15 FOLLOW-UP EMAIL TEMPLATES THAT CLOSED OVER $500 MILLION

 

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The average person decides within 2.7 seconds whether to read an email or not. 

If we send a boring "Just Checking In" follow-up email, we have even less time to capture their attention. And considering we send HUNDREDS of follow-up emails every week, this got me thinking: 

What are the BEST templates to follow up with someone, instead of sending a boring "Just Checking In" email? 

As a result, I interviewed HUNDREDS of entrepreneurs, salespeople, and hustlers get a behind-the-scenes look at their most powerful email templates. And these are pure gold, driving incredible results, such as: 

  • Driving $400 million in revenue for Fortune 1,000 companies, achieving an 80% open rate. 
  • Connecting with 27+ CEOs in the past years without any introductions (includes CEOs of Amazon, Twitter, Pandora, and more). 
  • Earning $100,000 in 30 days, increasing average sales quota by 215%. 

The best part? You can copy-and-paste these templates straight into your HubSpot CRM.

Let's get started.


How I Turned 522 Emails Into $4 Million In Revenue

Source: Bryan Kreuzberger, Sales Expert

Last October, Bryan was hired to help close a pipeline filled with world-class, Fortune 1000 companies: Google, AT&T, Toyota, etc. He built a list of 522 companies to work with, but the consulting agency he was assisting had a little problem ... they weren't closing any sales.

Instead of spamming companies with the same email template that wasn't working, Bryan made a few adjustments to their sales process. The result? 

They saw an 80% email open rate, earning $4,386,000 in additional revenue.

Wow. Check out his follow-up email sequence (comprised of three email templates total) that earned Fortune 1000 companies over $4 million in new sales: 

Email Template #1 - "Appropriate person?"

Re: Appropriate person?

[NAME]

I'm writing to follow-up on my email. I didn't hear back from anyone on the team. If it makes sense to talk, let me know how your calendar looks. 

If not, who is the appropriate person for me to talk to? 

Thanks for your help,

Bryan

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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If someone didn't respond to Bryan's second or third follow-up emails, he sent a final follow-up which had a 76% response rate. Bryan swears by it, claiming it's his best-performing email of all time: 

"No matter how many variations I try, I can't match the results of the 'Permission to close your file?' email template."

Here we go:  

Email Template #2 - "Permission to close your file?"

Permission to close your file?

[NAME]

I'm writing to follow-up on my email and voicemail. We are in the process of closing files for the month. Typically when I haven't heard back from someone it means they are either really busy or aren't interested. If you aren't interested, do I have permission to close your file? 

If you are still interested, what do you recommend as a next step? 

Thanks for your help. 

Bryan

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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However, Bryan warns only sending a "permission to close your file?" email after a few follow-up attempts:  

I only pull out this email when I follow up with someone two or three times and don't hear back. If used incorrectly, it may come off as threatening. The goal here is to re-connect with people who have completely halted communication with you, you shouldn't use it when you're trying to start a relationship. 

Bryan notices roughly 25-30% of people are still very interested in working with you, but haven't had the chance to connect. This email creates the urgency they need to hit reply.

If they respond "No" to the "Permission to close your email," Bryan sends this final email: 

Email Template #3 - "Your file has been closed"

Your file is closed.

[NAME], 

Thanks for your email. I closed your file. Since it's over, I have a quick question. Why is it you aren't interested? Was it something I did? 

If there is any way I can improve, let me know. I'm always looking for input. 

Thanks for your help, 

Bryan

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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Why? Well, would you like someone to keep selling you after you told them you weren’t interested? 

No. Of course not. You would want them to accept it and move on. So Bryan saves himself a lot of grief by finding someone who is interested, but still eager to learn from someone is not interested.

Did he make a mistake? Does his product need tweaking? This email helps him learn from mistakes and constantly improve.


How I've Connected With 27+ CEOs In The Past Year Without Any Introductions

Credit: Sam Parr, Entrepreneur

How can you connect with highly-successful people without any mutual connections?

