Follow-ups Archives - Woodpecker Blog

Top Cold Email Follow-Up Techniques In 2025

Margaret Sikora — Mon, 16 Jun 2025 13:11:27 +0000

Cold emails get a bad rap. But the truth is, they still work.

Want to know what doesn’t work? Sending one email and expecting magic.

If you’ve ever hit send and heard nothing back, this guide’s for you.

We’re looking into the follow-up, also known as the part most sales professionals don’t spend enough time on. And yet, it’s where most of the replies happen.

Let’s break down the follow-up strategies that are working in 2025, backed by data and filled with examples you can copy and tweak:

Why do follow-ups matter in cold emails?

You’ve crafted your perfect cold email. Hit send. Waited. Crickets.

Before you call it a lost lead, here’s the truth: most prospects don’t respond to your initial email. Not because they’re not interested, but because they’re busy or just didn’t see it.

So, how many follow-ups should you actually send?

According to our data (and we analyzed over 20 million cold emails), campaigns with 4–7 follow-ups get three times more replies than those with only 1–3 emails. That’s a 27% reply rate vs. just 9% when you don’t follow up enough.

Let that sink in: your first follow-up might be doing more heavy lifting than your original message.

That’s not all:

Most replies come after the second or third message, not the first.
Campaigns with more personalized subject lines and varied follow-up timing see better open and response rates.
Keeping your follow up schedule irregular (instead of every 2 days at noon) helps you avoid looking like a robot.

The takeaway? Your follow-up strategy is where deals are made. If you’re sending one cold email and giving up, you’re likely missing out on warm leads who just needed a nudge.

Want to see how to follow up without annoying your prospects? That’s what the rest of this guide is for.

But first… cold email base examples

To make our tips easier to understand, we’ve created two simple cold email templates. We’ll use these same examples throughout the article to show how each follow-up tip works.

One email is for a software company helping creative agencies, and the other is for a logistics platform helping manufacturers.

This way, you can see how to apply the tips in real situations.

#1 Cold email A

Industry: Marketing/Creative Agencies
Product: CRM software

Subject: Helping your team spend less time chasing, more time closing

Hi [First Name],

Noticed you’re running a lean agency team which usually means juggling client work and follow-ups in the same breath.

[Company Name] helps creative agencies like yours keep track of every lead, project touchpoint and client update in one place (minus the admin overload). No bloated features, just what you need to stay organized and move faster.

If you’re still managing client relationships via spreadsheets or disconnected tools, this could be a big time-saver.

Open to a 15-minute chat next week to see if it fits?

Best,
[Your Name]

#2 Cold email B

Industry: Logistics/Operations
Product: Freight booking and tracking platform for manufacturers

Subject: Reduce freight booking errors (and emails) by 40%

Hi [First Name],

Reaching out because I saw your team handles freight ops in-house, which often means lots of emails, follow-ups and time wasted chasing ETAs.

Our platform automates freight booking, lets you track loads in real time, integrates with fleet cards, and reduces back-and-forth with carriers. It’s built for manufacturers still relying on email chains and spreadsheets for scheduling.

If streamlining logistics is on your radar this quarter, I’d be happy to show you how it works.

Want me to send over a short demo?

Thanks,
[Your Name]

Tried and proven cold email follow-up techniques to use in 2025

Try these tactics during your next cold email campaign and see how beneficial they can be:

#1 Send 4-7 cold follow up emails

Let’s get this out of the way: one follow-up email is rarely enough.

In fact, most replies don’t come from the initial cold email. They show up after the second, third or even seventh touch.

source

Surprised? Don’t be. Your prospects are busy people. Your email likely landed between a budget request and a Slack notification.

That’s why a consistent follow-up schedule matters. We’re talking 4 to 7 emails spaced over a few weeks. Not daily spamming – just thoughtful nudges that meet your target audience where they are, not where you wish they were.

Think of your follow-up sequence like a slow drip, not a fire hose. Each email is a chance to surface a different pain point or remind them you’re still here.

Curious what that looks like in action? Check out how these two base emails evolve across multiple touchpoints:

Example A (agency CRM follow-up)

Subject: Just checking, worth a look?

Hi [First Name],

Just circling back in case this got buried.

We have helped small agency teams cut admin time by up to 40%, especially when they’re managing multiple client threads and pitches.

Still happy to share a quick demo if it’s useful. Want to pick a time?

Best,
[Your Name]

Example B (freight logistics platform follow-up)

Subject: Still managing freight by email?

Hi [First Name],

Wanted to check in, totally understand if timing was off earlier.

We’ve seen manufacturers save hours each week by shifting from manual freight bookings to our platform. Less error-prone, way more scalable.

Would it help if I sent a 2-minute walkthrough?

Thanks,
[Your Name]

💡 Wondering how many follow ups to send after your initial email? Woodpecker helps sales teams send 4-7 follow-ups automatically, from your first follow up to your last. You can personalize subject lines and adjust timing, as well as track every response. Save time and turn more initial contacts into warm prospects.

Start your free trial – no credit card needed.

#2 Give them a polite nudge (quick check-in)

Sometimes all it takes is a quick reminder.

You sent the first cold email. Nothing came back. Could be bad timing. Could be they forgot. Could be your message got buried under a pile of “just checking in” emails.

So what do you do? You follow up, but kindly. No guilt trips. No passive-aggressive “I guess you’re not interested.” Just a short, polite nudge.

A sales follow-up email like this is low pressure. It’s a gentle reminder that you’re still around, and still relevant. You’re not asking for a lot. You’re just seeing if they want to keep the conversation going.

Coming up: two real examples that show how to do this without sounding needy or robotic.

Example A (agency CRM follow-up)

Subject: Quick check-in, still exploring CRM options?

Hi [First Name],

Just checking in, not sure if you’re still on the lookout for a simpler way to manage client comms and projects.

Happy to keep this short and sweet if now’s not the right time. Or I can send over a quick walkthrough video?

All the best,
[Your Name]

Example B (freight logistics platform follow-up)

Subject: Still a priority?

Hey [First Name],

Hope your week’s going smoothly. Just following up in case streamlining freight is still on your radar.

Totally get if it’s not urgent. I can check back later if that’s easier.

Cheers,
[Your Name]

#3 Add immediate value (new info or insight)

Here’s where most sales emails go stale: they repeat the same pitch.

But you? You’re smarter than that.

Instead of rehashing your value proposition, use your second (or third) follow up to bring something new to the table. A short blog post. A stat they haven’t seen. A customer story that hits on a different pain point.

This kind of follow-up email shows you’re paying attention and thinking beyond your own product.

And no, you don’t need to write a novel. A link and one strong sentence can be enough.

Let’s look at how our base cold emails build momentum by adding fresh value in their next outreach.

Example A (agency CRM follow-up)

Subject: What smart agencies are automating

Hi [First Name],

Quick heads-up – we just published a short guide on how small agencies are automating client onboarding and follow-ups using [Company Name].

Might be worth a skim if you’re juggling multiple projects and team coordination.

Want me to send it over?

Best,
[Your Name]

Example B (freight logistics platform follow-up)

Subject: 3 freight delays you can now avoid

Hi [First Name],

We just ran a benchmark across mid-size manufacturers. Turns out over 60% of shipment delays were tied to outdated booking workflows.

Our latest report breaks down how automated freight platforms are helping teams avoid those exact pitfalls.

Happy to share a copy if helpful?

Thanks,
[Your Name]

#4 Ask a question (make it easy to respond)

Want to hear back? Make it easier to say something (anything).

Instead of asking for 30 minutes or a full discovery call right away, try a simple question. One that your prospect can reply to in under 10 seconds. Are you using a CRM right now? Is freight still booked manually on your end? Want a quick walkthrough?

This works because it shifts the pressure. You’re not selling, you’re starting a chat.

Sales reps often overthink the follow-up email. But one question (the right one) can do more than a long pitch. Especially when it speaks to a prospect’s pain point.

So the next time your email thread goes quiet, don’t push – just ask.

Let’s see what that looks like with two follow-up email templates that invite a real response.

Example A (agency CRM follow-up)

Subject: Curious, are you using anything today?

Hi [First Name],

Quick one: are you currently using a CRM to manage client work, or still relying on spreadsheets?

Just helps me know if it’s worth sending you a tailored example.

Best,
[Your Name]

Example B (freight logistics platform follow-up)

Subject: Mind if I ask?

Hey [First Name],

Are you currently booking freight manually or using a platform already?

No hard sell, just want to share something relevant if there’s a fit.

Cheers,
[Your Name]

💡 Your follow-up email deserves better open rates. Woodpecker helps sales professionals send personalized subject lines and avoid the spam folder with built-in warm-up and deliverability tools.

That question in your second or third follow-up? It’s more likely to get read and answered.

source

#5 Break up (permission to stop)

Not every lead turns warm. And that’s OK.

But here’s the trick: your last follow-up email shouldn’t slam the door. It should leave it slightly open.

A good break-up email does two things. One, it shows respect for your prospect’s time. Two, it gives them space to come back later. It’s also a smart follow-up strategy to clean up your pipeline without burning bridges.

You’re not quitting. You’re giving them the choice to opt out or opt back in when the timing fits.

Want to see how a short goodbye can still open future doors? Keep reading for two cold email examples that end things on a high note.

Example A (agency CRM follow-up)

Subject: Should I stop reaching out?

Hi [First Name],

I haven’t heard back, so I’ll assume now’s not the right time, totally fine.

If things change or you start rethinking how you manage client relationships, happy to pick this back up.

Wishing you a smooth quarter,
[Your Name]

Example B (freight logistics platform follow-up)

Subject: Let me know if I should close this out

Hey [First Name],

No pressure, just wanted to check if this is still something you’re considering. If not, I’ll close the loop on my end.

Feel free to reach out if freight processes come back on your radar.

All the best,
[Your Name]

#6 Time follow-ups strategically

When you send your follow-up can matter as much as what it says.

Think about it: a sales email in the middle of Monday chaos? Likely ignored. But late Wednesday afternoon, when inboxes are clearer? Better shot.

Same with seasons. If your prospect’s business slows in Q4, maybe don’t hit them hard in December. Instead, time your follow-up to match their real-world pace.

This kind of follow-up strategy isn’t about luck. It’s about tracking responses and sending follow-up emails when your message stands out.

Coming up: two examples that show how smart timing can lift your open and response rates without rewriting your pitch.

Example A (agency CRM follow-up)

Subject: June tends to get hectic, worth revisiting CRM?

Hi [First Name],

Noticed it’s mid-June, often when agency teams are juggling a lot before summer holidays kick in.

If things feel a bit scattered on the client side, now could be a good time to test a lighter CRM setup. Want me to share how others are using [Company Name] to prep for a smoother Q3?

Best,
[Your Name]

Example B (freight logistics platform follow-up)

Subject: Freight delays usually spike mid-year

Hi [First Name],

Freight teams often see a spike in scheduling issues this time of year, especially with summer inventory cycles.

If reducing carrier emails and ETA guesswork is still a goal, I can show you how our customers are staying ahead of the curve.

Would next week work for a quick demo?

Thanks,
[Your Name]

#7 Personalize every follow-up to build relationships

No one wants to read an email that could have been sent to 500 other people.

That’s why personalization still wins. Not just using their name or company (not that it’s bad, just entry-level).

source

We’re talking real details. Something they posted. A new product launch. A campaign they just ran. Anything that shows you actually looked them up.

These little touches can turn cold leads into warm prospects.

And no, you don’t need to spend hours researching each contact. A quick scan of their site or LinkedIn can give you enough to work with.

source

Want to see what a personalized follow-up looks like without sounding fake? Check the examples below.

Example A (agency CRM follow-up)

Subject: Loved your team’s [client campaign/project]

Hi [First Name],

Saw the [Client X campaign] your team launched – super smart use of storytelling. I imagine keeping projects like that on track requires tight coordination.

Just wanted to say that’s exactly where [Company Name] helps agency teams cut down on scattered updates and missed follow-ups.

Still open to a look?

Cheers,
[Your Name]

Example B (freight logistics platform follow-up)

Subject: Noticed you’re expanding ops, need a hand?

Hi [First Name],

Congrats on the new facility in [location] – big move! That kind of growth usually comes with added freight volume and complexity.

If that’s on your radar, happy to share how others in your space are scaling bookings and tracking without the email clutter.

Kind regards,
[Your Name]

Check out how to get easy access to your prospects’ LinkedIn profiles and make LinkedIn outreach easier by adding LinkedIn manual tasks as steps in your campaigns here.

#8 Use different channels (optional)

Email isn’t your only option.

Sometimes, a quick LinkedIn message or even a short comment on a post can do more than a perfect sales email. Because let’s face it: inboxes are crowded. A cold email can go unread, but a well-timed DM? That gets noticed.

Now, this doesn’t mean you need to go full-on multichannel for every lead. Pick your moments. Maybe after your second follow up. Or if someone clicked but didn’t reply.

Just don’t be weird. If you’re going to switch channels, do it with context. Mention your previous message. Be brief and authentic.

💡 Managing outreach across email, CRMs and lead tools? Woodpecker lets you track replies from the initial email to the last follow up and manage multiple campaigns in one place. Perfect for sales teams working across channels to reach potential customers.

source

Here are some quick, real-world examples of how to switch channels in a smart, non-pushy way:

LinkedIn DM after second follow-up:
“Hey [First Name], sent you a quick email last week re: helping your team track projects more easily. Thought I’d reach out here too in case inbox timing was off.”
Reply to a LinkedIn post:
“Loved your post on scaling without burning out. We’ve seen a lot of agencies hit that same point. Sent over an email, would love your take when you have a sec.”
Voice note (if connection already exists):
“Hey [First Name], just wanted to say I sent over a short note that might help with [pain point]. No rush, but figured this might cut through the inbox noise.”
Twitter/X or Instagram reply (if active):
“Saw your new project launch, looks great. Sent a quick email that ties in with what you’re working on. Happy to send again if you missed it.”
Cold call follow-up to email open (brief):
“Hi [First Name], I’m the one who sent that email about [short reminder of offer]. Just wanted to see if you had 2 mins this week. If not, all good!”

