How to Write a Voicemail Follow-up Email
Crafting effective English email writing is a crucial skill in professional communication. If you've ever left a voicemail and wondered what to do next, a well-written voicemail follow-up email can significantly boost your chances of getting a response. This guide will walk you through the process, helping you master the art of sending a polite and professional follow-up, ensuring your message is clear and concise for ESL learners.
Table of Contents
Structure of a Voicemail Follow-up Email
Sending a voicemail follow-up email requires a clear, organized approach. Breaking down the email into its core components ensures your message is professional and easy to understand.
The Subject Line The subject line is your email's headline and determines if it gets opened. It should be clear, concise, and immediately convey the email's purpose. A strong subject line connects the email to the previous voicemail, setting the recipient's expectations.
The Salutation The salutation sets the tone. For professional communication, always opt for a formal greeting like "Dear [Mr./Ms./Dr. Last Name]" or "Dear [Full Name]". Avoid informal greetings unless you have an established, informal relationship with the recipient.
The Body The body is where you convey your main message. It should be structured into logical paragraphs to maintain clarity.
Opening: Start by politely referencing the voicemail you left. This immediately provides context for the recipient. Briefly state the purpose of your email, which mirrors the voicemail's core message.
Key Details: Reiterate any crucial information that was in your voicemail. This might include project names, dates, or specific requests. Ensure these details are presented clearly and concisely, avoiding jargon where possible.
The "Ask" or Main Point: Clearly state what you need or expect from the recipient. This could be a request for a call back, a specific piece of information, or an action to be taken. Be direct but polite.
Closing Remarks: Gracefully wrap up the body by expressing gratitude for their time or attention. You can also offer further assistance or clarify when you might follow up again if no response is received.
The Closing and Signature The closing phrase should match the professional tone of your email. Phrases like "Sincerely," "Best regards," or "Kind regards," are appropriate. Your signature should include your full name, title, and company (if applicable), and your contact information.
More: How to Write a Case Study Sharing Email: Examples & Tips
Essential Vocabulary
Mastering key vocabulary is vital for effective English communication. Here are some high-impact phrases useful for crafting professional emails, especially follow-ups.
| Vocabulary | Meaning | Example |
|---|---|---|
| Regarding | Concerning; with respect to | "Regarding our call yesterday..." |
| Follow up on | To continue or pursue after an initial attempt | "I'm writing to follow up on the voicemail I left." |
| As per our conversation | As discussed during our talk or call | "As per our conversation, I'm sending the document." |
| Appreciate your time | A polite way to thank someone for their consideration | "I appreciate your time in reviewing this." |
| Look forward to hearing from you | Eagerly anticipating a response | "I look forward to hearing from you soon regarding this matter." |
| Convenient time | A time that suits someone | "Please let me know a convenient time to connect." |
| Clarification | The act of making something clearer or easier to understand | "I need some clarification on the project details." |
| Promptly | Quickly; without delay | "Could you please respond promptly to this request?" |
More: How to Write a Former Client Re-Engagement Email
Email Example
Here is an example of a voicemail follow-up email that demonstrates the structure and professional tone discussed previously.
Context: You left a voicemail for a potential client, Sarah Chen, about a new service that could benefit her company.
Subject: Following Up: Voicemail Regarding [Your Service Name] for [Client's Company Name]
Dear Ms. Chen,
I hope this email finds you well. I am writing to follow up on the voicemail I left you earlier today regarding how [Your Service Name] could significantly benefit [Client's Company Name]'s [specific area, e.g., marketing efforts].
As mentioned in my message, our service specializes in [briefly reiterate core benefit]. I believe this could be particularly impactful for your team, given [mention a specific challenge or goal of their company, if known].
I would be delighted to briefly discuss this further and answer any questions you might have. Please let me know if there's a convenient time for a quick 10-15 minute call next week.
Thank you for your time and consideration. I look forward to the possibility of connecting.
Best regards,
[Your Full Name] [Your Title] [Your Company] [Your Phone Number] [Your Email Address]
Conclusion
Crafting a professional voicemail follow-up email is a vital skill for anyone looking to improve their English email writing abilities. By following a clear structure, using appropriate vocabulary, and maintaining a polite and professional tone, you can significantly enhance your communication. Remember, practice is key. Try adapting these principles to your own professional interactions. The more you write, the more confident and proficient you'll become in all your email exchanges. As Merriam-Webster defines "follow-up" as something that continues or completes a previous action, applying this to your emails ensures thorough and effective communication. Continual practice will help ESL learners personalize their professional tone and refine their overall email writing skills.