Sam Parr, founder of Hustle Con, figured out an incredible witty hack for getting their attention. In fact, he got the attention of highly-successful CEOs such as: 

  • Jeff Bezos, CEO of Amazon
  • Tim Westergreen, CEO of Pandora Radio 
  • Jessica Alba, actress and founder of Honest Co.
  • Alan Schaaf, CEO of Imgur 

His goal? Getting speakers for a brand new conference he started, Hustle Con, for non-technical startup co-founders. Here's how he got their attention: 

Email Template #4 - Customized GIF + witty subject line

my dog says hey

How can you not read an email that includes a gif like that?

I've been a massive fan of Pandora for years and years, and have followed you since Charlie Rose but I'll make this email quick. 

Are you free Friday, April 24th?

We'd love to have you keynote Hustle Con, an annual conference here in SF focused on nontechnical cofounders. 

Close to 500 people will be there and they'd love to hear your story, but here's how you'll benefit: 

1. Hiring - Our attendees are crazy driven and thirsty for knowledge ... that's why they come. We'll be happy to list your open roles on our site and send to our large email list

2. Publicity - Our blog, The Hustle, has a loyal following. A blog post will be written about you and seen by hundreds of thousands of users. Plus, tech reporters will be at the event. Here is some publicity from last year's event: Entrepreneur Magazine, Fast Company, Buffer.

3. Fun as hell - Before the conference we host a dinner for past and current speakers. Here is a list of who will be invited ... the dinner is a great way to meet other founders. 

We'd love to have you speak and will do whatever we can to make it worth your while.

And if you need anymore convincing, make sure to check out last year's highlight reel. 

So ... what do ya say? What can I do to make this a win for you?

Sam, head honcho of Hustle Con

PS - I read your LinkedIn article about public speaking this past summer and ended up practicing a speech of mine about 100 items in front of a mirror ... total game changer. 

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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Notice how his email is full of benefits. He's painting the mental picture for Tim Westergreen (CEO of Pandora Radio) that he'll walk away with new hire candidates, get publicity, and have fun. 

Except there was a little problem ... Tim didn't respond to this email. Or the next follow-up. Or the follow-up after that. Or the follow-up after that.

As a result, Sam sent one final follow-up email: 

Email Template #5 - "It's been a while since you ignored me"

Re: my dog says hey

Hey Tim, 

It's been a while since you last ignored me so I figure what the hell ... might as well happen again. 

So Hustle Con is happening this year. We have a ton of cool founders of companies like Pandora, GetAround, TeeSpring, and a ton others.

Is there anything I can do to make this worth your while? 

I know you just raised some cash so maybe you're hiring. If so, I promise you'll be able to find a handful of recruits in the office. 

Anyway, either way. I'm still a fan of Pandora. 

Sam 

p.s. Your office is right next to Twitter right? We just moved to an office nearby!  

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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At Sam's final attempt at getting Tim's attention, he got a response back. Next thing he knows, Pandora Radio's CEO is speaking at his conference: 

 
When I've spoken with Sam, his message is clear: Never stop following up. He typically sends at least five emails until he gets a response from CEOs.
 
Funny story: Even though one of the CEOs couldn't make his conference (Brian Lee, CEO of LegalZoom), Sam's ruthless persistence earned him an unexpected job offer: 
 

The Email 4 Templates That Earned Us $100,000 in 30 Days

Credit: Matthew Scott, VP of Global Sales

Like most small businesses, Matthew's marketing agency used to get 90% of new clients from referrals.

If they had more time, they'd generate leads through inbound marketing. If they had more money, they'd purchase $30,000+ in advertisements. But they had limited time AND money, requiring a unique solution.

As a result, they created an automated series of four email templates (using HubSpot's Sequences tool) that generated $100,000 in 30 days.

In other words, their revenue increased by 215% since sending these emails.

In Matthew's first email, he'd set Google Alerts to discover when a prospect was mentioned in the news, then follow up to congratulate them via email: 

Email Template #6 - Find your prospects in the news

Free to chat?

Dr. [NAME], 

Because I work so much within the healthcare industry, I constantly follow industry news. Recently I noticed that you’ve [COMPANY ACCOMPLISHMENT]. Congratulations! 

Usually when that happens, [BUSINESS ISSUE] becomes a priority. That’s why I thought you might be interested in finding out how we helped [WELL-KNOWN COMPANY OR COMPETITOR] get going quickly in their new direction – without any of the typical cookie cutter approaches to marketing.

