In the world of professional communication, nothing can be more frustrating than a lack of response to your emails. We’ve all been there—crafting an eloquent message, hitting send, and then hearing… nothing. It’s tempting to follow up with a curt “as per my last email,” but this phrase can come off as passive-aggressive and may not yield the results you’re hoping for. Instead, let’s explore better ways to follow up and maintain positive professional relationships.
What Does “As Per My Last Email” Mean?
“As per my last email” is a phrase often used to refer to information previously shared in an email conversation. It serves as a reminder to the recipient about the content or request in the earlier message.
Why Do People Use It?
Many people use this phrase to emphasize that a certain point has already been mentioned. However, it can sometimes come across as impatient or condescending, especially if the recipient feels chastised for not responding.
The Impact on Professional Relationships
Using “as per my last email” can strain professional relationships. The phrase may create an impression of frustration or impatience, which can affect future interactions and collaboration.
Six Better Ways to Follow Up
1. Be Direct
A straightforward approach often works best when following up. Simply state your request again clearly and concisely.
- Example: “Hi [Name], I wanted to follow up on the proposal I sent last week. Could you please provide your feedback by Friday?”
This method keeps the focus on the request without implying any fault on the recipient’s part.
2. Restate Your Request
Sometimes, reiterating your original request in different words can be more effective.
- Example: “Hello [Name], I’m reaching out to see if you’ve had a chance to review the project timeline I sent. Please share your thoughts when you can.”
Restating your request shows patience and ensures clarity.
3. Pose a Question
Engage the recipient by asking a question related to your original email.
- Example: “Good morning [Name], have you had the opportunity to look over the budget proposal? I’d love to hear your thoughts on it.”
Questions can prompt a quicker response and indicate your interest in their input.
4. Pick Up the Phone
Sometimes, a phone call can resolve things more quickly than a series of emails.
- Example: “Hi [Name], I just wanted to follow up on my recent email. Can we discuss the details over a quick call?”
A call can provide immediate clarification and foster better communication.
5. Drop By
If you work in the same office, consider stopping by the recipient’s workspace.
- Example: “Hey [Name], I sent an email regarding the upcoming project. Do you have a moment to discuss it?”
Face-to-face interactions can be more effective and personal.
6. Include the Words “Following Up” in the Subject Line
Indicating that you’re following up can grab the recipient’s attention.
- Example Subject Line: “Following Up on Last Week’s Proposal”
- Email Body: “Hi [Name], I wanted to follow up on the proposal I sent over. Could you please provide your feedback by the end of the day?”
Clear subject lines help the recipient understand the purpose of your email immediately.
More Emailing Tips and Follow-Up Advice
Determine Your Objective Before You Draft
Before writing your follow-up, be clear about what you want to achieve.
- Example: “I aim to get approval on the new marketing strategy.”
Knowing your objective will guide the tone and content of your email.
Be Clear
Clarity is key in professional communication. Avoid jargon and be specific about your requests.
- Example: “Please review the attached document and provide your approval by Wednesday.”
Clear instructions leave no room for ambiguity.
Add Accountability Where You Can
Mention deadlines or specific actions to add a sense of urgency.
- Example: “Could you please confirm your attendance by Thursday?”
Accountability encourages timely responses.
Consider the Way Your Text Looks
Break up your text with bullet points or short paragraphs to make it easier to read.
- Example:
- Review the attached document
- Provide your feedback by Friday
- Confirm your availability for the meeting
Structured text helps recipients quickly grasp the essential points.
If There’s Background Info, Put It at the Bottom
Place background information towards the end of your email to keep the main message clear.
- Example:
- Main Message: “Please confirm your availability for the meeting.”
- Background Info (end of email): “The meeting is to discuss the new project timeline and allocate responsibilities.”
This approach maintains focus on the primary request.
Work on Your Subject Lines
A compelling subject line can significantly improve your email open rates.
- Example: “Urgent Feedback Needed on Project Plan”
Effective subject lines catch attention and convey urgency.
Schedule Your Messages Strategically
Send your follow-up emails at times when they are most likely to be read.
- Example: “Send follow-ups on Tuesday mornings when email open rates are highest.”
Timing can influence the likelihood of receiving a response.
Practical Follow-Up Scenarios
Following Up on a Proposal
- Scenario: You’ve sent a proposal and are awaiting feedback.
- Template:
- Subject: “Checking In on Proposal”
- Body: “Hi [Name], just wanted to check if you had any feedback on the proposal I sent over last week. I’m always available for a call to discuss further. Looking forward to your thoughts.”
Requesting a Response on a Project Update
- Scenario: You need feedback on a recent project update.
- Template:
- Subject: “Feedback Needed on Project Update”
- Body: “Hello [Name], I hope this email finds you well. I wanted to follow up on the recent project update and see if you have any questions or if we need to adjust anything. Your feedback is greatly appreciated.”
Seeking a Meeting Confirmation
- Scenario: You need to confirm a meeting time.
- Template:
- Subject: “Meeting Confirmation”
- Body: “Good morning [Name], I just wanted to confirm our meeting scheduled for [Date] at [Time] regarding [Agenda]. Please let me know if the time works for you or if we need to reschedule. Thank you in advance.”
Re-engaging with a Potential Client
- Scenario: Reaching out after initial contact with a potential client.
- Template:
- Subject: “Following Up on Our Conversation”
- Body: “Hi [Name], it’s been a few weeks since our last conversation about [Service/Product]. I wanted to check in and see if you had a chance to review the information I sent and if you have any questions. I’m here to help with any further details you may need.”
Thought-Provoking Conclusion
Effective follow-up emails are crucial in maintaining professional relationships and ensuring timely responses. By avoiding phrases like “as per my last email” and using more personable, direct alternatives, you can foster better communication and achieve your objectives more efficiently.
Remember, the way you follow up can significantly impact how others perceive you and your professionalism. Implement these tips and templates to enhance your email communication and watch your response rates improve.
