Sales follow-up email templates for when they go quiet
When an active deal goes quiet, the prospect usually hasn't decided against you; something else took priority. This follow-up asks one simple question that can be answered in a word, and offers an easy way to push the timeline without feeling rude. It's for prospects who were engaged and then stopped replying, not for cold outreach.
;sl-nudge;sl-nudge in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
Second follow-up. Shorter, and gives them the option to hand you to someone else.
When your contact has gone quiet because they moved on.
When to use it
- A prospect who was replying stopped after a demo, a proposal or a trial.
- A promised next step passed without a word.
- Your contact left and you need to find the new owner.
What to avoid
- Don't write "just circling back" or "did you see my last email?".
- Don't add pressure that isn't real. "Pricing goes up Friday" only works if it's true.
- Don't send more than two of these. After that, use the breakup email.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- First name
{fill:First name} - The prospect's first name.
- Next step
{fill:Next step} - The specific step that stalled, e.g. "the security review".
- ;sig-work
{snippet:sig-work} - Pulls in your ;sig-work snippet, so a change to that snippet updates every reply that uses it. Create a snippet with that trigger first (any template in the email signatures pack works), or the field stays as typed.
- New contact name
{fill:New contact name} - The person who took over from your contact.
- Company
{fill:Company} - The prospect's company name.
- Cursor
{cursor} - Where your cursor lands after the snippet expands, so you can start typing the personal part straight away.
Tips
- •Name the actual next step in the fill-in. "The pilot with your two team leads" is easier to answer than "our conversation".
- •"Either answer is fine" lowers the cost of replying. People ignore emails they'd feel awkward answering.
- •If you draft follow-ups in Shortcuts, Retext's Get Snippet Text action asks for the fill-ins, then hands the finished text to the next step of your shortcut.
Works in Gmail, Outlook, HubSpot, Salesforce, LinkedIn and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Notice when reps start reaching for ;sl-nudge more often. A spike usually means deals are stalling at the same stage, which is worth a team conversation.
See Retext for TeamsQuestions
What do I say when a prospect stops responding?
Ask one simple question about the specific next step, and make it easy to say "not now". Most quiet prospects are busy, not lost, and an easy question gets an answer.
How many times should I follow up with a quiet prospect?
Two follow-ups about a week apart, then a breakup email. That's enough to catch someone who got busy without becoming a nuisance.
Related templates
Breakup email
;sl-breakupSales
Hi [First name], I haven't heard back, so I'll assume [Topic] isn't a priority right now, and I'll stop following up. If…
Follow up after no response
;em-nudgeEmail & out of office
Hi [Name], I know things get busy, so I'll keep this short. Are you still able to [The ask]? A quick yes or no is all I…
Quote follow-up
;sl-quoteSales
Hi [First name], Checking that the quote for [Project] came through OK. It's for [Price], as discussed. If the scope or…
Type ;sl-nudge, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
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