Check out our patient advertising and brand campaigns here - [LINK TO CASE STUDY].

If you’d like to learn more, let’s set up a quick call. Schedule 15 minutes here on my calendar - [HUBSPOT SALES MEETINGS LINK]. 

Regards,
Matthew

P.S. If you’re not the right person to speak with, who do you recommend I talk to?

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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Matthew noticed a drastic spike in his response rate after congratulating someone to open a conversation, versus sending a random prospecting email out of the blue.

If they said yes, he'd propose a time to chat using the HubSpot Meetings toolIf they didn't respond after 24 hours, he'd send a second follow up email. 

Tool Tip: Meetings

You're already using the HubSpot CRM, but have you tried HubSpot's "Meetings" tool yet? Matthew used this to help him closed a $100,000 deal. 

Meetings integrates with Google Calendar so people can automatically book meetings on  your calendar based around YOUR availability:

Pretty fancy, eh?

Meetings permanently ends the annoying "What time works for you?" back and forth emails when trying to book a meeting with someone via email.

Wanna give it a shot? Just  book time on my calendar and I'll explain how it works in more detail.  

Email Template #7 - Send a free tool

If Matthew hit 24 hours of silence, he'd send a second email that offers a tool his company created: 

Free Physician Branding Tool

Hello Dr. [LAST NAME],

I'm following-up my previous email with free tool I think you'll love.

It's an brand analysis survey I created just for you (literally, your name is on it), that will help you understand how your practice is different from other doctors in [CITY].

Use the brand differentiation analysis tool here - [LINK].

When we speak, I'll benchmark your responses against the top physician brands around the country.

I'm sharing my calendar [HUBSPOT SALES MEETINGS LINK] so we can schedule a convenient time to discuss.

Enjoy your weekend,
Matthew

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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Don't have a tool you created? Send a help blog post, eBook, or article. Anything of value.

If your company is not blogging yet, no problem. Send them a helpful article that someone else wrote on a topic you think would help your prospect. 

Email Template #8 - "Re: Trying to connect"

If Matthew hit 24 hours of silence yet again, he'd send a third follow-up email. 

Re: Trying to connect

Hi Dr. [LAST NAME],

I’m sorry we haven’t been able to connect. Again, I know how hectic things can get at work and with family.

I would be available for a call during weekends or before or after work hours if that’s easier for you. I don’t mean to bug you, but I do want to help you manage your team so you can exceed your goals of [CUSTOMIZED GOALS].

Schedule a time on my calendar here - [HUBSPOT SALES MEETINGS LINK].

Best,
Matthew

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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If he doesn't hear anything, he'll send the "permission to close your file" email (which he ironically learned from Bryan Kreuzberger from above, which he double-ironically learned from this HubSpot content): 

Email Template #9 - "Should I close your file?"

Should I close your file?

Hi Dr. [LAST NAME],

I’m writing to follow up. We are in the process of closing files this month. Typically when I haven’t heard back from someone it means they are either really busy or aren’t interested. If you aren’t interested do I have permission to close your file?

If you are still interested, what do you recommend as a next step?

Thanks for your help.

Regards,
Matthew

send-now-sidekick-hubspot-content
  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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This sequence has earned Matthew Scott $100,000 in 30 days, skyrocketing his overall revenue by 215%. By automating the follow-up emails using Sequences, Matthew guesses it saves him 10 hours a week. 

Tool Tip: Sequences

You're already using the HubSpot CRM, but have you tried HubSpot's "Sequences" tool yet? Matthew also used this tool to help him closed a $100,000 deal. 

Sequences automates your follow-up emails, so you don't have to spend time remembering who you've followed up with, or who you haven't: 

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Sequences is only available for Gmail users, but we're rolling out a version for Outlook soon. 

Wanna give it a shot? Just book time on my calendar and I'll explain how it works in more detail.  


How I Got a 70% Response Rate By Emailing 250+ Silicon Valley Executives

Credit: Lloyed Lobo, VP of Growth

Lloyed Lobo needed to book an entire tech conference. Except he had a little problem: He only had five days to contact everyone ... and had to do it out of his hotel room in Peru. 