Cold email campaigns made easy

As you can see, cold outreach doesn’t need to feel cold.

No matter if it’s your first follow up or your eighth, each message is a chance to reconnect and remind your prospect why you reached out in the first place.

The best follow-up emails? They sound like a person, not a script. They land in the right inbox at the perfect time and with the correct question or insight.

Want help scaling that kind of outreach without losing the human touch? That’s exactly what Woodpecker was built for.

Start your 7-day trial today and make follow-ups the strongest part of your cold email strategy.

Link Building Outreach Templates: A Guide for SEO Professionals

Margaret Sikora — Thu, 27 Mar 2025 13:32:50 +0000

The art of crafting persuasive outreach emails that convert strangers into valuable backlink partners requires finesse, personalization, and strategic timing. With search engines continually evolving their algorithms to prioritize quality backlinks, mastering the outreach process has never been more critical for digital marketing professionals looking to boost organic traffic and domain authority.

And successful link building outreach templates are the backbone of any effective SEO strategy.

Whether you’re a seasoned professional or just starting your journey in link building, having a collection of proven outreach templates can drastically improve your success rate and efficiency.

Therefore, in this comprehensive guide, we’ll explore various link building outreach templates. They have been tested and optimized for maximum response rates across different outreach scenarios.

You’ll discover templates for:

guest posting
broken link building
resource page inclusion
content promotion

and more. Each is designed to help you build quality backlinks efficiently while maintaining professionalism and establishing genuine relationships with site owners.

Why your link building outreach templates matter

Before diving into specific templates, understand why having well-crafted link building outreach messages is crucial for your SEO strategy:

First impressions count – your initial outreach email often determines whether a site owner will collaborate with you or ignore your request.
Efficiency at scale – using tested templates allows you to reach more link prospects without sacrificing quality.
Consistent results – well-optimized templates deliver predictable response rates, making your link building strategies more reliable.
Time savings – you won’t have to reinvent the wheel for every outreach email template you send.
Measurable improvements – templates can be A/B tested and refined based on performance data.

Let’s now explore the essential components of effective link building outreach templates before diving into specific examples for different scenarios.

Anatomy of a successful outreach email

Source

The most successful outreach email templates share several key elements:

Compelling subject line

Your subject line is the gateway to your email being opened rather than deleted. It should be:

concise (6-10 words)
specific rather than vague
personalized when possible
value-oriented rather than self-serving

Personalized introduction

Most site owners receive dozens of outreach emails daily. Make yours stand out with personalization, by:

addressing the recipient by name
referencing their recent blog post or specific work
demonstrating you’ve done your homework
including your job title and company for credibility

Value proposition

Clearly articulate the mutual benefits and significant value your proposal offers:

What’s in it for them?
How will their audience benefit?
Why is your content uniquely valuable?
What problem you’re solving for them?

Clear call-to-action

End with a specific, easy-to-act-upon request:

keep it simple and direct
offer a clear next step
make responding easy
include a gentle deadline if appropriate

Professional signature

Complete your email with your signature:

your name and position
company information
social proof (if relevant)
alternative contact methods

Source

Now that we know the fundamental structure, let’s explore specific templates for different link building scenarios.

Guest post outreach templates

Guest posting remains one of the most effective link building strategies when done correctly. Here’s a template that consistently delivers results:

Standard guest post outreach template

Subject: [Personalized Guest Post Idea] for [Website Name]

Hi [First Name],

I’ve been following [Website Name] for some time now, and particularly enjoyed your recent article about [specific topic from their recent blog post]. Your point about [specific detail] resonated with me as I’ve been researching this area extensively.

I’m reaching out because I have a [guest post idea] that I believe would provide significant value to your readers. The article would cover [brief description of your proposed topic], including:

– Key point 1 with unique insight

– Key point 2 with actionable advice

– Key point 3 with relevant data/statistics

My background includes [briefly describe relevant experience], and I recently published content on [similar topic] at [mention notable publication if applicable].

Would you be open to a guest contribution on this topic? I’m happy to follow your guest post guidelines and can adapt the concept to better fit your target audience if needed.

Look forward to hearing from you,

[Your Name]

[Job Title]

[Company/Website]

[Social profiles or portfolio link]

Follow-up guest post template

If you don’t receive a response to your initial outreach, this follow ups template can help:

Subject: Following up: [Guest Post Idea] for [Website Name]

Hi [First Name],

I wanted to gently follow up on my previous email about contributing a guest article to [Website Name].

Since my last message, I’ve actually expanded on the concept and thought about some additional angles that might interest your readers:

– Additional compelling angle

– New data point or research finding

– Timely connection to recent industry developments

I understand you’re likely very busy, so I’ve also taken the liberty of drafting a brief outline that aligns with your usual content style.

Would you be interested in seeing this outline or discussing how I could create a valuable piece for your audience?

Best regards,

[Your Name]

[Contact details]

Broken link building outreach templates

Broken link building is one of the most mutually beneficial outreach strategies, as you’re helping webmasters improve their user experience while securing backlinks.

Broken link outreach template

Subject: Quick fix needed: Broken link on your [specific page] resource

Hello [First Name],

I was researching [topic] today and came across your excellent resource page: [page URL].

While exploring the valuable resources you’ve compiled, I noticed that the link to [describe the specific link] is currently broken. When clicked, it returns a 404 error.

I thought you might want to fix this to improve your visitors’ experience. I actually have a comprehensive and up to date resource on [same or similar topic] that could serve as a replacement:

[Your URL with brief description of why it’s valuable and relevant]

Either way, I appreciate the work you’ve put into creating such a helpful resource collection and thought you’d want to know about the broken link.

Thank you for your time,

[Your Name]

[Company]

[Contact information]

Comprehensive broken link building template

For a more detailed approach to broken link building template outreach:

Subject: Resource suggestion + broken link alert for your [specific page]

Hi [First Name],

I’m [Your Name] from [Company/Website], and I was browsing through your excellent page on [topic]: [URL of their resource page]

First, I wanted to say that I found your collection extremely valuable, particularly the section about [specific section they did well]. I’ve actually shared it with my colleagues as a reference.

While exploring, I noticed that the following link(s) are no longer working:

[Anchor text they used] -> [URL that’s broken] (404 error)
[Another broken link if applicable]

I recently published a comprehensive guide on [topic related to the broken link] that covers:

– [Key aspect 1]

– [Key aspect 2]

– [Key aspect 3]

You can check it out here: [Your URL]

It might serve as a suitable replacement for the broken resource, but regardless, I wanted to let you know about the issue so you can maintain the quality of your excellent page.

Thanks for all the great work you’re doing in the [their industry] space!

Best regards,

[Your Name]

[Position]

[Website]

[Contact details]

Resource page link building templates

Resource pages are goldmines for building links, as they’re specifically designed to link out to valuable content.

These pages exist to curate the best resources on specific topics, making them ideal targets for relevant, high-quality content.

Standard resource page outreach template

Subject: Suggestion for your [Topic] resource collection

Hi [First Name],

I was researching [specific topic] today and discovered your excellent resource page: [URL of resource page]. The section on [specific section] was particularly helpful for a project I’m working on.

I noticed you include several high-quality resources about [relevant topic]. I recently published a comprehensive guide on [your content topic] that might be a valuable addition to your collection:

[Your URL]

This resource includes:

– [Unique feature or data point 1]

– [Unique feature or data point 2]

– [Unique feature or data point 3]

Many [describe target audience] have found it helpful for [describe benefit], and I thought your audience might appreciate it as well.

Either way, thank you for curating such a helpful resource page. It’s clearly a labor of love and expertise!

Best regards,

[Your Name]

[Company/Website]

[Contact information]

Source

Resource gap identification template

This more advanced approach focuses on identifying specific gaps in their resource collection that your content uniquely fills:

Subject: Filling a gap in your [specific topic] resource page

Hello [First Name],

Your [topic] resource page ([URL]) has been incredibly valuable for our team’s research. I particularly appreciated [specific unique aspect of their curation approach].

After studying your carefully curated collection, I noticed there isn’t currently a resource covering [specific subtopic or angle that’s missing]. This happens to be an area we’ve researched extensively.

Our team recently published a comprehensive guide on this exact topic:

[Your URL]

What makes this resource particularly relevant for your collection:

– It addresses the [specific gap] in current resources

– It provides [unique data/tool/framework] not available elsewhere

– It complements your existing resources on [related topics they already cover]

Would this be something your visitors might find valuable as part of your collection? I’d be happy to provide any additional information or make adjustments to better align with your resource page’s standards.

Thank you for maintaining such a valuable resource for the community,

[Your Name]

[Position]

[Company]

[Contact Details]

Resource update and enhancement template

This template works well when you find outdated resources on their page that your content could replace:

Subject: Updating your [topic] resource page with current information

Hi [First Name],

I frequently reference your excellent resource page on [topic] ([URL]) and have recommended it to many colleagues.

While reviewing it recently, I noticed that some of the resources in the [specific section] may not be fully up to date—particularly the link to [outdated resource name], which was last updated in [year] and doesn’t reflect recent changes in [industry development].

Our team has recently published a comprehensive, current guide on this topic that includes:

– [Recent development/change not covered in their outdated resource]

– [New data or research published since their resource was created]

– [Specific tool or template that makes the information actionable]

You can review it here: [Your URL]

Would you consider updating your resource collection with this more current information? I believe it would help maintain the exceptional quality standard your page is known for.

Either way, thank you for the valuable work you do in curating these resources.

Best regards,

[Your Name]

[Position]

[Website]

[Contact Information]

Complementary resource template for educational sites

This template is specifically designed for resource pages on educational institutions’ websites, which often maintain high-quality resource collections:

Subject: Educational resource for your [department/course] students

Hello Professor [Last Name],

I’m [Your Name], [brief credibility statement]. While reviewing [University Name]’s resources for students studying [subject], I came across your excellent resource page: [URL].

As someone who works closely with [relevant field/topic], I was impressed by the comprehensive nature of your collection, particularly [specific positive aspect].

I recently developed a [resource type] specifically designed for [student level] students working on [specific topic/project type]:

[Your URL]

This resource has been used successfully by students at [mention other educational institutions if applicable] and includes:

– [Educational benefit 1]

– [Educational benefit 2]

– [Educational benefit 3]

Given your department’s focus on [their specific educational approach/philosophy], I thought this might be a valuable addition to your resource collection for current and future students.

Would you consider including this resource in your collection? I’m happy to answer any questions or provide additional information about its development and applications.

Thank you for your consideration and for the work you do supporting student learning,

[Your Name]

[Relevant Qualification/Position]

[Contact Information]

Link insertion for existing content

Link insertion into existing content represents one of the most efficient link building approaches, as you’re identifying perfect contextual fits rather than requesting new content creation.

These templates help you effectively suggest relevant additions to already published content.

Blog post promotion outreach template

When you’ve created an exceptional blog post that deserves attention, this template can help you promote it:

Subject: [Their First Name], thought you might enjoy our new research on [Topic]

Hello [First Name],

I’ve been following your work at [Their Website] for some time and particularly enjoyed your insights on [specific topic they’ve covered].

I wanted to share our recently published in-depth article on [your blog topic]: [URL]

In this piece, we:

– Analyzed [describe unique research or data]

– Discovered [interesting finding relevant to their audience]

– Created [useful tool/template/resource]

Given your expertise in [their field], I’d genuinely value your feedback. And if you find it useful, perhaps you might consider sharing it with your audience or including it as a resource in your existing content about [related topic they’ve covered].

Thanks for your time and the consistent value you provide through [their website].

Best regards,

[Your Name]

[Position]

[Website]

[Contact details]

Unlinked brand mentions outreach

Finding unlinked brand mentions is like discovering money left on the table. Here’s how to claim it:

Subject: Quick question about your mention of [Your Brand]

Hi [First Name],

I was doing some market research and noticed you mentioned [Your Brand/Product] in your article: [Their URL]

First, thank you for the mention! We’re thrilled that you found our [product/service/content] worth referencing.

I’m reaching out to ask if you might consider adding a link to our site where you mention us? This would help your readers find the resource you’re referencing more easily, and of course, it would help us with our visibility too.

The most appropriate link would be: [Your URL]

Either way, we appreciate the mention and the work you’re doing at [Their Website].

Thanks for considering,

[Your Name]

[Position]

[Contact information]

Standard link insertion template

This basic template works well when you’ve identified existing content that could benefit from linking to your resource:

Subject: Adding value to your excellent article on [Their Topic]

Hello [First Name],

I was researching [topic] for a project and came across your excellent article: [Their URL]

I particularly appreciated your insights on [specific point from their content], which aligned with some research we’ve been conducting.

I noticed that when you discuss [specific section where your link would fit], you might not be aware of some recent developments in this area. We’ve published a comprehensive guide that complements your content perfectly: [Your URL]

This resource includes:

– [Relevant data point or feature 1]

– [Relevant data point or feature 2]

– [How it specifically enhances their existing content]

Adding this resource to your article could provide additional value to your readers by offering [specific benefit]. Of course, this is entirely your call, and I understand if it doesn’t fit with your content strategy.

Thanks for creating such valuable content in the [their industry] space!

Best regards,

[Your Name]

[Position]

[Website]

[Contact information]

Data enhancement link insertion template

This template focuses specifically on adding your data-driven content to enhance their existing points:

Subject: Updated data for your [topic] article

Hi [First Name],

Your article on [topic] ([URL]) is one of the most comprehensive pieces I’ve found in my research. I particularly valued your analysis of [specific aspect they covered well].

