email sequence. 

Here are a few of our preferred software solutions to accomplish this:

1. FollowUpThen

With FollowUpThen, remind yourself or someone else when they haven’t responded in a certain time period. You can remind them without installing anything additional as it only requires an email address to do the job.

2. Content Snare 

You can use Content Snare’s reminder schedule or make your own. You can also create as many follow-up emails as you want that are automatically generated with project information, ensuring that your customer always answers with whatever information you require.

3. Built-in snooze feature in Gmail

Simply locate the email you want to snooze, choose a date and time, and that specific email will return at that time and date. This is an effective method to remind yourself that you must follow up with your customer.

What Are the Steps to Consider for Writing a Follow-up Email?

Here are the essential steps to consider when drafting a follow-up email:

Step-1. Specify the reason for sending the follow-up email

his is the first step that you must do before drafting your email. You must define why you are sending this follow-up mail in the first place.

Step-2. Create a compelling email subject line

The first thing a prospective client sees in an email is its subject line, and if you are successful in attracting the prospect’s attention, you will notice a high open rate.

To create effective subject lines, you need to keep them short. If not, they won’t completely appear on the screens of mobile devices. Therefore, use fewer words and keep it crisp and engaging to convey the message in such a way that the prospective client doesn’t lose interest.

Step-3. Offer value 

Sending a follow-up email just for the sake of it would do no good to your sales numbers. 

You must strive to make the email worth reading and responding to. If possible, offer something in return that the prospect would find useful. It can be anything like free follow up templates, an e-book, or a free trial.

Step-4. Keep your follow-up email’s language simple

The message you want to deliver in the follow-up mail should be clear and to the point. It shouldn’t take more effort on the part of the reader to comprehend it. 

With a good CTA, get to the point and inform the reader what you anticipate them to do. This will improve the chances of your follow up emails getting responses.

Step-5. Conclude your email naturally

You must conclude your follow-up mail as naturally as possible while considering previous email interactions. There is no absolute rule for this; therefore, you are free to finish the email in any way you see fit while keeping the prospective client in mind.

Step-6. Plan your next follow-up emails

When you have a plan, everything goes well. Based on your sales funnel, you must draft the initial and follow-up mails ahead of time. Be prepared to take action if the new clients do not respond to your follow up emails and make it as convenient as possible.

Which Mistakes Should You Steer Clear of When Writing a Follow-Up Email?

Sales reps make some typical email mistakes that appear to be minor but can have a significant impact on your sales figures. Let’s have a look at what they are and how to prevent them:

Mistake-1. Including the phrase ‘follow-up’ in the email subject line

Some sales representatives use the phrase ‘follow-up’ in the subject line of their emails. 

This is not the best strategy because it adds nothing to the value of the email. It rather increases the probability of the receiver completely ignoring your email. 

So, consider drafting a subject line that appears to be relevant to your earlier email.

Mistake-2. Forgetting to include a CTA

When you send an email to a potential client, including the follow up email, you must have a CTA or call-to-action. If you don’t include a CTA in your email, the recipient will be left in the dark and won’t know what to do next after reading it.

The CTA might be anything from a client response to a call-back or a request to fill out a survey form. Just be sure to maintain the CTA’s clarity.

Mistake-3.  Failing to follow up on time

It is preferable not to delay sending your follow-up emails for too long. It would be best to keep the waiting period around three days rather than seven to ten days.

Waiting too long could lead the clients to forget the CTA and what you expected them to do. It doesn’t matter what’s your business or what industry you work in; the timing of your follow-up mail is very important. You will lose your prospects if you wait too long.

7 Follow-Up Emails Thumb Rules

When keeping up with clients after giving them a demo or providing a service, you must adhere to a few recommended follow-up emails thumb rules.

1. Wait before following up

It’s not a good idea to contact them again for a follow-up shortly after speaking with them. Send a follow up email after two to three days (unless you require an immediate response). Additionally, never send it on the weekends or after business hours; send it during an appropriate time of the day.

2. Patience is the key

Even if you’re under pressure to meet your goals, don’t transfer that stress to the client. Be as patient as possible and avoid rushing into things. If you make it appear overly urgent, the prospect will become disinterested in your offers.

3. Prepare the team

When you decide to follow up with a client, ensure that your staff is prepared to handle challenges (if any) that might come during the process. If there is an issue in the approach after you contact a prospect, you risk losing them.

4. Remember the previous discussion

Review to see if you addressed all of the concerns in the email. The prospect should be aware of every aspect of your most recent interaction with them.

5. Make it personal

While looking for follow-up email templates such as the ones provided in this blog post is a good place to start, you should personalize your messages to build a stronger relationship.

6. Specify timings

If you require a response in a specific timeframe, be explicit about the days and times in your follow-up mails. Clearly state what and when you need it if you are asking your client for certain information. Don’t forget to tell them what you intend to do with the information.

7. Be future-oriented

There’s no need to ask for a reason for lack of response; instead, focus on the future relationship, which will help you retain clients.

These follow-up email thumb rules will help you to craft your emails better. Therefore, make sure to follow them for better results.

Want to Automate Follow-Ups?

InvoiceOwl helps you automate follow-ups for your payments and service feedback requests as well.

Frequently Asked Questions
  1. What exactly is a follow-up email?

    An email sent to a client after the initial email or when the client has reached a certain level in the buyer journey is referred to as a follow up email.

    To find out how they feel about the product or service, you may also send a follow-up email to someone who is currently through a trial period.

  2. How do you follow up on a client complaint?

    You can follow up on a client complaint by asking for constructive feedback on how the matter was handled successfully. You can also offer to attempt to resolve it if the matter isn’t addressed yet.

  3. Why should you deliver a follow-up email to a customer?

    A professional follow-up mail to the customers might serve as a gentle reminder, engaging you with potential and old clients.

    A follow-up email would not be required in an ideal situation. However, because employees are drowning in digital communications, millions of emails are overlooked daily. The trouble is that most of us do not have time to respond to so many emails we receive every day.

    To remedy the situation, you can send follow up emails to your clients. It’s necessary to get things back in order and scale your business.

  4. What should you include in an email follow-up?

    A follow-up email is sent to a customer you have provided a service with and asks if there’s anything else you can do for them.

    In the follow-up mail, you must state its purpose crisply and directly. You must also include a strong CTA and mention the timing if you expect a reply in a certain period.

Leverage the Power of InvoiceOwl to Scale Your Business

Now that you know how to compose follow-up emails to provide greater customer service and retain clients, you should also know that this isn’t the only way to grow your business.

You can leverage other digital tools to streamline your business processes with automation.

InvoiceOwl is one of the industry’s finest estimate and invoice software for contractors that can help you create invoices, estimates, and purchase orders fast with automation.

It can help you:

Go for our FREE trial today and see the positive differences it makes!

Author Bio
Jeel Patel
Jeel Patel

Jeel Patel is the founder of InvoiceOwl, a top-rated estimating and invoicing software that simplifies the invoicing and estimating processes for contractor businesses. Jeel holds a degree in Business Administration and Management from the University of Toronto, which has provided him with a strong foundation in business principles and practices. With understanding of the challenges faced by contractors, he conducted extensive research and developed a tool to streamline the invoicing and estimating processes for contractors. Read More


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