Nurture new business relationships right away by sending a thank you email after meeting prospects and colleagues.

Saying thank you is more than just a formality. It’s a door you open, inviting a relationship to continue and grow. It’s an expression of gratitude that lets someone know they are valuable to you. It also provides an in for you to reiterate how you feel you can do business with someone. That’s why it’s so important to reach out to new connections as soon as you can, and one of the best ways to do that is to send a thank you email after meeting them.

Sending thanks to every new client you meet may seem like a daunting task, but with a little guidance and a little help from modern technology, it doesn’t have to be. Once you get the hang of it, sending a thank you email after meeting someone will become habitual, and you may end up feeling more anxiety about not sending something!

But what should a thank you email look like? What should you include and what should you leave out? How long should it be?

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What you should know about sending a thank you email after meeting clients for the first time

You can avoid common mistakes when you send a thank you email by following a few unofficial guidelines.

First, keep things brief and straightforward. While a thank you email after meeting someone for the first time is an appreciated gesture, writing a novel of an email may make you come across as desperate or pushy.

All you need is a good subject line, a greeting, a reminder of where you met and what you talked about, a thank you for their time, and something of value to them:

“Subject: A little something to thank you for your time

Dear John,

It was great to meet you at the expo yesterday. Thank you for taking some time to talk about your need for a call system for your business. I’d love to chat some more about how Call Logic can help with your needs. Do you have some time for a call this coming week?

In the meantime, I’ve attached a white paper to this email that gives you more insight into what we spoke about yesterday. I hope you enjoy it!

Let’s talk soon.

Dave Brown”

Notice how the email gets straight to the point: Thanks, let’s work together, here’s something you might like. Done. It’s brief, direct, includes a call to action, and attaches something of value. Notice also how the subject line instills curiosity, which will help ensure that the client opens the email in the first place.

This format will almost surely get you a response even if it doesn’t turn into another meeting, and it will keep you at the top of the person’s mind when they find they need your services.

There are some other things to think about when sending a thank you email after meeting a new client. One of the most important is tone. Make sure that your email is bright and clear, not overly friendly, but not too formal, either. Only include positive statements and remember you’re writing to a potential customer, so you’ll do well to be confident and polite.

Another thing to remember is that this email is a follow-up, not a pitch. Avoid using too much “sales-y” language, like the words “guarantee” and “estimate.” It takes away from the sincerity of your expression of gratitude.

To that same end, with this particular email, don’t include any links to your product or services (aside from what’s already there as part of your signature). Again, it applies pressure at a time when it’s simply not appropriate to do so. (Not if you want to develop the relationship, anyway.) You’re not trying to get the client to buy anything with this email. You’re merely establishing trust and nurturing a connection.

Writing out a single thank you email after meeting a new business connection is easy. But you’re likely meeting a lot of new people with all the networking a salesperson has to do. How do you stay on top of all the follow-ups while still making new calls and pursuing further connections?

One of the best ways to send follow-up emails is with modern technology. CRMs like Call Logic come with an email function, so you can write and store emails immediately and even schedule them to be sent out at a later time. Software such as this also usually includes customizable email templates you can use as skeletons for each personalized thank you email you send out.

If you don’t have a CRM to help you, you can still create customizable templates and save them in your email drafts folder. When it comes time to send thank you emails, copy and paste the template in a new message window and tailor it to be specific to the person you’re writing to. This saves you the time of writing similar emails over and over again, and it helps ensure that you touch on all the important points without rambling on through less critical content.

Whatever else you do, make sure that when you send your thank you email after meeting a new client that you are authentic. Customers can identify a lack of genuineness very quickly, even in the body of the email, and it more often than not will turn them away. Remember, in addition to trying to get a meeting or sell a product, you’re primarily trying to establish trust and build a relationship. When you’re authentic, making these kinds of connections is usually pretty easy because people will immediately feel as though they can trust you. If, on the other hand, you come across as too sales-y or perhaps insincere, customers will smell it a mile away, and your thank you email will likely be for nothing.

Send thank you emails with customizable templates through Call Logic. Schedule a free demo today and find out how!