I noticed your section on [specific data point or statistic they mentioned] references data from [year of their data]. Our research team recently published updated statistics on this exact topic, with figures from [current year].

Key findings that might enhance your existing content:

– [Updated statistic 1] (compared to your cited [their outdated figure])

– [Updated statistic 2] which shows a significant change since your article was published

– [New trend or pattern] not evident in the older data you referenced

You can find our complete analysis here: [Your URL]

Would you be interested in updating your article with this fresh data? I believe it would further strengthen your already excellent piece and provide even more value to your readers.

Either way, thank you for creating such insightful content on this topic.

Best regards,

[Your Name]

[Position]

[Company]

[Contact Information]

Use Woodpecker to scale your outreach efforts

While having effective link building outreach templates is crucial, scaling your outreach process without sacrificing personalization requires specialized tools.

Woodpecker stands out as a powerful platform for email outreach campaigns that help link builders automate while maintaining authenticity.

Key benefits of using Woodpecker for link building

Advanced personalization. The platform supports detailed personalization beyond just first names, allowing you to customize outreach email marketing with multiple custom fields.
Campaign analytics. Track sales metrics, open rates, response rates, and conversion metrics to continuously refine your outreach templates.
Deliverability protection. Woodpecker includes features to protect your email sender reputation by controlling sending volumes and schedules.
Integration capabilities: Connect with your CRM and other tools to streamline your entire link building workflow.
Automated follow-ups. Woodpecker can send personalized follow-up sequences based on recipient actions, saving you countless hours of manual work.

When implementing your outreach templates in Woodpecker, just remember to:

Test different subject lines with A/B testing features
Space out your follow-ups appropriately (typically 3-5 days apart)
Set limits on total emails per day to maintain deliverability
Leverage the condition-based sending to personalize follow-up sequences

Advanced tips for optimizing your link building outreach templates

Beyond the templates themselves, here are comprehensive strategies to significantly improve your overall outreach efforts:

#1 Deep research

Before sending any template, conducting thorough research on your link prospects can dramatically increase your success rate. This isn’t just about finding an email address – it’s about understanding who you’re reaching out to on a fundamental level.

Implementation approach:

Create a systematic research checklist for each prospect:

Read their last 5-10 articles to identify recurring themes and interests
Review their social media profiles to understand what content they engage with
Check their author bios across different publications to see how they position themselves
Identify whether they’ve mentioned your competitors or similar resources

Content themes:

Focuses heavily on data-driven approaches (mentions “data” in 7/10 recent articles)
Recently exploring AI applications in content strategy (3 articles in past month)
Frequently challenges conventional marketing wisdom (contrarian viewpoint)

Style notes:

Uses personal anecdotes to open most articles
Prefers concise, actionable content with bullet points
Regularly references academic research to support claims

Recent engagement:

Active discussion in comments about measuring content ROI
Shared frustration about “fluff content” on Twitter last week
Responded positively to case studies with specific metrics

These insights inform a highly tailored approach focusing on data-backed, unconventional content strategies with clear ROI metrics.

#2 Personalization

While templates provide necessary structure, sophisticated personalization dramatically drives results. This goes far beyond inserting a first name – it’s about creating emails that could only possibly be sent to this specific recipient.

Advanced personalization techniques:

Tiered personalization system:

Tier 1 (highest-value prospects): Fully custom emails with multiple specific references
Tier 2 (medium-value prospects): Semi-customized with 2-3 specific details
Tier 3 (lower-value prospects): Template with basic personalization

Contextual relevance mapping:

Identify specific content gaps in their recent articles that your content fills
Reference how your resource complements (not replaces) their existing content
Demonstrate understanding of their specific audience’s needs

Before and after example:

Before (basic personalization):

Hi John,

I noticed your article about content marketing. I enjoyed reading it!

We just published a guide on SEO that might be a good fit for your site…

After (advanced personalization):

Hi John,

Your recent piece on “Content Distribution Challenges for B2B SaaS” caught my attention – particularly your point about how measurement frameworks differ between demand gen and brand awareness content. That distinction resonated because we’ve been tracking exactly that pattern across our client base.

In fact, your approach to segmenting content ROI metrics aligns closely with research we’ve just completed on how B2B SaaS companies with 5-25 million ARR are adjusting their content measurement frameworks.

#3 Relationship-centric approach

The most successful link builders think beyond the immediate transaction, recognizing that sustainable results come from genuine relationships built over time.

Strategic relationship development:

Create a relationship nurturing system:

Track all interactions with key prospects in a relationship CRM
Schedule regular, value-based touchpoints that aren’t asking for links
Develop a “relationship before request” protocol (minimum meaningful interactions before outreach)

Value-first sequence examples:

Share their content with thoughtful commentary to your audience
Connect them with relevant opportunities (speaking engagements, podcast appearances)
Provide helpful industry insights without expectation
Include them in expert roundups or feature their insights in your content

Case study:

One agency implemented a “3-2-1” protocol: three valuable interactions, two personalized comments on their content, one custom resource shared—all before making any link requests. This approach increased their conversion rate from 7% to 23% while building a network of ongoing relationships rather than one-off links.

#4 Data-driven optimization

Successful outreach requires continuous refinement based on performance data. This scientific approach transforms guesswork into strategic improvement.

Implementation framework:

Establish a rigorous testing protocol:

Test one variable at a time (subject line, opening paragraph, call to action)
Use statistically significant sample sizes (min. 50 emails per variation)
Control for prospect type, day of week, and time of day
Document all findings in a central template optimization document

Key metrics to track:

Open rate (subject line effectiveness)
Response rate (overall template effectiveness)
Positive response rate (quality of value proposition)
Link placement rate (ultimate conversion)
Relationship continuation rate (future collaboration potential)

Real-world optimization example:

Template variation A/B test results:

Control template: 22% open rate, 8% response rate, 3% conversion
Test variation (added social proof in paragraph 2): 24% open rate, 14% response rate, 5% conversion
Statistical significance: 98% confidence interval
Implemented changes: Added social proof element to all templates
Next test: Comparing question-based vs. statement CTA

#5 Subject line

Your subject line often determines whether your email gets opened or ignored. Developing a systematic approach to subject line creation can dramatically improve your overall campaign performance.

Subject line frameworks that deliver results:

Question-based engagement starters:

“Have you considered [specific approach] for [their recent topic]?”
“[First name], question about your [specific article title]”
“Missing piece in your [topic] strategy?”

Value-signaling approaches:

“Quick win for your [specific page]: [benefit hint]”
“Custom [data/analysis/resource] for [their company name]”
“[Specific problem] solution for [their site name]”

Curiosity-triggering patterns:

“Spotted this gap in your [specific content piece]”
“Unusual finding about your [topic] coverage”
“[Unexpected number/stat] regarding your [content area]”

Personalized value propositions:

“[Name], thought this [specific resource] aligns with your [article]”
“Following up on your [specific point] about [topic]”
“Resource to support your recent [specific argument]”

Subject line testing matrix:

Test each template type with different prospect segments to identify patterns. For example, one agency discovered that:

Technical audiences responded best to specific, value-oriented subject lines
Marketing audiences engaged more with curiosity-based approaches
C-level prospects opened question-based subjects at much higher rates

This segmented approach increased their overall open rates by 31% compared to using a single subject line strategy across all prospects.

Common mistakes to avoid in link building outreach

Even the most refined link building outreach templates can fall flat when fundamental mistakes undermine your efforts.

Let’s examine these pitfalls in detail and explore how to avoid them:

The generic outreach trap

Mass emails with minimal customization are not just ineffective – they can permanently damage your relationship potential with valuable prospects.

Why it happens?

Pressure to scale outreach volume without proportional increase in resources
Underestimating recipients’ ability to detect template-based approaches
Overconfidence in the quality of content being promoted

Real-world consequences:

Site owners increasingly share bad outreach examples, creating industry blacklists
Domain reputation damage when marked as spam by multiple recipients
Wasted opportunities with high-value prospects who ignore generic approaches

Solution:

Implement a tiered outreach system that matches personalization depth with prospect value:

Outreach segmentation framework:

Tier 1 (Top 20% of prospects):

100% custom emails with no templated elements
Specific testimonials or references to multiple content pieces
Demonstrate deep understanding of their work
Personalized value proposition unique to them

Tier 2 (Middle 30% of prospects):

Semi-customized templates with substantial personalization
Reference to specific recent content
Tailored value proposition
Customized introduction and conclusion

Tier 3 (Remaining 50% of prospects):

Template-based but with basic personalization
Standard value proposition with minor adjustments
Batch processing approach

Self-centered value propositions

One of the most common yet easily fixable mistakes is failing to clearly articulate value for the recipient and their audience, focusing instead on your own benefits.

How to identify this issue in your templates?

Count the ratio of “we/our/us” vs. “you/your” pronouns (aim for at least 2:1 in favor of “you/your”)
Review whether benefits are framed from the recipient’s perspective
Assess whether you explain how their specific audience would benefit

Before and after correction:

Before (self-centered):

We’ve published an in-depth guide on content marketing that has received great feedback. Getting a link from your site would help us reach more readers and improve our SEO metrics.

After (recipient-centered):

Your readers who enjoyed your recent article on content distribution would find particular value in our new research on how different distribution channels impact conversion rates for B2B companies in your industry. This data could help your audience optimize their own strategies based on the specific benchmarks we’ve documented.

The information overload problem

Long, dense emails that require significant cognitive effort to process are likely to be abandoned before the recipient reaches your call to action.

Structural solutions:

Implement a “one screen” rule—emails viewable without scrolling on mobile
Use progressive disclosure—lead with high value, save details for follow-up
Apply the 3-1-2 principle: 3 short paragraphs, 1 specific ask, 2 value points

Formatting for scannable emails:

Use white space strategically to create visual breathing room
Implement bulleted lists for multiple points (maximum 3-4 bullets)
Bold a maximum of one key sentence per paragraph
Ensure the opening clearly establishes relevance in the first 5 seconds

Example optimization:

Hi [Name],

Your recent article on [specific topic] raised an excellent point about [specific insight]. This connects directly to research we’ve just completed.

The key finding that’s relevant to your work: [single, most valuable insight].

Would you be interested in seeing how this data might complement your coverage of [their topic]?

[Name]

Unclear requests

Vague calls-to-action create decision friction, often resulting in no decision at all. Clear, simple requests dramatically improve response rates.

Principles for effective CTAs:

Ask exactly one thing (multiple options create decision paralysis)
Make the request specific and concrete
Keep it low-commitment initially
Make responding as frictionless as possible

Examples of effective CTAs:

“Would you be open to a 5-minute call this week to discuss this opportunity?”
“If this interests you, would you prefer I send over the full research or a quick summary first?”
“Could you let me know if adding a link to this resource in your article would be possible?”

Ineffective CTAs:

“Let me know what you think.”
“I’d love to hear your thoughts on a potential collaboration.”
“Please let me know if there’s any way we can work together.”

Targeting misalignment

Reaching out to sites that aren’t relevant to your content or don’t typically link out is a fundamental waste of resources that could be directed toward higher-probability targets.

Pre-outreach qualification checklist:

Content relevance assessment:

Does the site cover topics directly related to your content?
Have they linked to similar resources in the past 6 months?
Is your content format (guide, tool, data) something they typically reference?

Technical link profile analysis:

Check if they use nofollow for all external links (indicating policy against followed links)
Review whether they’ve added new external links in recent content
Assess domain authority alignment (is your site within their typical linking range?)

Relationship qualification:

Have they engaged with similar content on social media?
Do they respond to comments on their content?
Have they mentioned struggling with problems your content helps solve?

Implementation tip:

Create a simple 1-10 scoring system for prospects based on these factors, and only pursue those scoring 7+.

The single-touch fallacy

Abandoning prospects after a single unanswered email dramatically lowers your overall conversion rate, as many successful links come from follow-up messages.

Follow-up sequence optimization:

Optimal timing pattern: 3-4 days, 7 days, 14 days
Change the value proposition with each follow-up
Use different angles and benefits in subsequent messages
Reference current events or new developments to add timeliness

Effective follow-up templates:

Example 1:

Subject: Quick follow-up: [Original subject]

Hi [Name],

I wanted to briefly follow up on my previous email about [topic].

Since I reached out, we’ve actually [new development or additional insight].

I understand you’re likely busy, so I’ve [made it easier by doing X].

Would this be something that interests you?

Best,

[Your name]

Example 2:

Subject: Thought you might find this useful, [Name]

Hi [Name],

While preparing some resources for another project, I came across this [relevant resource/tool/article] that connects directly to your recent work on [their topic].

[Brief explanation of why it’s valuable]

I’m still happy to discuss the [original pitch] whenever you have time, but wanted to share this either way as I thought you’d find it valuable.

All the best,

[Your name]

Mobile optimization oversights

With over 60% of professionals checking email on mobile devices first, overlooking how your emails appear on smartphones can significantly impact your success rate.

Mobile optimization checklist:

Subject line visibility:

Keep under 40 characters to ensure full display on mobile
Front-load keywords so they’re visible in truncated views

Preview text strategy:

Craft custom preview text that complements your subject line
Avoid repetition between subject and preview text
Use this space to add personalization signals

Content structure for small screens:

Single-column layouts only
Short paragraphs (2-3 sentences maximum)
Critical information in the first 2 paragraphs
Minimum 14pt equivalent font size

Testing protocol:

View test emails on both iOS and Android devices
Check both portrait and landscape orientations
Test load times with images (if used)

Implementation example:

Subject: Resource for your AI marketing guide

Preview: John, regarding your recent article on predictive analytics…

[Brief, mobile-friendly email content]

The future of link building outreach

As search engines continue to evolve and content creators become more selective about external links, the future of successful link building outreach templates will emphasize several key strategies that go beyond traditional approaches.

