If you’re sending cold emails or sales outreach, you know the first email almost never gets a reply. That’s where follow-ups do the heavy lifting. But just blasting reminders every other day is a fast way to get marked as spam—or ignored. If you’re using Saleshandy to schedule your follow up emails, this guide will show you how to do it right (and what to skip).
Whether you’re new to Saleshandy or just want to stop guessing about follow-up timing, you’ll find some honest advice here—based on real-world results, not wishful thinking.
1. Start With a Solid First Email—Don’t Rely on Follow-Ups to Save You
Before you even think about scheduling follow-ups, check your first email:
- Is it clear, short, and easy to read?
- Does it sound like a real person, not a script?
- Is there a reason for your recipient to care?
No amount of follow-ups will fix a terrible opener. Get this part right first. Otherwise, you’re just sending more noise into the void.
Pro tip: If you’re worried your email is too long, it probably is.
2. Space Out Your Follow-Ups—Don’t Be a Pest
It’s tempting to nudge people every day. Resist. Most replies come from the first or second follow-up, not because you wore someone down.
Here’s a cadence that actually works:
- Day 1: Send your initial email.
- Day 3-4: First follow-up (2–3 days later).
- Day 7: Second follow-up (3–4 days after previous).
- Day 14: Third follow-up (a week after last).
- Optional: One last check-in 2–3 weeks later.
Don’t go overboard. Anything past 3–4 follow-ups usually hurts your reputation more than it helps your reply rate.
What to skip: The 10-step “drip” sequences you’ll find in some sales blogs. Most people just get annoyed.
3. Personalize—Even in Automated Sequences
Saleshandy lets you set up templates and mail merge fields. Use them, but don’t get lazy:
- Always use the recipient’s name. (Obvious, but you’d be surprised.)
- Mention something specific—a recent event, their company, or even a shared connection.
- Change up your follow-up subject lines. “Just checking in” is boring. Try “Quick question about [topic]” or “Thoughts on my last note?”
Pro tip: It takes a bit more time to personalize, but even small touches dramatically boost response rates.
4. Use Saleshandy’s Scheduling Features—But Don’t “Set and Forget”
Saleshandy can schedule emails based on your recipient’s time zone, automate sending times, and let you pause sequences if someone replies.
Here’s what actually helps:
- Send during business hours in your recipient’s time zone (not just when you’re working).
- Use the “pause on reply” feature. Nothing’s worse than replying, then getting three more automated emails.
- Review your sequence every month or so. If you’re getting zero replies, something’s off—don’t just let it run.
What to ignore: The urge to automate every possible step. If your replies start sounding robotic, you’ll lose trust.
5. Keep Each Follow-Up Shorter Than the Last
Your first email probably had the most info. Each follow-up should get briefer:
- Remind them of your original message.
- Add one new thing (a recent win, a resource, or a quick question).
- Make it easy for them to say yes, no, or ask for more info.
Example:
“Hi [Name], just wanted to follow up on my last note about [topic].
If now’s not a good time, just let me know—happy to circle back later.”
Short, direct, no guilt trips.
6. Track What’s Actually Working (and What’s Not)
Saleshandy gives you basic analytics: opens, clicks, replies. Use these, but don’t obsess.
- Low open rates? Try a new subject line or check if your emails are hitting spam.
- Low reply rates? Rework your message. Maybe it’s not relevant or clear.
- Lots of unsubscribes or spam complaints? Stop. You’re probably emailing the wrong people, or your follow-ups are too aggressive.
Pro tip: Don’t chase vanity metrics (like open rate) at the expense of actual conversations.
7. Respect the “No,” and Know When to Stop
If someone unsubscribes, asks to be removed, or even just doesn’t reply after a few messages—let it go.
- Mark them as “do not contact” in Saleshandy.
- Don’t try to “win them back” with more emails. You’ll just annoy them.
It’s better to move on than burn bridges.
8. Don’t Overthink “Best Time to Send”—But Avoid Obvious Mistakes
You’ll find endless blog posts about the “perfect” time to send emails. Here’s the truth: there isn’t one.
- Weekday mornings (8–10am, recipient’s local time) are usually safe bets.
- Avoid weekends, late evenings, or holidays.
- If you’re selling to people in different time zones, use Saleshandy’s time zone scheduling. No one wants a sales email at 2am.
But honestly, content and relevance matter way more than split-testing 9:00 vs 9:30.
9. Don’t Copy-Paste Templates From the Internet
Yes, Saleshandy has templates. No, you shouldn’t rely on them word for word.
- If you sound like every other rep, you’ll be ignored.
- Take inspiration, but rewrite in your own voice.
- Never use “just circling back” unless you want to be deleted.
What works: Honest, straightforward messages that sound like they came from an actual person.
10. Test, Iterate, and Don’t Be Afraid to Ditch What Isn’t Working
No “best practice” is universal. What gets replies in one industry might flop in another.
- Change one thing at a time: subject line, timing, call to action.
- Give each change a week or two—you need actual data, not gut feelings.
- Don’t fall in love with your sequence. If it’s not getting replies, try something new.
Pro tip: Sometimes the biggest gains come from removing steps, not adding more.
Wrapping Up: Keep It Simple, Stay Human
Scheduling follow up emails in Saleshandy isn’t rocket science. Most “advanced” tactics are just distractions. Focus on being clear, respectful, and persistent—without being annoying. Keep your emails short, personalize where you can, and don’t send more follow-ups than you’d want to receive yourself.
Start small, see what works, and tweak as you go. That’s how you’ll actually boost conversions—no tricks required.