If you’re tired of sending follow-up emails that get ignored, you’re not alone. Most sales messages disappear into the void because they sound generic and automated. If you want prospects to actually look at your follow-ups—and maybe even respond—handwritten notes can make a difference. This guide is for sales pros, business owners, and anyone else who wants a real shot at standing out. We’ll walk through how to use Handwrytten templates to build follow-up messages that don’t get trashed.
Why Handwritten Follow-Ups Still Work
Let’s get something out of the way: handwritten notes aren’t magic. They’re not going to close a deal by themselves, but they do get noticed. Here’s why:
- Physical mail is rare. Most people get a pile of junk and bills. A handwritten card instantly stands out.
- It feels personal. Even when you use a service like Handwrytten, it shows effort—more than hitting “send” on another email.
- People keep them. Unlike yet another “just checking in” email, handwritten notes can stick around on someone’s desk.
This doesn’t mean you should ditch digital follow-ups altogether. But used right, handwritten notes can be a strong part of your toolkit.
Step 1: Know When (and Why) to Send a Handwritten Follow-Up
Before you dive into templates, get clear on when a handwritten card actually makes sense. Here’s when it works best:
- After a first meeting or call. A thank-you note can leave a memorable impression.
- Following up after a quote or proposal. Shows you’re invested, not just chasing numbers.
- When you’ve hit a wall. If emails and calls go unanswered, a physical note is a pattern-breaker.
- Celebrating milestones. Think birthdays, contract anniversaries, or even just “thanks for your time.”
Don’t send handwritten notes for every little interaction—they’ll lose their impact and start to feel gimmicky.
Pro tip: If you’re mass-blasting hundreds of prospects, handwritten notes aren’t the tool. Save them for high-value leads or key moments.
Step 2: Picking (or Creating) the Right Template
Handwrytten offers a bunch of templates for follow-ups, thank-yous, and general outreach. Honestly, some are better than others. Here’s how to choose or tweak one so it doesn’t sound like you copied and pasted it from the internet.
What to Look For in a Template
- Keep it short. No one wants to read a novel. 3-5 sentences is plenty.
- Be specific. Reference your last interaction, what you discussed, or something personal.
- Avoid canned language. “It was a pleasure to connect” sounds like you’re reading from a script.
Template Examples (and How to Make Them Better)
Generic Template (skip this):
“Thank you for your time. Please let me know if you have any questions. I look forward to working with you.”
Improved Version:
“Hi [Name],
Really appreciated your time on Tuesday—your insights on [topic] stuck with me. If any other questions pop up about the proposal, just let me know. Hope your week’s off to a good start.”
Another Good Template:
“Hi [Name],
I enjoyed learning about [their business] and your approach to [challenge]. If you’re still considering options, I’m happy to clarify anything. Either way, thanks again for meeting.”
What makes these work? - They mention something specific, so it doesn’t feel automated. - The tone is friendly, not pushy. - There’s a clear invitation to continue the conversation, but no hard sell.
Bad Templates to Ignore
Handwrytten, like a lot of services, has some “all-purpose” templates that sound stiff or over-eager. Skip anything that:
- Starts with “Dear Sir or Madam”
- Uses phrases like “I am writing to follow up regarding…”
- Feels like a form letter
If you wouldn’t say it out loud, don’t send it.
Step 3: Customizing Your Message (Without Overthinking It)
A template is just a starting point. The best notes feel like you wrote them for that person—because you did, even if you used a service.
Quick Ways to Personalize
- Use their name. Obvious, but don’t forget.
- Mention something from your conversation. A detail about their business, a problem they’re facing, or even a shared interest.
- Reference next steps. “Let me know if you want to schedule that demo” or “Happy to answer questions as you review.”
- Keep your signature human. “Best, [Your Name]” is fine. Don’t add your full title or company unless it makes sense.
What NOT to Do
- Don’t cram your entire pitch into a card. This isn’t the place to “overcome objections.”
- Don’t copy-paste the same message to everyone. If you’re doing more than 10-20 at a time, batch-edit for at least some variety.
- Don’t make it weirdly formal. You’re a human, not a call center.
Pro tip: If you’re sending several notes at once, jot down a couple of bullet points about each prospect as you finish your call or meeting. It’ll make personalizing a breeze.
Step 4: Sending with Handwrytten—What Actually Matters
Handwrytten makes it easy to send your note without, well, having to write it yourself. But don’t let the convenience make you lazy.
How it Works (the Quick Version)
- Choose a card design. Keep it simple—unless you know the prospect loves puppies or hot air balloons, skip the “fun” designs.
- Pick a handwriting style. Go for legible, not “quirky.”
- Paste in your message.
- Double-check for typos and awkward phrasing.
- Enter the address and send.
What Makes a Card Stand Out
- Plain, high-quality cards. No glitter, no clip art, no “inspirational” quotes.
- Handwriting that looks natural. Handwrytten’s styles are pretty good, but some look more realistic than others.
- Envelope with real stamps. Handwrytten does this by default—don’t overthink it.
What to Skip
- Don’t add business cards, flyers, or promo materials. That instantly screams “mass marketing.”
- Don’t send gift cards or swag unless you have a real relationship. Otherwise, it just feels like a bribe.
Step 5: Following Up on Your Follow-Up
Sending a handwritten note isn’t the end of the line. Here’s how to make sure it fits into your overall follow-up plan:
- Mark when you sent the card—Handwrytten provides tracking, but keep your own notes.
- Don’t immediately hit the prospect with a call or email saying “Did you get my card?” Let it breathe.
- If you get a response, keep it conversational. Don’t shift gears into “sales robot” mode.
- If you don’t hear back, it’s fine to follow up again later, just don’t mention the card unless they bring it up.
Pro tip: If you’re in a long sales cycle, a handwritten note can be a good “touch” at the halfway point—so you’re not just showing up when you want something.
What Actually Works (and What Doesn’t)
Works: - Short, personalized notes that tie back to your last conversation. - Using handwritten cards for key moments, not every interaction. - Keeping your message relaxed and honest.
Doesn’t Work: - Overly formal or generic templates. - Trying to “wow” with fancy design instead of substance. - Treating handwritten notes as a silver bullet. They help, but they’re not magic.
Keep It Simple (and Iterate)
Handwritten follow-ups can help you stand out, but the real trick is keeping things simple and genuine. Don’t stress about finding the “perfect” template—start with something short and personal, see how people respond, and tweak it as you go. Most prospects are just glad to see you made the effort.
And remember: if you wouldn’t want to read your own card, neither will they.