Let’s explore these emerging trends in detail:

Hyper-personalization through data intelligence

The era of basic mail merge personalization is fading. Tomorrow’s most successful link builders are leveraging advanced data analytics tools to create deeply personalized outreach that resonates on multiple levels:

Analyze a prospect’s content patterns to identify specific content gaps that your resources could fill.
Reference multiple pieces of work with specific insights about how they connect.
Customize outreach based on the prospect’s engagement patterns (do they respond better to data-driven or storytelling approaches?).
Create prospect-specific micro-content exclusively before requesting links.

Example:

Hi Sarah,

I noticed in your last three articles about content marketing (especially your Jan 15th piece on distribution), you’ve been exploring how AI is changing content creation workflows.

What caught my attention was your point about [specific unique insight]. This aligns perfectly with research we just completed showing that [relevant data point].

I’ve actually put together a custom analysis of how this trend is specifically impacting [their industry niche] companies like [examples of their clients/audience]. I’d love to share this exclusive breakdown with you before we publish our full findings next month.

Would you be interested in taking a look?

Multi-channel relationship development

Single-channel outreach is becoming increasingly less effective. Forward-thinking link builders are creating coordinated touchpoints across platforms:

Begin with non-intrusive social engagement (thoughtful comments, sharing their content with added value).
Follow relevant prospects on multiple platforms and engage authentically before email outreach.
Use video messaging platforms for personalized follow-ups that stand out.
Leverage industry events (virtual or in-person) as opportunities for meaningful connection.

Example:

A successful agency reported 37% higher response rates when their outreach followed a pattern of:

Two meaningful social media interactions
Email outreach referencing those interactions
LinkedIn connection with personalized message
Follow-up email with additional value

Value-first strategies that transform the dynamic

Traditional outreach positions the sender as a requester and the recipient as a gatekeeper. Value-first approaches invert this dynamic by making recipients actively want what you’re offering. Bet on:

Creating custom data visualizations of a site’s industry that they have exclusive rights to publish first.
Offering to update and expand their outdated but popular content rather than just requesting a link.
Providing access to proprietary tools or research before mentioning link opportunities.
Identifying and fixing technical issues on their site as an introduction.

Example:

One content team created a detailed competitor analysis for each of their top 50 link prospects, showing content gaps and opportunities. This was sent with no request—just as a valuable resource. Two weeks later, their follow-up asking about potential collaboration received a 64% response rate compared to their previous 11% baseline.

Collaborative content creation beyond simple links

Rather than viewing link building as a transaction, progressive SEO professionals are approaching it as an opportunity for meaningful content partnerships:

Proposing joint research initiatives that benefit both parties’ authority.
Creating complementary content series where each site publishes different components.
Developing interactive tools or resources co-branded by both organizations.
Organizing roundtable discussions or webinars featuring multiple experts who can cross-link content.

Template:

Subject: Collaboration opportunity: [Specific Project] with [Your Company] + [Their Company]

Hi [Name],

What would happen if we combined your expertise in [their specific strength] with our capabilities in [your unique advantage]?

I’ve been following your work at [Company], particularly your [specific content series or approach], and see a unique opportunity for us to partner on a project that would benefit both our audiences.

Specifically, I’m thinking about a [detailed collaboration concept] that leverages:

– Your exceptional insights into [their specialty]

– Our comprehensive data on [your unique data or perspective]

– A shared creation approach that highlights both our strengths

Rather than a simple guest post exchange, this would be a true collaborative asset that we both promote and link to across our platforms.

I’ve attached a brief concept outline to give you a clearer picture of what this might look like. Would you be open to a 15-minute call to explore this further?

[Signature]

Community participation that builds natural link magnets

The most sustainable link building approaches focus on becoming a valuable member of industry communities long before requesting links:

Become an active, helpful participant in industry forums, Slack groups, and subreddits.
Create resources specifically addressing community questions and pain points.
Establish thought leadership through consistent value contribution.
Build relationships with content creators through genuine support and engagement.

Documented results:

Brands that spend at least 3 months actively participating in niche communities before beginning outreach report conversion rates up to 3x higher than cold outreach approaches.

Conclusion

Effective link building outreach templates are essential tools for any SEO professional looking to build quality backlinks at scale. You can dramatically improve your link acquisition success rate by understanding the fundamental principles of successful outreach, customizing these templates to your specific needs, and continuously refining your approach based on results.

Remember that behind every website are real people making decisions. The most successful outreach balances efficiency with genuine personalization and always focuses on creating mutual value.

Combine these templates with thorough research, strategic targeting, and consistent follow-up to transform your link building results.

No matter if you’re focusing on guest post opportunities, broken link building, resource page inclusion, or content promotion, the templates and strategies in this guide provide a solid foundation for your outreach campaigns. Implement them thoughtfully, measure your results, and adapt as needed to create a sustainable link building system that drives long-term SEO success.

How To Send A Reminder Email in 2025: Guide + Examples

Margaret Sikora — Wed, 26 Mar 2025 09:44:56 +0000

“Need help with sending reminder emails“. “Reminder emails—when to send them out?“. “How often should I send reminder emails?”

The internet is filled with questions like this, and it’s for a good reason.

Timing, wording, and frequency all play a big role in whether your email gets a response or gets ignored.

Send it too soon, and you might seem pushy. Wait too long, and the recipient might forget what it was about in the first place.

And then there’s the challenge of getting the tone right – how do you make your email sound polite but not passive, direct but not demanding?

This guide teaches you how to write reminder emails that get results. Plus, you’ll get real examples to help you create your own.

Why send reminder emails?

People are busy. They forget things. It happens all the time.

That’s why writing reminder emails isn’t just a polite gesture but a way to keep conversations moving.

Take follow-ups, for example.

Our data shows that sending just one follow-up email can increase your reply rate from 9% to 13%. The best-performing senders? They don’t stop there. Those who send at least one follow-up message in a campaign see a 27% reply rate, compared to 16% for those who send only one email.

This tells us something important: people rarely respond to the first message. They need a nudge. A gentle reminder email keeps your request on their radar without being pushy.

How many follow-ups are enough?

You might wonder, How many times should I follow up before giving up?

The numbers say 2-3 follow-ups is the sweet spot. It’s what top performers stick to, and it works. The first follow-up email alone can bring 40% more replies than the original message.

But past a certain point, persistence becomes noise. The 5th, 6th, and 7th follow-ups barely make a difference, and they take up your time. Worse, they could land you in the spam folder.

The best time to send a reminder email

Timing matters more than you’d think.

If you send a follow-up too soon, you risk sounding pushy. Too late, and they’ve moved on. A polite reminder email should land in their inbox 2-3 days after your last message – long enough to give them breathing room but soon enough to keep things fresh.

That said, the best timing depends on who you’re writing to. Our data suggests Monday, Friday, and Saturday see slightly higher open rates, but the real trick is testing different timeframes to see when your contacts respond.

Sending a reminder email: step by step

Without further ado, let’s get right into it:

#1 Determine the purpose

Before hitting send, be clear on why you’re writing. Are you following up on a scheduled meeting, reminding someone about an upcoming event, or checking in after no response? A clear goal makes the message stronger.

#2 Choose the recipients

Make sure you’re sending your email reminder to the right people. If it’s a team update, all key members should get it. If it’s a one-on-one follow-up, keep it personal.

#3 Set the timing

Sending a reminder too soon can seem impatient, too late and it might not help. If it’s about upcoming meetings, a heads-up a day or two before works well. Waiting 2-3 days before following up is usually best for unanswered emails.

#4 Write a clear subject line

Your subject line should be short and to the point. A few examples:

[Friendly reminder]: Meeting with [Name] on [Date]
Quick Follow-Up: [Topic]
Don’t Forget: [Event Name] This Friday

People should know what the email is about before they even open it.

#5 Start with a polite greeting

Make it simple and friendly. “Dear [Name]”, “Hi [Name], hope you’re doing well.” Or, if you’ve had previous messages, a quick reference like “Just following up on my last email” works too.

Here’s how Ryanair greets their customers:

#6 State the reminder

Get to the point fast. If it’s about a meeting: “I wanted to send a quick reminder about our call tomorrow at 2 PM.” If it’s a deadline: “Just a heads-up that [Task] is due by Friday.” Keep it short, but make it clear.

#7 Include key details

People don’t always remember the details. A good email reminder should answer:

What the reminder is about.
When it’s happening.
Where (if it’s in person or a link if online).

No one wants to dig through old emails for missing info.

#8 Add a call to action

Tell them what to do next with a clear call to action. Need a reply? A confirmation? A completed task? Spell it out. “Let me know if you’re still good for this time” or “Please RSVP by Thursday” makes it easy for them to act.

See how Uber Eats reminds their customers to use a discount on orders:

#9 Close politely

Just checking in to remind you about the [Documents] needed by [Due Date]. If you’ve already sent them, please ignore this message. Otherwise, let me know if you need any help.

Looking forward to your update!

Best regards,
[Your Name]

Automate your follow up emails with Woodpecker today

Woodpecker is a cold email tool that helps businesses reach prospects without the hassle of manual follow-ups. It automates outreach while keeping emails personal and human-like, so they land in inboxes instead of spam folders.

How Woodpecker sends follow-up emails

No bulk sending – Woodpecker doesn’t blast emails like a newsletter tool. Instead, it sends each message individually, just like you would if you were emailing manually.
Randomized sending – emails go out at different times within your schedule, all so they look natural and avoid spam filters.
Smart follow-ups – you decide when follow-ups should be sent. Want to skip weekends? Only send on Tuesdays and Thursdays? Done.
Automatic sequence control – if a prospect replies, Woodpecker stops follow-ups automatically, so you never send unnecessary reminders.

More features to improve cold email deliverability

Free email verification – avoid sending emails to invalid addresses.
Automatic warm-up – build your sender reputation before launching campaigns.
Deliverability Monitor – get alerts on potential sending issues before they happen.
Inbox rotation – spread emails across multiple inboxes for safer outreach.
Adaptive sending – stay within sending limits to protect your email reputation.

Woodpecker also integrates with tools like Pipedrive, HubSpot, Calendly, Zapier, and Google Sheets.

Set up your first campaign in minutes. Start your 7-day free trial – no credit card required.

Email Outreach Tracker: What You Need To Know

Margaret Sikora — Sat, 22 Mar 2025 08:00:38 +0000

Keeping track of your outreach shouldn’t feel like a guessing game.

Yet, too many sales teams and marketers still rely on scattered notes, outdated Google Sheets, or – worse – their own memory.

The result? Missed follow-ups, wasted opportunities, and hours lost in manual updates.

An outreach tracker changes that. Let’s see how exactly:

What is an outreach tracker?

An outreach tracker helps you organize and monitor your outreach activities in one place. It keeps track of every conversation, follow-up, and response so you don’t lose potential opportunities for sales, links or whatever your end goal may be.

Think of it as a Google Sheets setup or a CRM tool where you log essential details – contacts, date, status, progress – to see what’s working and what needs improvement. Without one, your outreach turns messy fast.

Why is tracking your outreach efforts important?

Sending emails without tracking? That’s like throwing darts in the dark. You need a system to see what’s working and what’s a waste of time.

Here’s why:

#1 Measure effectiveness

Without tracking, you don’t know what’s going on. An outreach tracker gives you real data on open rates, replies, and follow-ups. That’s how you spot trends and tweak your approach.

#2 Identify best-performing strategies

Some emails land in inboxes. Others get ignored. Tracking helps you maximize engagement by focusing on what gets results.

#3 Improve follow-ups

The right timing makes all the difference. Keep track of every conversation and ensure your follow-ups hit at the right moment.

Check this out: What’s the Best Time to Send Email Campaign: Vol. 1 Stats

#4 Increase conversion rates

A clear overview of your outreach helps you refine messaging, test subject lines, and personalize emails. Better outreach, better conversions. Simple.

#5 Avoid spam filters

Sending too many emails too fast? That’s a red flag. Tracking lets you support a natural sending rhythm, keeping your emails out of the spam folder.

Why tracking your outreach efforts with spreadsheets is a bad idea

It might seem like a simple solution, but spreadsheets start working against you as your outreach grows.

Here’s why:

#1 Lack of automation

Every update has to be done manually. New lead? Add it to the sheet. Follow-up sent? Change the status. That’s fine for a few contacts, but at scale, it turns into hours of extra work. An automated tool logs everything for you without the hassle.

#2 Prone to manual errors

One wrong entry can throw everything off. Accidentally marking a prospect as “Not Interested” instead of “Follow Up” could mean losing a deal. Spreadsheets rely on human input, which means typos, forgotten updates, and lost opportunities.

#3 Time-consuming

Outreach is already time-intensive.

Adding manual tracking to the mix slows everything down. Sorting through data, updating statuses, checking past emails. It all eats into the time that should be spent on actual outreach.

#4 Difficult to scale

A basic template works when you’re tracking 20 leads. Try managing 2,000, and it’s a different story. Spreadsheets become cluttered, slow, and impossible to manage. Outreach tools grow with you, keeping everything structured and organized.

#5 No real-time insights

Want to know how many replies you got this week? Or which email sequence is working best? With a spreadsheet, you have to dig through rows of contacts to figure it out. A proper outreach tool gives instant insights to adjust your strategy in real time.

Why a dedicated email outreach tool is better for tracking

Spreadsheets might seem easy, but they won’t take your outreach far.

A dedicated email outreach tool like Woodpecker does more than just track emails – it automates, optimizes, and scales your workflow.

Here’s why it’s the better option:

#1 Time-saving

Manually updating a spreadsheet? That’s a productivity killer. With Woodpecker, every email, reply, and follow-up is automatically logged. No more wasting time on data entry. Just set up your campaign and let the tool track you.

#2 Improved accuracy

Spreadsheets leave too much room for human error. Marking a prospect as “Interested” instead of “Not Interested” could mean following up on dead leads. Woodpecker eliminates guesswork – email statuses update in real time, and built-in email verification ensures you contact valid addresses.