Regardless, he made it happen and hustled to grab the attention of Silicon Valley Executives such as: 

  • CEO of Zenefits, Parker Conrad 
  • CEO of Credit Karma, Kenneth Lin
  • CMO of Slack, Bill Macaitis
  • Co-founder of EventBrite, Julia Hertz
  • COO of Evernote, Linda Kozlowski 

And TONS of other executives. Here was the follow-up email sequence that pulled all of these speakers: 

Email Template #10 - Invite to speak at event

Invite to speak at Traction Conf SF on Oct 8

Hey [NAME],

How's it going? Traction Conf last month was hugely successful - we had a solid speaker lineup including the CEO of Marketo, Twilio, Hootsuite etc., almost 1,000 attendees, plus reporters from BBC, TechCrunch, Bloomberg and more. Here's the highlight video.

We'd love to have you speak at Traction in SF on Oct 8 at the InterContinental Hotel. Hoping we can make it work as we’re local this time.

Cheers,
Lloyed

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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Lloyed said leading his emails with "How's it going?" drastically increased response rate, because it was a friendly tone, which caused busy-CEOs to think he was an entrepreneur they previously met.

When in reality, he had never met these CEOs and entrepreneurs before. 

If they didn't answer, Lloyed sent a follow-up email: 

Email Template #11 - Follow up + adding more social proof 

Re: Invite to speak at Traction Conf SF on Oct 8

Hey [NAME],

Since our email exchange we've confirmed the Co-founder of Lynda.com, CEO of AppDirect (just raised $50 from Peter Thiel), Co-founder of Zoosk, Author of Traction Book, Head of Growth at Mixpanel, Head of Growth at Homejoy, Head of Growth at Quora, Head of Marketing at Porch.

Plus reporters from BBC, TechCrunch, Bloomberg, HuffPo, CBC News etc. will be there.

We're are still in the first couple of weeks of speaker outreach.

Are you able to join us?

Cheers,
Lloyed

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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Lloyed noticed a higher open rate in this email than the first one, because it adds “Re:” to the subject line. He also started the conversation with "Since our last email exchange" which hints that they've already had a conversation.

He adds more credibility and social proof with every email he sends, listing new speakers from well-known companies that were added to the event.

If Lloyed didn't hear back by the third or fourth follow-up email, he would send one final email:

Email Template #12 - "I'm starting to feel like a stalker"

Re: Invite to speak at Traction Conf SF on Oct 8

Hey [NAME],

How's it going?

I feel horrible troubling you and I'm starting to feel like a stalker. Much appreciated if you can let me know if you'd speak at Traction Conf Vancouver on June 18th. If not, I won't send you another email.

Here's the most recent updated list of speakers - CEO of Twilio, Founder of Lynda.com, CEO of Udemy, CEO of Postmates, Co-founder of Kissmetrics, Co-founder of Zoosk, Head of Growth at LinkedIn, Head of Growth at Zillow, Head of Growth at HubSpot, Head of Growth at Mixpanel, and many more.

Cheers,
Lloyed

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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CEOs are busy people, so Lloyed caught their attention by opening with, "I'm starting to feel like a stalker", as it's genuine, human, and funny. However, this took a LOT of experimentation to discover that this opening line increased his response rate.

In fact, Lloyed ran HUNDREDS of experiments to help him answer questions such as: 

  • What subject line gives me the highest open rate?
  • What introductory sentence gives me a higher response rate?
  • What length of content gives me the highest response rate?

As he learned what worked and what didn't work, he achieved that incredible 70% response rate. All by analyzing his emails and running experiments. 

Tool Tip: Email Template Analytics

Do you know what emails get the most opens? Or the highest response rate? Using HubSpot's Email Template Performance tool, you'll get an inside peak at your most powerful templates: 

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Wanna give it a shot? Just book time on my calendar and I'll explain how it works in more detail.  


How To Close $100,000 Deals and Get A 50% Response Rate After Someone Opens Your Email

Source: Mack McGee, VP of Business Development ... and myself

The #1 question I get from friends that are new HubSpot Sales users (an email tracking tool) is:

"What do I do after I get a notification that someone opened my email?"