#3 Easier to scale

Tracking 50 emails in a Google Sheets template? Doable. Tracking 5,000? A nightmare. Woodpecker handles high-volume outreach effortlessly, from inbox rotation to adaptive sending that keeps your emails out of spam folders. More leads, less chaos.

#4 More in-depth insights

Spreadsheets give you numbers. Woodpecker gives you strategy. See precisely when prospects open your emails, track which follow-ups get the best response, and optimize based on accurate data. The built-in Deliverability Monitor even helps prevent sending issues before they happen.

#5 Integrations with other tools

Outreach doesn’t happen in isolation. Woodpecker syncs with HubSpot, Pipedrive, Calendly, Google Sheets, Zapier, and more so you can manage leads without switching platforms. Connect your favorite tools and streamline everything from lead generation to follow-ups.

Conclusion

If outreach is part of your business, tracking it properly isn’t optional but essential.

Spreadsheets might seem like a quick fix, but they limit growth, waste time, and open the door to costly mistakes.

A dedicated email outreach tool like Woodpecker helps with automation, real-time data, and seamless integrations.

📌 Stop losing leads to manual tracking. Start your free trial today and let Woodpecker do the heavy lifting.

Why Your Follow-up Is Getting Ignored (And What to Do About It)

Margaret Sikora — Sun, 16 Mar 2025 12:05:57 +0000

Let’s be honest: the art of the follow-up can feel a bit like shouting into the void. You send a crisp, well-meaning email, cross your fingers, and…nothing. Tumbleweeds roll by. No reply, no reaction. Just silence.

If you’ve ever found yourself hovering over your inbox, second-guessing your sanity (or your subject lines), you’re not alone. The truth is, getting ignored is practically a rite of passage for anyone sending follow-ups—salespeople, marketers, job hunters, customer success teams, you name it.

But here’s the twist: it’s rarely about you. It’s (usually) not that your prospect hates you, or that your colleague is allergic to hitting “reply.” Most follow-ups get ignored because they’re either irrelevant, indistinguishable from spam, or just not urgent enough to crack someone’s daily to-do list.

So, let’s cut through the noise. Why are your follow-ups not getting the love they deserve? More importantly, what can you do to finally get a response (without groveling, pestering, or going full cringe)?

Let’s break it down.

The real reasons your follow-up is getting ignored

Before you start rewriting your entire approach, you need to know the enemy. Here are the usual suspects behind follow-up failure:

1. You’re blending into the inbox wallpaper

Nobody likes to admit it, but the modern inbox is a battlefield. According to Radicati Group, the average office worker receives over 120 emails per day. That means your email is up against internal updates, automated notifications, Black Friday sales, grandma’s forwarded jokes, and about a dozen newsletters nobody remembers subscribing to.

If your follow-up looks and sounds just like everything else, it gets the same treatment: skip, ignore, delete. In today’s hustle culture, where everyone’s trying to out-inbox each other, standing out is a survival skill.

2. You’re chasing, not adding value

People don’t respond to “Just checking in…” because, well, there’s nothing to check. A follow-up that exists only to ask if someone saw your last message is a bit like sending someone a reminder to reply to your reminder. That’s not value—it’s digital nagging.

3. Your timing is off

Sending a follow-up on a Monday morning? Get in line behind everyone else. Friday at 4:59 p.m.? They’re thinking more about their dinner than your proposal.

Bad timing can bury even a great message.

4. You sound like a bot

If your follow-up reads like it was copy-pasted from a “polite email templates” article, it will be treated accordingly: as generic, non-urgent, and non-human. People want to respond to people, not scripts.

5. You’re asking for too much, too soon

A wall of text or a heavy ask (“Can we hop on a call tomorrow?” to someone who’s never heard of you) creates friction. The more effort you ask from your recipient, the less likely you’ll get it—especially if you haven’t built up any rapport or given them a good reason.

6. There’s no clear next step

“Let me know what you think” is code for “I’m not really sure what I want from you.” A vague call to action is easy to ignore. People love clarity, not confusion.

What to do about it: Practical tactics that work

Now, let’s talk solutions. Here’s how to make your follow-ups impossible to ignore—without being a nuisance.

1. Start with a better reason

Ask yourself: why should this person care about my follow-up? If your only answer is “because I want them to reply,” it’s time to rethink your approach.

A great follow-up either adds new value, shares a new insight, solves a problem, or reminds them of something genuinely important to them, not just you.

Instead of:
“Just following up to see if you had a chance to look at my proposal.”

Try:
“Wanted to share a recent case study on how [similar company] cut costs with [your product]—thought it might be relevant as you’re tackling [pain point].”

You’ve immediately shifted from nagging to helping.

2. Use the “second-layer” subject line

Your first email probably had a clear subject (“Partnership proposal” or “Quick question about your hiring needs”). For your follow-up, go for curiosity or value:

“A quick win for your Q3 goals”
“Saw this and thought of your team”
“Worth a look before Friday?”
“Missed you last week—here’s a shortcut”

Notice what’s missing? No “Follow-up” or “Just checking in.” You’re not reminding them you’re still waiting—you’re bringing something new.

3. Keep it short, human, and conversational

Long emails get ignored. Long follow-ups? Double ignored.

Brevity is your friend. Use natural language—write as if you’re talking to a smart, busy friend. Drop the corporate fluff.

Before:
“I wanted to reach out once again to reiterate my interest in collaborating with your organization…”

After:
“Thought I’d circle back—did my note last week land in the right place? If not, I can resend.”

Your tone is friendly, confident, and non-desperate. That’s how real people talk.

4. Add social proof, a trigger, or something useful

If you want attention, give them a reason. Try one of these:

Social proof: “We recently helped [known brand] solve a similar challenge.”
Insight: “Noticed your team is hiring—saw some trends that could help.”
Trigger: “Congrats on your new funding! Would love to share ideas for scaling.”

This shows you’ve done your homework, and you’re not just spraying the same message to 50 people at once.

5. Be specific about what you want

Don’t make them guess. Spell out the next step, and make it as easy as possible.

Weak:
“Let me know if you want to chat.”

Stronger:
“Are you open to a quick call next Tuesday or Wednesday to see if this is a fit? 15 minutes max.”

Even better:
“If you’re not the right person, could you point me to whoever handles [topic] on your team?”

Clarity removes friction.

6. Play the long game (but don’t be a ghost)

Not every follow-up needs to ask for a meeting right now. Sometimes, staying on their radar—without being pushy—pays off.

“Saw your recent post on [topic]. Great point about [insight].”
“Just launched a new feature that made me think of your use case—can I send a screenshot?”
“We’re hosting a small roundtable on [relevant topic]. You’d add a ton of value if you’re interested.”

Be the person who brings value, not just the person who asks for favors

7. Know when to quit (and how to exit gracefully)

Sometimes, silence is your answer. After two or three smart, valuable follow-ups, give people a way out. Oddly enough, this often gets replies from people who were just overwhelmed or forgot.

Example:
“Seems like now’s not the right time—if your priorities shift, my door’s always open. Wishing you a strong Q2!”

This leaves the relationship on a positive note, keeps your reputation intact, and sometimes triggers a “Sorry, just swamped!” reply.

Templates that don’t suck

Because let’s face it, everyone loves a shortcut (as long as it doesn’t sound like one). Here are a few follow-up templates you can actually use—and adapt to your voice.

The “Did this get lost?” follow-up

Subject: Quick nudge—did this land in your inbox?

Body:
Hey [Name],
Just wanted to make sure my note from last week didn’t get buried—totally get how wild inboxes can get.
Is this something you’re open to exploring, or should I circle back another time?

Thanks,
[You]

The “Adding value” follow-up

Subject: [Their Company] + [Your Product]: quick win?

Body:
Hi [Name],
Had a new idea for [company] after seeing your [recent update/post/news].
Would it be helpful if I sent over a short breakdown of how [solution] could help with [specific pain point]?

Let me know if it’s worth a look—happy to send details or leave you in peace if not!

Best,
[You]

The “Permission to close the loop” follow-up

Subject: Last try—should I close this out?

Body:
Hey [Name],
I haven’t heard back and don’t want to clog up your inbox. Is it safe to assume you’re not interested right now?
No worries either way—just wanted to check so I can cross this off my list.

Appreciate your time,
[You]

What to avoid (unless you want to be ignored forever)

It’s easy to fall into bad habits. Here’s what not to do in your follow-ups:

No more “just following up” without context. If you’re adding nothing new, don’t hit send.
Don’t guilt-trip. “I emailed you three times already…” Never works. Ever.
Skip the threats. (“If I don’t hear back, I’ll assume you’re not interested.”) It just sounds sour.
Don’t write essays. No one reads War and Peace in their inbox.

The psychology behind the (non)reply

Why do people ignore follow-ups—even if they meant to respond? Here’s a peek into the brain of your recipient:

Cognitive overload: Too many decisions, not enough headspace.
Perceived risk: Responding means committing—even if it’s just to say no.
No urgency: If your message doesn’t solve a real, timely problem, it slides down the priority list.
Lack of personalization: People can spot a mass email from a mile away.

Understanding this lets you be empathetic—and strategic.

Tech tools and tactics to level up your follow-ups

A few ways to work smarter, not harder:

Use reminders and email tracking. Tools like Woodpecker, Mailshake, or HubSpot can show you when your emails get opened—and help you time your follow-ups.
Segment your recipients. Not all leads are equal. Spend more energy on high-value contacts. This is especially true in affiliate marketing, where identifying and prioritizing top-performing partners can dramatically boost campaign ROI. Tools like ReferralCandy can surface valuable insights about which affiliates drive the most conversions, giving you clear direction on who’s worth that extra follow-up.
A/B test your approach. Try different subject lines, sending times, and CTAs. Small tweaks can make a big difference.
Automate, but personalize. Scheduling tools can help, but don’t lose the human touch.
Consider using AI agents. AI agents can help craft personalized follow-ups based on recipient behavior, past interactions, and preferences without sounding robotic. They can even suggest the best time to follow up, draft value-driven messages, or trigger timely nudges based on real-time engagement signals. Think of them as your behind-the-scenes assistants that keep things human and efficient.

When in doubt, be a person

Here’s the cheat code: imagine you’re the recipient. Would you want to reply to your own email?

If not, rewrite it until you would.

Wrapping up: The new rules of the follow-up

Getting ignored hurts. But it’s not permanent—and it’s rarely personal. If you:

Add real value
Keep it human and concise
Make it easy for them to respond
Respect their time (and silence)

…you’ll stand out in even the most crowded inbox.

One last thought: Persistence is powerful, but it needs to be paired with empathy and a bit of wit. You’re building a relationship, not launching a siege. If you focus on helping, not hounding, your follow-ups will finally get the replies they deserve.

And hey—if all else fails? There’s always cat memes. But maybe save those for your fourth attempt.

Ready to ditch the follow-up black hole? Try these tactics in your next campaign, and watch your reply rates climb out of the abyss.

How (and why) to write a follow-up email after an in-person meeting

Margaret Sikora — Tue, 26 Sep 2023 11:47:50 +0000

We get bombarded every day and half the night with endless requests for our time and attention. And even when we let our guard down for a second and open an email, click on a link or respond to someone somehow trying to get us to listen to them, we are conditioned to expect that 99% of these contacts are insincere, superficial and temporary.

Maybe that’s why follow-up messages after in-person meetings can be so powerful.

In a world that’s constantly buzzing with alarms and notifications and pings and other signals that some kind of message just landed in our inbox for some kind of one-time attempt to get us interested, polite follow-up messages show that you’re willing to put in the extra time and effort to make a connection.

Whatever the context of the original contact that brought you together — a networking event, a business meeting — follow-up messages sent a day or two later play a crucial role in nurturing the spark that can create valuable relationships.

That’s why we want to focus on why you should use follow-ups in your outreach and how to put together great follow-up messages.

Why follow-up messages matter

Let’s start with the “why” of follow-up messages and a list of the advantages they bring. These are just a few of the benefits of making sure that you always follow up your first outreach message with some kind of gentle reminder that you’re willing and available to keep the conversation going.

Confirm & reinforce first impressions

It’s a great feeling to expand your personal and professional network by meeting others. When a good first impression is mutual, a follow-up message can be just the thing to move things forward and create a permanent contact. It’s like saying “I met a lot of people at the event but I really want to stay in touch with you.” Who can resist that?

Keep the conversation going

You don’t always get enough time to talk to someone you meet at an event and of course it’s not polite to keep someone to yourself anyway. With a follow-up message, you can send a reminder that you’d like to resume your conversation at some point in the future. It says that you are genuinely interested in keeping in touch and value the other person’s input or perspective.

Grow your circle of contacts

There’s nothing wrong with being open about your desire to expand your professional network. After all, there’s a reason they call it networking and everyone does it. If you’re serious about building your network, follow-ups are a must. They can lead to opportunities, partnerships, or deals that may not have materialized otherwise and what’s wrong with that?

Maintain your reputation as a professional

I’m not just talking about knowledge of your field here, but upholding the standards expected in areas where socializing and professional activities overlap. Following up with others, especially those you spend time engaged with, is simply the proper, professional and polite thing to do. It’s like thanking the other person for their time and expressing hope you can all do it again sometime. It makes a great impression on people since they feel flattered to be remembered by you. Want to be seen as a leading professional in your field? Act like one by making polite follow-up messages part of your routine.

The elements of a good follow-up message after an in-person meeting

Now it’s time for the “how” part of follow-up messages. There’s no perfect text to fit all occasions because the details and context will always vary. Still, there are a few things all good follow-up emails include, like:

Put your subject line to work

A follow-up is a great occasion to let your subject line to do the talking:

Great meeting you at X conference

Right away, your target audience knows the who, what and where of the message. If they met a lot of people at the X conference, they might not recall your face yet, but that is what the rest of the follow-up is for. There’s also an invite there too, creating a kind of obligation to respond. Email subject lines are always a challenging part of every email but always be sure that they somehow add value.

Thanks/gratitude

This is where you’ll usually start out, with a nice “thank you” for someone’s time, for being a gracious host, for the great conversation, for the helpful advice they shared, for the lovely dinner party they organized, for bringing so many industry professionals together, for the opportunity to meet other guests or for any number of other reasons.

For most follow-ups, the “thank you” comes right away, as in “Dear X, I just wanted to write to say thank you for…” It’s that easy.

A reference to your previous meeting

You always need to specifically reference the place, event or context in which you met the person you’re following up with. People are busy and some people find themselves in these situations quite often. Sometimes they need a quick reply in their minds to remember the event where you met and the time they spent with you.

Something like “It was great meeting you at the local business networking event at the Expo hall last Friday and talking about your work at Company X” should be enough since your name and company info will also be somewhere in the email but it doesn’t hurt to include some kind of reference to a personal conversation if you had one to be more precise.

Reminding them of the context where you first met not only allows them to recall you but also shows that you were actively engaged and listening during your interactions.

Mention common interests & goals

This may not always apply, depending on the circumstances, but it’s a good idea to continue your polite follow-up by reminding the recipient about what you learned you have in common — working in the same field, trying to get the same thing accomplished, supporting the same causes, etc.

This is a good way to help anyone who’s still struggling to remember you (it happens), to deepen your connection and to provide a basis for future discussions.

Offer some value

Another step that may not always apply, offering some value accomplishes two things at once.

First, it shows that you’re willing to contribute to the relationship by offering something of value, like contacts, expertise or some other kind of help. It makes the intentions behind your follow-up more genuine since you are willing to invest something.

Second, offering some value helps to more quickly advance your relationship with the recipient to another, closer stage. You’re not just someone thanking them for, for example, hosting a business lunch, you’re providing resources they need to get something done.

Suggest next steps

This will not fit all situations either but, like the previous point, it can move things forward quite a bit.

You can use your follow-up to suggest where to take things going forward. It could be something as simple as setting up a phone call or a meeting without getting into specifics. “Let’s meet for coffee one of these days” is perfectly sufficient to keep things light but still clear that you’re willing to stay in contact.

Of course, you can take things even further with proposals for something more concrete and professionally relevant, like suggesting that someone from your team get in touch with the recipient or asking about the possibility of making a sales pitch or somehow collaborating.

If you use this step at all, the details will depend on how comfortable you are with asking for something and how aggressive you want to be at this stage.

Personalize it

Yes, you’ve already personalized the follow-up to some degree earlier with your thanks and reference to where you met the recipient. They should know who you are already but I’m talking about a different kind of personalization here.

After meeting lots of contacts at an event, you might be tempted to create a one-size-fits-all follow up email
template and send the same message to everyone. Don’t. Such messages are easy to spot and will immediately kill any goodwill you might have otherwise gained.

Your follow-up isn’t that long so there’s no reason you can create a personal touch with each one. This is the kind of personalization that shows you are sincere in whatever you include in your message and makes a lasting impression of the right kind.

Keep it professional

I mentioned earlier that you might mention a detail from a personal conversation to help your recipient instantly recall meeting you. Of course, I meant “personal” in the sense of one-on-one, not a conversation about your life problems or secret hopes and dreams.

The tone of your follow-up is much like the tone of the event that first brought you together — friendly and probably casual but still within the framework of professional relationships and identities. This is not the place to leave behind the rules of etiquette and proper social interactions. You’re not talking to personal friends here, but to potential professional contacts, partners and more so maintain a tone of casual seriousness when it comes to follow-up messaging.

Keep it short & sweet

One of the great things about follow-ups is that they don’t need to be that long. In fact, if they are long, you’re doing something wrong.

The point of your follow-up is to keep the conversation going. Saying thanks with a reminder about where you met along with an offer of help or suggestion to meet again is more than enough to serve the purpose.

Find more tips on crafting a great follow-up email here.

Make follow-ups part of your outreach routine

In a world where connections are vital, follow-up messages are essential to turning connections into relationships. They allow you to build trust, advance professional relationships, and create opportunities that would have otherwise disappeared without the simple act of following up with someone.

Remember, the art of the follow-up is not just about saying thank you, it’s about nurturing connections and keeping the conversation going. That means always creating a path forward, whether in the form of a phone call, a cup of coffee, connecting on LinkedIn or something else.

Don’t leave anyone with the impression that you have no desire or intention to talk with them again. Always use follow-ups to make sure that every promising brief has a chance to become something more.

FAQ on writing follow-up emails

Check out our answers on how to write a follow up email message.

How do you follow-up after an in-person meeting?

After an in-person meeting, it’s effective to send a gentle follow-up email within 24 hours to keep the momentum going. Remember to relaxed and informal approach. This email should express gratitude, summarize the discussion, outline any agreed action items, and propose next steps.

How do you write a professional follow-up email after a meeting?

A professional follow-up email should start with a clear subject line that captures the essence of the meeting. Begin with a polite salutation, thank the recipient for their time, briefly recap the key points discussed, and include a specific call to action. Finish with a courteous sign-off and your contact information.

How to politely follow up on an email after no response?

When following up on a previous email that hasn’t received a response, use a polite follow up email tone. Start with a gentle reminder about the previous discussion, express your eagerness to hear back, and reiterate any pending questions or requests. Include a subject line that prompts action, such as ‘Following up on our previous conversation’.

What is a follow-up email sequence?

A follow-up email sequence (or a follow up campaign) is messages sent after an initial interaction, meeting or message to remind the recipient of the conversation, highlight important points, suggest future actions, or maintain a relationship. It requires a propoer follow up strategy, and it’s a crucial part of professional communication, helping to enhance engagement and continue dialogues. You can use an email template to speed this process.

How to Triple NPS Survey Response Rate with Email

Margaret Sikora — Thu, 18 Nov 2021 09:05:12 +0000

You’re probably familiar with net promoter score (NPS) surveys, but did you know that it’s possible to triple the response rate on your email survey campaigns?

With the right tools and strategies, it’s totally doable.

In this blog post, Urszula Niepewna from Startquestion goes over how to do so.

Want to triple your NPS survey response rate?

The strongest method you can use to get feedback for your business is an online survey.

Asking for feedback is, of course, the first and simplest step. The actual challenge, whether sending customers or employers a survey, is getting them to participate.

At Startquestion, we provide software to small, medium, and large enterprise companies in multiple sectors to facilitate customer surveys, so we are in a unique position to share our expertise in the industry and show you exactly how to improve survey response rates.

This article will show you:

How to make the survey process more effective
How can you improve response rates

We believe the finest way for you to learn is by demonstrating our success, so we’ll share our experience with you and show you how our response rate of 5% improved to almost 15% in a quarterly Net Promoter Score survey campaign emailed to customers.

Why our company uses NPS surveys

The NPS survey is, hands down, our most popular product for customers, helping businesses assess the effectiveness of their customer relationship management team and reveal the potential for increasing the loyalty of their customers.

Conducting NPS surveys is not complicated. We offer proprietary, carefully crafted NPS questions, which you can incorporate into any survey. These are examples of NPS questions used in Startquestion survey software:

We understand it is important to inspect what we expect, so we use quarterly campaigns to measure NPS scores and improve trends. We encourage you to do the same.

Every quarter, we send a Net Promoter Score survey to our entire user base. Response rates averaged around 5%. In short, one in twenty email recipients provided feedback. Not terrible, but we knew we could do better! We went to work and crafted new survey questions to see if we could improve.

Using survey templates makes NPS easier

It is our aim to streamline the processes associated with conducting surveys using the NPS method. We understand everyone is busy! Our survey examples base makes it possible to implement a survey in minutes, using out-of-the-box survey templates.

For our SaaS company colleagues, we did something special—the NPS SaaS company survey template, which asks questions that help you get customer feedback that is not just specific but also reliable. Here’s a sample NPS survey:

The above Startquestion samples from the template can simplify your task, but always remember, you are in control and free to make any changes you like, including how lengthy you make the survey:

Add more questions to get feedback specific to your needs
Delete questions that don’t align with your goals
Modify the question, for example, substitute one matrix question for several standard questions
Use a different font, change color themes or include a logo

How to increase response rate for your surveys

The best way to improve conversion/response rates for surveys is no secret—follow-up. We learned Woodpecker has a phenomenal tool for following up on email surveys. Creating a campaign couldn’t be easier. It allows you to decide how many and at what intervals follow-up emails will be sent to survey recipients. Each email sent is a step.

Below are examples of the four emails we sent

Email one (1st day):

Dear Mr. Martin,

We have a few questions we would like to ask you regarding your recent interaction with our company. This will only take a minute or two and your feedback will help us improve our procedures and enhance our customer service.

You can go to our survey here: [link]

We instructed Woodpecker to allow four days for a response. When there’s no response, a second email is generated.

Email two (4th day)

Hello Martin,

We understand how busy everyone is these days. However, we hoped you could spare a couple of minutes to give us your feedback on our services?

Link to the survey here: [link]

Thank you so much!

With the third email, we wait an additional six days – ten days from the first email.

Email three (10th day)

Hi Martin,

We truly value your view on our services. Won’t you invest just two minutes so that we can help you by improving our services?

You can find the link to the survey here: [link]

Best

And then, the fourth and final email.

Email four (18th day)

Dear Martin,

This is our last call for feedback on our services. I hope we haven’t disturbed you with our requests, but your feedback is clearly of great importance to us.

Again, link to the survey here: [link]

Here are the results of our efforts:

Rememeber that the number of emails you send is entirely within your control. However, you must be careful to avoid frustrating your customers with too many follow-ups. Our experience suggests that three or four emails over 21 days are harmless.

The winning combo – Startquestion + Woodpecker + Zapier

I know what you’re thinking, “Ok, what’s the trick”?

The process seems straightforward – email a survey and if there is no answer, Woodpecker sends follow-up emails. If the recipient responds, the goal is achieved, and follow-ups cease.

But, how can we know the recipient clicked the link and replied so we could halt Woodpecker from following up? The trick is to connect Woodpecker and Startquestion with an integration tool—Zapier. By using Zapier, there is no need to monitor responses manually – everything is automatic.

Zapier allows you to connect Startquestion and Woodpecker so the tools communicate. No coding, no programming, and you don’t need IT experience to do it. This is why Zapier is adored by IT and non-IT specialists. It lets you quickly create workflows, which saves you valuable time and lots of money.

Connecting your survey using Zapier

The procedure is simple.

Create a survey using Startquestion
With Woodpecker, create the campaign and link to the step-one survey you already created
Use Zapier to connect Woodpecker and Startquestion. This step tells Woodpecker when a user completes the survey and it automatically discontinues follow-ups

Here’s how to create a zap in Woodpecker>>

Why conduct NPS customer surveys?

Earlier we discussed the Net Promoter Score and outlined why to use this method. To conclude our story, we want to give you a better understanding of the benefits of conducting regular NPS surveys.

We will focus on four of the myriad advantages of this method, and we trust it will convince your superiors and your coworkers that it’s a fantastic choice.

Simplicity

Using Net Promoter Score is the simplest way to hear your customer’s voice. With NPS, you can collect invaluable data (no matter how complex or diverse), and you can ask similar questions regarding different aspects of your operation. For example, inquire about the quality of customer service, new offers, or the level of customer loyalty.

No special skill set is needed to conduct Net Promoter Score research. Everyone in your organization can learn how to gather and analyze data rapidly. The NPS is established by three groups of respondents: promoters, passives, and detractors. These group divisions arise from the effect of the correlation analysis of the answer to the question and the actual behavior of the consumer.

Results of a Net Promoter Score survey usually appear like this:

Using a consistent method from survey to survey ensures valid comparisons

Analysis is simplified by asking similar, simple Net Promoter Score questions in every iteration of your survey.

Of course, you need not send the same survey each time. Adapt it to your present situation or to your current needs as you see fit. Thanks to these NPS questions, you can readily observe trend lines, so you:

can react quickly to abnormalities, such as huge drops in the promoters group or substantial increases in the number of critics
immediately see when something bad happens and relate it to events in your company, such as price changes or offerings
can use the trend line to show your manager or your director that your tactics are working

This NPS trend line was created on Startquestion survey software

No huge budget required

NPS implementation in your organization is easy with proprietary survey software like Startquestion. There is no need to employ IT specialists, coders, or programmers and the analysis of results is straightforward because collected results are systematically separated into three groups. No time is wasted tabulating results because that’s done automatically.

All you are required to do is buy access to a survey platform account. Use your Startquestion subscription to create as many surveys as you like. Why not use our survey tool for free and make your first NPS survey using our templates?

Sharing results with customers shows you care

Print your NPS scores your social media accounts, on your landing page, or your advertising. NPS results demonstrate you value your customer’s opinion, prove your commitment to customers, and showcase the value of your service or product through strong recommendations straight from your customers.

Use the Internet to identify points of reference for NPS scores in your industry so you can compare your results to your competitors. You may find that you have more to do!

Conclusion

Online surveys are one of the most effective methods of collecting customer feedback. Urszula Niepewna has put together some of the best tips for creating an effective email campaign and getting better results from your Net Promoter Score surveys.

I hope you found these techniques helpful!

How to Re-engage Lost Leads in SaaS

Margaret Sikora — Thu, 19 Aug 2021 12:00:28 +0000

If you’re a salesperson for a SaaS company, you know very well how many leads try your product every month but don’t become customers.

I asked SaaS onboarding specialist Aaron Krall to share his insights on how to reignite conversations with leads who didn’t convert, and added them to the ebook I wrote – How to Grow SaaS with Email. Today I’d like to share the chapter on our blog.

So let’s see how to use email to re-engage lost leads.

How to bring back those who didn’t convert?