So I'll give them my two favorite stories and email templates. First is from a VP of Business Development who closed a $100,000 deal. Second is my personal template, which typically yields a 50% response rate.

Story #1 - The VP of Business Development who closed a $100,000

This is one of my favorite stories of how a HubSpot customer closed a $100,000 deal after a prospect went silent for 9 months. 

Back in January 2014, Mack McGee (VP of Business Development at Groove) was positive he would land a contract with a prestigious eCommerce client. However, they all the sudden fell off the map. 

He tried follow up over and over and over again ... but with no luck. Eventually he gave up. 

Fast-forward nine months later, when he received HubSpot Sales email tracking notifications. All of the sudden, this lead from nine months ago appeared to be interested again: 

After seeing these notifications, and not hearing from this lead until nine months previously, he sent this follow-up email: 

Email Template #13 - After a HubSpot Sales email tracking notification

Still interested?

Sam,

Hope all is well. I had put a reminder in to check-in with you to see how things were going with the eCommerce initiatives. We had discussed a potential partnership a few months ago, but hadn't been able to formalize our recommended engagement.

We would love to catch up and see if there are any opportunities for to engage with you all and help with your eCommerce strategy. Let me know if you have sometime to reconnect this week and catch up business owner to business owner on where you see things and I can provide some ideas on where we can help.

Look forward to hearing from you.

Mack

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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His lead, Sam, immediately responded and mentioned the coincidence between the timing of Mack's follow-up email and their current problem — they were looking to partner with a marketing agency.

Oh really? That’s such a coincidence.   :)

Three weeks later, he closed the deal, worth more than $100,000.

Story #2 - How I get a 50% response rate after getting a HubSpot Sales notification

When a hot lead opens an email I sent them, I'll follow up with this email. I've done a LOT of testing and this is hands-down the best template I've used so far, which gets me a 50% response rate. 

Email Template #14 - "I noticed your potential interest"

I noticed your potential interest ... 

Hi [NAME],

I noticed that you opened the email I sent yesterday, but I never heard back from you. So I wanted to follow up today to see if you have any questions about [COMPANY NAME].

I don't mean to be pushy; I was simply wondering if these actions mean you're interested in learning more about our [COMPANY NAME] and how we provide value to organizations similar to yours. 

Do you have ten minutes for a brief phone call next week?

Thanks!

send-now-sidekick-hubspot-content
  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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Try adding that template into your HubSpot CRM account and seeing if it works for you.

The "Breakup Email" That Gets a 33% Response Rate

Source: Katharine Derum, Sales Manager

When all else fails, it might be time to send the "Breakup email." 

Assuming your prospect or lead has completely fallen off the map, and ignored your multiple follow-up attempts, a "breakup email" can often do the trick. 

In fact, Katharine Derum, a sales manager at HubSpot, says her team often sees a 33% response rate from this email: 

Email Template #15 - Breakup email

Are you okay?

Hi [NAME],

I’ve tried to reach you a few times to go over suggestions on improving [BUSINESS NEEDS], but haven’t heard back which tells me one of three things:

1) You’re all set with [BUSINESS NEED] and I should stop bothering you.

2) You’re still interested but haven’t had the time to get back to me yet.

3) You’ve fallen and can’t get up and in that case let me know and I’ll call someone to help you.

Please let me know which one as I’m starting to worry! 

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  • It only takes 15 seconds! Follow these simple steps:

    Step 1. Copy the template and subject line above.

    Step 2. Click here to open your HubSpot CRM email templates tool. Click Create your first email template, then Start from scratch.

    Step 3. Paste the template and subject line. Click Add template to save it.

    Watch this 30-second video for details:

     

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This is a powerful email to pull out if you haven't gotten a response yet. 

However, the key to ALL of these email templates isn't just clicking copy-and-paste.

It's testing if these email templates are actually working at your company. For help with running email template experiments, feel free to book time on my calendar below.

Want to chat more about testing these email templates inside your HubSpot CRM?

It only takes 15 seconds to copy-and-paste these email templates into your HubSpot CRM. But you'll want to run experiments to see if these ACTUALLY work for you.

If you submit your info below, I'll walk you through my step-by-step experimentation process.


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