Lost leads – the ones who took your product for a run, but decided not to go through with it when the trial ended – are often a neglected audience in SaaS businesses.

But when your trial users don’t convert, don’t abandon hope yet, all of you who offer free trials. There’s still a chance to bring them back.

How?

Duh – with email.

How do you know which leads are worth reigniting the conversation with?

Let’s first take a look at the list.

Do you just send a campaign to all of those who didn’t convert? Or do you single out a specific group, e.g. those who were more invested?

As SaaS user onboarding specialist Aaron Krall says, it depends on how big the list is and on the customer value.

If you’ve got, let’s say, 100,000 expired trials, there’s no way to analyze at scale each and every lead to figure out why they cancelled or how interested they were. So what’s crucial here is to segment the leads in some way — when you reach out to them, you’ll be able to speak to their specific pain points and needs.

This will mean re-engaging them in their unique pain language, as opposed to one general email blast to everyone.

What to put in the re-engaging emails?

When you’re reaching out to people who – for whatever reason – decided not to upgrade to a paid plan, you need to step up your game. Take out the big guns.

What should you put in the opening email?

reintroduce yourself and offer the prospects’ some context – remind them who you are and what your tool does
tell them how come you’ve got their email address
focus on providing them value, not selling – offer to share a valuable piece of content or information on a topic you believe they’d be interested in
give them a way to opt-out – this might actually nudge them to respond

Or you might reach out to them after you’ve rolled out a new important feature, letting them know that your product has changed.

Aaron’s approach here is to run a troubleshooting campaign to find out the reason the leads didn’t move on to a paid plan.

This campaign should be super simple, fun and engaging for the user. It’s really hard to get feedback from a user once the trial is over and they didn’t convert, so you’ve got to have fun with that initial troubleshooting email.

After this, his strategy involves breaking up the emails into 5 different categories and sending at least 2 messages a month.

According to Aaron, one category which is mostly overlooked is “objections”.

Usually someone didn’t buy because of an objection (assuming they’re the right fit), so addressing these objections in addition to showing prospects how your tool can solve their problems and make their life easier is what will bring them back into the tool.

One thing that might entice them to re-try is offering to extend the trial, creating very little risk to come back.

This sequence goes on until the prospect unsubscribes, signs up for the trial again, or doesn’t open any of the emails — in which case it’s best to remove them from the list to maintain a high deliverability rate.

Note: Remember that you can’t keep prospects’ data in your files forever, though.

Although personal data acts, such as GDPR, don’t state precisely for how long it is OK to store it, you need to have a very good and specific reason for doing so.

Here’s how an opening email in a lost lead re-engagement sequence could look like:

Hey {{First_Name}},

Sarah from (your company) here.

It’s been a couple months since you tested (your product). How are things going over at {{Company}}?

Did you manage to (solve the problem they were having) yet? If so, I’d really like to hear what solution worked for you!

We’ve been working full-blast for the past months, too, and I’m super excited to share that we’ve just rolled a new feature — {{Feature}} — that can help with (specific pain point of theirs).

Interested in trying it out in a free 14-day trial?

Best,

Sarah

Or:

Hey there, {{First_Name}}!

A while ago you signed up for (your product), but decided not to stick around after the trial.

Would you mind sharing what was the reason behind this?

I didn’t find it to be that valuable
I had other budget priorities
I dunno, just leave me alone

Hope to hear from you!

Best,

Sarah

PS If you’d rather not hear from me ever again, just reply with a 3) 🙂

It’s worth it to give it a shot – might turn out that lost leads aren’t lost after all.

How to Build a SaaS User Onboarding Email Sequence (feat. Aaron Krall)

Margaret Sikora — Thu, 08 Apr 2021 15:33:56 +0000

In December 2020 I did this webinar with top SaaS user onboarding expert Aaron Krall.

During the webinar, Aaron analyzed the signup process of Villo, a visitor check-in software. Then, I asked him to go through their onboarding email sequence and use it to talk about what a high-converting onboarding email sequence should look like.

Before we move on to the sequence analysis, let’s see what you should take into consideration when you’re creating an onboarding sequence.

4 steps to build an onboarding email sequence

Here are a couple of things that are going to help you as you’re creating your onboarding sequence.

1. What is the outcome you want your users to get during the trial?

In onboarding, there’s a desired result or, in other words, an ideal outcome. It’s impossible to deliver the ideal outcome during the trial. If you could do that, the users would leave after it’s over and never come back.

What you need to do during the trial period is to show them you can deliver on the promise. This means you have to deliver some kind of a meaningful outcome during the trial.

In the case we’re discussing here, Villo (which is a visitor check-in software) is an iPad app.

As Aaron points out, there’s no way that their users are going to be able to see the full capacity of the tool and experience their desired outcome, which in this case might be not paying for a receptionist, better quality health standards, or C-level executives knowing who’s at the front desk.

They might get a taste of that, but they’re not going to see the whole thing.

The trial period is the time for you to really build the value in the tool.

In an ideal world, you would meet with every single person that signs up. You’d ask them what they’re expecting from the tool and what their desired outcome is. And you’d adjust the way you sell your tool based on that.

But if you have a low-touch onboarding process, you just can’t do that. So the next best thing is to decide what are the few things that a customer needs to know in order to see value in the product – and there’s a finite list. You can’t touch on everything.

What you should do next, then, is to identify what are the meaningful outcomes your users want to experience in the trial.

Aaron suggests making a list of maximum 4 different outcomes that they could get during the trial.

In the case of Villo, one of them might be to show how easy it is to use the tool, and another — checking in their first visit.

2. Next, take a look at what the necessary actions to accomplish these outcomes are.

Actions are a series of steps to get to the outcome.

If the onboarding is designed to get users to see these outcomes, you’ll have 6-7 actions that you need them to do in order to reach that specific outcome.

Some of them may not be an action within the tool. It might be a video to show the users what’s possible, a recorded demo, a testimonial, or even some text telling them “hey, this is what’s possible”.

Some of them are going to be actions, but not all of them. In fact, a lot of times having a totally action-based onboarding sequence is prohibitive, because that puts a lot more weight on your users’ shoulders before they see the value.

That’s why a demo is so important, and why it’s the highest-converting sales process. You actually get to tell the salesperson what’s important to you, and then they show you the outcome that you can get. That’s as powerful as you can get.

3. Now’s the time to identify the path of first value.

What’s important to remember at this point is that there are two kinds of value in onboarding: perceived value and experienced value.

Perceived value is when the users actually see what’s possible, e.g. in a demo.

Experienced value is when they actually experience it.

If you combine both of these — show the users the perceived value, but also get them to experience the value — then you have a lot of success.

As Aaron points out, in an onboarding sequence there are 5 types of emails you send out. Some of them are action emails, some are path-of-first-value emails.

The path-of-first-value ones are the actions that they need to take in order to experience the outcome that you promised. It’s the path. You’ve already identified the necessary actions, and now you identify what the path is — what are the steps that need to be taken.

What Aaron suggests to add here is to show additional value, e.g. introduce a feature that the users didn’t yet know existed, or show them that something they didn’t know is possible, actually is.

And then…

4. The activation sequence happens after the users convert.

As Aaron puts it, “when a user converts, they’re on a high. When they press the BUY button, there’s an emotional rush. At that moment, they need help to find out what they bought, what they’re actually going to be able to do. They need your help. Because if they don’t have success with the product, they’re going to churn.”

Onboarding doesn’t stop after the users have converted. In fact, Aaron argues, we might say it begins as soon as they put in the credit card.

The activation sequence consists of all the other things that they need to do (or see, or hear) in order to get the most value out of the product.

There are numerous things that can come into play at this point. One of them is challenging the users’ objections.

Or putting out case studies and testimonials.

How many times have you bought something online, and then went back and looked at the testimonials and reviews? It’s called a buyer reassurance.

So what you can do at this point is:

overcome the objections
show case studies, testimonials
provide more value by introducing the customer to things within the product that they probably haven’t seen yet, and that you know they need to see in order to be successful

That sums up the process.

Now let’s move on to the emails.

Onboarding email sequence in SaaS – analysis of real-life examples

If we take a look at the whole onboarding process, emails are just a small part of it.

What’s really important is the strategy, and what the messaging that you’re putting out is.

Once you have all that in place, learning to write a good email is easy. What’s really powerful around this whole strategy is identifying these 4 things mentioned above, and building the right onboarding sequence.

Let’s assume you have all of this together.

Now let’s see Aaron’s tips on how to make onboarding emails more effective, aka how to get the users to take action.

All of this is based on several onboarding emails from Villo. Mind you, it’s not their whole sequence.

Take it from here, Aaron.

Email sent on day 1

The first one is this:

I’m not sure what the subject line is — and subject lines are important.

Usually what we do for the subject lines is we mention a pain. We could say something like “Never X again” or “Get Y really quickly” or “If you’re still using paperwork, check this out”. These are obviously just examples of the top of my head, but you get the gist.

It’s important that you don’t say “It’s time to do X”, because that’s critical. It’s like a critical parent saying “Why haven’t you cleaned your room yet?”.

And our brain is wired to get defensive when we hear sentences like that.

We don’t want critical, we want nurturing. “Have you considered X?”, “I would love for you to Y”, “It’ll make you so much happier if you do this”.

But going back to the email — I love the first two sentences. They’re showing some character and personality, which most companies don’t do.

I love this little lemon guy. I don’t know what it is, but it makes me connect with them.

“To help you get started, I’d like to offer a free one-on-one walkthrough of Villo to answer any of your questions understanding requirements.”

This is actually not bad.

But if you’re trying to get people into a demo, I’d say:

“Rather than spending weeks or hours in the tool trying to figure things out yourself, let’s hop on a quick call, help you get your account set up, and make sure that it’s a right fit for you.”

That approach offers a lot more value. A demo is me showing you everything, while a free account setup sparks a “hey, they’re actually going to help me get set up. It’s going to save me time”.

A demo is adding time to my work day and a free account setup is saving me time — which means the value is inherently greater in the latter case.

“These walkthroughs usually last between 20-30 minutes with plenty of time for questions. To book a time with me, click the button below.”

Instead of this, I’d say:

“We can get your account set up in 20-30 minutes, answer any questions you have and get you on the road to [benefit]”.

One mistake I see here is they’re telling them to take another action, right below the button.

Each of these emails should have one action.

There’s an exception, though — once you get really good at writing emails, you can have another action targeted towards another type of audience. But for now there should just be one thing that they need to do.

If they have to think about what to do — “Should I read the Villo setup guide before I press book a demo? Or should I book a demo now and then go back to the email?” — that’s just too many things to think of.

Get them to do one thing at a time. In this case it’s booking a demo.

What I often do is I add a PS at the end of this email that addresses any objections.

What are the objections they might have to not getting on a demo? It’s time-consuming. It’s going to be boring. I don’t need it. I can figure it out myself.

Address those things in the email — “PS A lot of our customers hop on these calls and they save two to three hours. You can set it up faster and start seeing results faster by hoping on this call”.

Address the objections, as this is what’s preventing them from taking the next step.

Another email sent on day 1

The same thing goes for this email. This is also day one.

There’s way too many things. “Details”, “connect a tablet”, “add your employees”, “safely sign in visitors and employees”, ask questions. And below — “Villo”, “upgrade”, “support”, “unsubscribe”, “privacy statement”, “contact”.

You know how many calls-to-action there are in this email? There’s at least 12. You need to dial it down. What should you do now? What’s the next important thing? It might be connecting the tablet.

“Click this button to download the tablet app. Why should you do that? Because a tablet allows you to do X, Y and Z, and these are the benefits “.

Don’t have so many calls-to-action.

Email sent on day 2

The subject line for this one says “Don’t forget to pair your iPad”, which is a little bit critical.

“Let’s help you get your iPad set up”. Isn’t that so much better?

“Having trouble connecting your iPad? By not using an iPad you’re missing some of Villo’s awesome features such as playing background videos and showing off your business’ branding.”

That’s not a good enough reason for me to connect the iPad. There’s got to be a better reason.

Also, “Villo’s awesome features” is a hyperbole. It’s cliche. I’ve no idea what awesome features are.

But if you said:

“When you connect your iPad to Villo, you’ll be able to do… [and then you list three things that are critically important to your customer]”

that would build motivation for them to connect the iPad.

Then there’s a button below.

And here actually is the only option for having two calls-to-action: this is talking to a different audience.

“If you don’t have an iPad yet, find out what additional hardware you’ll need to make the most of Villo”.

You should have it, but have it down below. I would even test it and put it below the signature.

Allright, let’s go to day 3.

Email sent on day 3

The subject line for this one is “Make your first impressions count with Villo”.

I’d change it to a more customer-focused one.

The user doesn’t want their first impression to count.

The customer doesn’t think at night “I really want first impressions to count”. What they really want is for customers to walk in and be blown away by how professional they look.

Use the words your customers are using.

Next, we have branding features and the button, which is great — it’s just one simple thing.

Again, below they have another article showcasing how Villo can benefit your brand. But why are they sending you to an article? If they’re trying to build value, it should be in the email. It should say:

“And if you’re curious why customizing your branding is important, here’s a few questions we’ve answered for you.

Why should I customize my branding?
What impact would it have?
How do I know it’s going to have an impact on my business?”

Put all that there, don’t send them somewhere else.

And then the “Customize your branding” button should be the only call-to-action.

Email sent on day 4

This is a good one.

This is one of those things that I would question — is this absolutely necessary for them to get to the desired outcome?

Do I have to add a background video to really see the value of the tool?

If I do, then that’s great.

Still, there are a few things that I would add to this email. One is a quick video to show what it’ll look like with a background video, because I don’t know what a background video is.

When I think of a background video, I think of something that’s going on in the background, not a video that’s going to show a brief introduction of my business or a promotional video.

I really don’t see the value yet, so you have to be really clear with the user:

“Adding a background video will do Z, Y and X. If that’s important to you, add a background video.” And if it’s not important — don’t include it in this email.

Now let’s skip to day 14.

Email sent on day 14

This also is a good one.

“I just want to see how your experience has been with Villo over the last two weeks? I’d love to know some pros and cons and if there’s any way I can help you guide you through the rest of your trial.”

Well, you wouldn’t want for someone to go to Capterra and leave a negative review.

It’s important to differentiate between trying to get feedback and trying to get a good review. Those are two different things.

Once you identify a customer that you know loves the product, you want to make it really clear and concise. You could e.g. say:

“As one of our top customers, we’d love for you to tell other people about your experience with Villo. As a small company, we depend on customers just like you to help spread the word and help other companies to solve the problem that you solved.”

And then you add the “Review us on Capterra” button.

For feedback, you want to start a conversation.

“Hey, how has your experience with Villo been so far?”. If you have a customer success person, they should be taking that email. Don’t combine the two.

If you combine them, you risk them not doing anything because there’s too many things to think about. Also, you might get a negative review on Capterra — which is fine if you’re OK with it. I wouldn’t make it easy for them to do it, though.

Email sent on day 20

This one’s a trial-ending email.

“Your free trial is coming to an end, so now is the time to make sure you’ve selected the right plan to suit your needs.”

Your customers don’t know what plan they should go with and they shouldn’t have to decide which plan to go with.

You need to either explain it to them — tell them what plan is best for them — or make it so simple that they know exactly what plan is best.

That’s why when it comes to pricing, either usage-based or value-based pricing is usually best.

Usage-based or value-based would mean e.g. that you can check in 3,000 guests a month. Every other feature is included. If you check in 3,000 people a month, you’re covered.

From every month that goes up, you’re only charged on how much you use the product.

That’s quickly becoming the go-to pricing strategy for people because people are tired of paying for what they don’t want.

So for this email I’d say:

“This means you get:

1 location
1 tablet connection
Up to 20 employees
Uploading NDAs to sign

If that’s all you need — great. Sign up here.

But if you’re looking for other things, like delivery management, playing background videos, Slack and Google G-Suite integrations” — and I’d put what it exactly is for each of these points, e.g. Slack integration: so your team can do X, delivery management to Y.

Build value in that higher plan because I don’t know what delivery management means, and I’m not going to go to sign up for it just because you told me it exists.

And then we have:

“If you feel like you need more of Villo’s features…”

I don’t like this because I don’t know what I need. I’m not an expert in the tool that you’re selling me. I don’t know what I should be looking for, I don’t know what I need and what I don’t need.

Your job’s to tell me “Based on what you’ve told us (or what you need), this is the best plan for you”.

I would change this:

“If you have any questions or need help changing a plan reply to this email and I’ll be happy to help!”

This is always the same in these emails. And sure, they might have questions, but if you’re more specific, you’ll actually get them to reply.

You could say: “If you’re still unsure which pricing plan to go with or even if Villo is right for you, hit reply to this email and let’s chat”.

That’s really what they want. They don’t want to help changing the plan at this point, unless they’re already sold on the product — and most people are. If they haven’t converted by day 20, there’s a pretty low chance they’ll convert.

So at this point your goal shouldn’t be to convert, but to get objections out and find out why they haven’t converted yet — at least that’s my strategy.

Another email sent on day 20

“These are all great features, but we’d be lying if we said you weren’t missing out on one of Villo’s key features such as integrating with Slack and Google G-Suite.”

Again, I don’t like this. What this is saying, is “You have this, but if you want real results, you have to go with our higher plan”.

See how that feels to you?

I think I’m signing up for a tool that’s going to solve my problems and I’m realizing that I’m not even getting everything I need.

This actually happens to me all the time with software.

I’m not saying your ideal customer thinks like that, but just keep in mind that they don’t know how to buy what you’re trying to sell, so you need to either guide them or make it really easy.

“If you want to find out what else is available, please inquire through your account billing using the button below.”

I would change this, e.g.:

“If you’re curious what other options are available to you and what else Villo can do, watch this quick walk-through of our top plan and why most of our customers choose this plan.”

Email sent on day 44

The last email is after the free trial ended and they want to get feedback.

I expect very few responses to this one. There’s no motivation for somebody to fill out the survey. There’s no reward, no value, it’s just using your time.

Chances are, those who fill it out are going to be people who have way more time on their hands than money. Which means you’re going to not only get fewer responses, but you’ll get responses from people who probably aren’t your ideal customers.

At this point you should make it very easy for them to give feedback, or you should build so much value in the “why” that your ideal customer actually responds.

For the beginning, I’d say:

“Hey, your free trial with Villo ended recently. We noticed you didn’t sign up — what did we miss? Where did we go wrong? Could you send me a quick email with your “why”? We’ll use your feedback to help create a better tool”.

That’s why they want to reply, that’s giving them the reason to reply.

***

That’s a wrap from Aaron. Take some of his tips and implement them in your emails, and – specifically – in your strategy.

Why is this article on the Woodpecker blog?

Woodpecker isn’t an onboarding tool — that’s true. But what it can do is boost your trial to paid conversion rate.

As for the results it brings us, I can tell you that on average 30% of all trial signups (which translates into 39% of SQLs) become premium customers of Woodpecker after the free trial.

I think these results aren’t half bad.

Want to see how you can increase your trial conversion, too? Go to this article:

How to Increase your SaaS Trial-to-Paid Conversion with Personalized Email Campaigns>>

How Can You Hack Your Webinar Promotion with Joint Ventures?

Margaret Sikora — Thu, 04 Mar 2021 12:15:05 +0000

In 2021, we’re still using webinars to connect with our prospects. They’re an economical and scalable way of filling our pipelines with fresh leads. You’ve probably hosted several ones yourself and fell in love with this format.

You may be wondering how to squeeze even more juice from your online events. Even if you provide excellent value for your participants, you need to do webinar marketing to gather a decent audience. All in all, your prospects need to know that you’re holding an online event.

If you’re promoting webinars but are not satisfied with the ROI of PPC campaigns or organic social media activity, joint ventures may be an excellent alternative. With higher conversion rates at zero or minimal cost, they are a great webinar promotion hack for 2021.

In this article, I explain why joint ventures are more effective than standard event promotion techniques and how to promote a webinar step by step using them. Let’s dive deep!

Higher conversion at lower cost

We talked about webinar promotion with Jon Schumacher, a webinar expert for the B2B sector (watch the full talk here). His experience proves what we’ve suspected long before: PPC campaigns are not as effective for promoting webinars as they used to be.

Even if you achieve a high number of registrations, says Jon, these people are likely not to show up. Especially if you target those that don’t know your brand yet—they treat your webinar as another freebie and eventually don’t join. As a result, the attendance rate may be as low as 15%.

Joint ventures can be an effective alternative way of promoting webinars. By a joint venture I mean inviting another company or influencer to join your online event as a co-host or guest. But not any company or influencer: these should be the ones that already have your prospects within their community. When promoting your joint event, you’re using their marketing channels to reach exactly the people you’re looking for.

Including a joint venture in your webinar marketing plan is a great way of gathering a high-quality audience without spending money on paid ads. As these people are connected to the company you’re collaborating with, the attendance rates for this webinar promotion method are much higher. Jon talks about even 30-40% compared to 15% from PPC.

How to find a webinar joint venture partner

You can use several methods to find the right joint venture partner. If you have a diversified professional network, you’re likely to find them among the people you know. If the topic of your event is highly specific, you may need to do cold outreach. In both cases, you’ll need to pitch your event idea and give the potential partner a reason to accept your proposal.

Here’s how to establish a joint venture for your webinar marketing plan, step by step.

Step #1: Identify potential partners

Before you send a cold email to your potential webinar partners, you need to do a bit of thinking.

Start with your prospects. What kind of information are they looking for? What insights would be interesting for them? What would bring additional value to them?

Once you answer these questions, think about the characteristics of the companies or influencers you could partner with. Who can provide your prospects with these insights? What industry should they come from? Should it be an SME or a corporation? What should they specialize in?

With this specification, you may start looking for potential partners. Just like in sales prospecting, it’s important to limit your search to these requirements—otherwise, you’ll end up wasting your time on contacting irrelevant people. Remember that a joint venture is not only a webinar marketing tool. Your partner is meant to complement your event content with relevant insights.

Start with the companies from your professional network. These may be your business partners, contractors or clients. It may help you maintain a good relationship with them as they’ll feel appreciated if you invite them to join your event as experts. If you run a B2B business, you may also engage your leads and warm them up as a side effect.

If you don’t have any matches around you, talk to your colleagues. You may be surprised what people they have in their networks. To make it faster, look in their LinkedIn networks.

If these methods don’t work for you, go beyond the companies you know. Look for them using Google, LinkedIn, Quora, or aggregating platforms. For example, if you’re looking for a software agency, use Clutch. For SaaS providers, try Capterra. When looking for marketing insights, go to Inbound.org. There are many other places where you can find your partners. Go to this blog post for more ready-made search ideas.

Remember to look up your potential partners on LinkedIn or other social media. Chances are that someone from your company will be able to introduce you to them. In such a context, it’ll be much easier for you to convince them to join you.

Step #2: Find their data

Once you have a spreadsheet with potential webinar promotion partners, fill it with their data. Why bother? Because you’ll probably need to contact more than one person. The chances are higher if you reach out to someone you know, but they may still be unavailable on the given date or don’t feel secure enough to talk about your topic.

For your personal connections, you’ll only need their first names and emails. You probably have them. If not, try to find them on the web. You may be connected on social media and thus don’t have their email addresses, but I highly recommend getting them (e.g. by asking them to give it to you because you have something really cool to forward to them). If you use social media to contact them, you won’t be able to measure your efforts. Moreover, tracking responses on various platforms usually leads to chaos.

If you decide to reach out to someone you don’t know, you should have the find the following data:

email,
first name,
last name,
company name,
domain.

That’s the basic cold emailing set, but your research may require more fields. Also, it’s recommended to add a column for a personalization field. Cold outreach is more effective when your messages are personalized, i.e. when they refer to something specific about your recipient (their achievements, professional experience, publications, etc.).

Finding email addresses this way may be difficult, but don’t get discouraged. There are tools for extracting hidden email addresses from websites and social media. We’ve gathered them for you in this article.

Step #3: Write a persuasive email

When you know whom you’ll reach out to, there comes the moment to write good email copy. And in this case good means converting. In the context of joint ventures for webinar promotion, a good email will convince the recipient to start a partnership with you.

If you know your recipient personally, you probably know how to communicate with them. Do they prefer small talk or getting straight to the point? Do they need a detailed plan of your webinar promotion or just the general idea behind it? Will they join your event for fun or to take advantage of your communication channels? Remember to adjust your message to their communication style.

If you do cold outreach, remember that poor copy may ruin your campaign. Writing good cold emails requires practice, but you can avoid a false start if you keep several rules in mind. First of all, always think about the receiver. Give them a reason to accept your proposal. Instead of saying that you need their channels for promoting webinars, show them the benefits. You wouldn’t waste your time on any joint venture without getting anything in exchange, would you?

The easiest argument you could use is additional promotion for your partner in your channels. You may refer to your social media or web stats if they’re appealing. Similarly, you may mention that your target audiences coincide, so your partner will get more visibility among their prospects or, if that’s not the case, that they’ll reach new target groups. If you’re a tech company, you may mention that the joint venture will help your partner build an image of an innovative business. If you have strong personal brands within your team, you can mention getting access to their networks. There are many other benefits you can describe to the potential partner. Get creative on that!

Remember to avoid a salesy tone. Professionals receive plenty of sales messages and are simply tired of them. Instead, start a natural conversation without stating your request out right. Wait until you catch their attention.

With this attitude, write a short, specific and personalized email. Remember that every small piece of your message matters. Here, you can find our tips for writing subject lines, email openings and email copy in general.

Step #4: Automate your email campaign

Once everything’s ready, you can send your messages to potential partners. As I mentioned before, I recommend using email in order to track your results and avoid getting lost in replies spread over social media and other platforms.

Surely, you can send a few emails to your personal connections manually. But if your spreadsheet has mainly people from outside of your network, automated software will be a better choice. Without it, you’ll drown in the sea of replies and follow-ups. With automation, you can rest assured that you’ll send your emails to all the contacts from your spreadsheet and follow them up accordingly.

Setting up an automated email campaign is really simple. In Woodpecker, it looks like this:

1. Connect your email account to Woodpecker. It may be a Gmail, Microsoft or any other account. The system will ask you to set your “from” name and email signature.

2. Design your email path: a sequence consisting of an opener and up to seven follow-ups.

They may be conditional, i.e. vary depending on the conditions defined by you beforehand. That’s the step where you write your email copy.

3. Set up daily limits (how many prospects will receive your messages each day) and delivery hours. Surely, you can define the time gap between the opener and follow-ups.

4. Import prospects. You may add your prospects’ data in four ways:

manually,
from a .csv, .xls or .xlsx file,
using the integration with Google Sheets
from database

5. Send your campaign and monitor results.

Quick recap on how to market webinars with joint ventures

Adding a joint venture to your webinar marketing plan is likely to pay off. This webinar promotion method generates much better results than PPC campaigns, with minimal or zero budget.

To make it successful, always start with the needs of your event participants. Your webinar marketing partner should always bring extra value for them because otherwise their presence is redundant.

Based on this requirement, prepare a spreadsheet with the contact details of potential partners and plan your webinar marketing outreach.

Once you have the plan, write persuasive, recipient-oriented email copy and, if you need to do cold outreach, set up your campaign. Use specialized email automation for that: without it, your webinar marketing outreach will take plenty of time in exchange for poor results. Finally, send the emails.

If you follow my guidelines, you’re bound to find valuable webinar marketing partners and grow your event audience.