30 Better Alternatives to the "Just Checking In" Email

As a sales rep, "just checking in" emails are an easy fallback. They‘re simple to write, take almost no thought, and allow you to check the "I followed up with my prospect" box.

The problem? They‘re also incredibly ineffective. According to HubSpot, the average response rate for "just checking in" emails is a meager 2.1%. And in a SalesBenchmarkIndex study, 78% of decision makers said they‘d rather talk to a new rep than reply to a "checking in" email from someone they‘ve already spoken to.

The takeaway is clear: if you want to capture your prospect‘s attention and move deals forward, you need to do better than "just checking in." Your follow up needs to add value, demonstrate your expertise, and give them a reason to respond.

To help spark your creativity, here are 30 alternative touchpoints to try instead, broken out by common sales scenarios:

If They Never Responded to Your Initial Email

  1. Share a relevant case study. Find a customer success story that highlights how you helped a similar company solve a challenge they‘re likely facing. Include a few key metrics on the results they achieved.

Example: "Hi [Name], I was thinking about our previous conversation on [challenge] and thought this case study could be insightful. It outlines how we helped [company] improve [metric] by [percentage] in just [time period]. Let me know if you‘d like to discuss how you could see similar results."

  1. Send them an actionable blog post. Did your company recently publish a blog post that provides tactical tips related to your prospect‘s goals or pain points? Pass it along with a note on how they can put the advice into practice.

Example: "Hi [Name], our team just published this guide on [topic] and I immediately thought of you. It outlines [3-4 key tips] for [achieving X goal/solving Y problem]. I especially liked the part about [detail]. Let me know what you think!"

  1. Provide third-party industry research. Share a recent industry report or survey that contains data relevant to their business. Highlight a key finding or chart and add your own commentary on the implications.

*Example: "Hi [Name], I came across this fascinating report on the state of [industry] and thought you might find it valuable. A few key takeaways that stood out to me:

  • [Stat 1]
  • [Stat 2]
  • [Stat 3] It seems [implication 1] and [implication 2]. I‘d love to hear your thoughts on the data and what it means for [their company] this quarter."*

If They Went Dark After Showing Interest

  1. Revisit a pain point they mentioned. Think back to your discovery call and zero in on a challenge or frustration they discussed. Ask if the issue is still a priority and if they‘ve made any progress on a solution.

Example: "Hi [Name], last we spoke you mentioned [specific pain point] was a major blocker to hitting your [goal]. I‘m curious if this is still your top priority and if you‘ve been able to move the needle at all. I have a few ideas that might help. Do you have 15 min to catch up this week?"

  1. Share a quick win idea. Offer up an idea for a tactic or initiative they could implement to see results in a short timeframe. Be specific and outline the potential impact.

Example: "Hi [Name], I had a thought about how [their company] could drive a quick win this month. What if you tested [specific tactic] to [achieve X result]? Based on what I know about your audience, I could see this having an impact of [percentage]. Might be something to try out in a low-stakes way. Curious to hear your reaction."

  1. Provide a competitive insight. Do some research on what their top competitor is doing and share an observation on how your prospect could differentiate themselves. Frame it as a helpful heads up rather than calling them out.

Example: "Hi [Name], I was doing some research on [competitor] and noticed they seem to be investing heavily in [strategy/channel]. Looks like it might be working based on [evidence]. Made me wonder if [prospect‘s company] had any initiatives in the works to stay one step ahead. Let me know if you want to brainstorm some ideas together."

If a Key Trigger Event Just Happened

  1. Reference a leadership change. If a new CEO or relevant C-suite executive was just hired, reach out to acknowledge it and ask about any potential shifts in priorities or strategy. Position yourself as a partner in helping them succeed.

Example: "Hi [Name], I saw the news that [their company] brought on [executive name] as the new [title]. Seems like an exciting move for the company. I‘m curious how you anticipate this impacting [department/initiative]. I‘ve helped other clients navigate leadership transitions like this and would be happy discuss any changing needs or priorities as a result."

  1. Bring up a merger/acquisition. Similar to a leadership change, if your prospect‘s company was just acquired or merged with another, use it as a chance to check in. Ask about any new initiatives or goals that have emerged and offer your support.

Example: "Hi [Name], congrats on [their company‘s] recent acquisition of [acquired company]! I can imagine this opens up a lot of new opportunities for your team. I‘m particularly interested in how you plan to [integrate X/expand into Y market]. Let me know if there are any strategic initiatives I can be helpful with as you work through the transition."

  1. Mention a new product/service launch. If they just announced a new offering, do some research and come prepared with a few specific ideas on how you could help them achieve their goals for it.

*Example: "Hi [Name], I had a chance to check out [their company‘s] new [product/service] and was impressed by [detail]. Love that you‘re [solving X problem/expanding into Y space]. A few thoughts on how [your company] might be able to support this launch:

  • [Idea 1]
  • [Idea 2]
  • [Idea 3] Would love to hear more about your vision for [product/service] and explore ways to partner."*

If They Chose a Competitor

  1. Check in 90 days post-sale. About three months after they signed with your competitor, reach out to see how things are going. If they express any concerns or areas where the solution is falling short, remind them of your differentiators.

Example: "Hi [Name], I know it‘s been a few months since you decided to go with [competitor] for [solution category]. I‘m curious how the implementation has gone and if you‘re seeing the results you hoped for. I remember you mentioning that [pain point] and [goal] were top priorities. If you‘re finding any gaps in those areas, I‘d be more than happy discuss how [your company] stacks up."

  1. Share product updates. Any new features or enhancements that address the objections they had the first time around? Let them know what‘s changed and how it could positively impact their business.

Example: "Hi [Name], I know you ultimately chose [competitor] for [solution category], but I wanted to reach out and let you know about some exciting updates to our product since we last spoke. We recently launched [new feature 1], [new feature 2], and [new feature 3], which I believe could make a big difference in helping you achieve [goal 1] and [goal 2]. If you‘re open to it, I‘d love to give you a quick demo of what‘s new."

  1. Offer a free audit. Propose a complimentary assessment to help them uncover what‘s working, what‘s not, and where there are opportunities for optimization. Frame it as a value-add rather than a sales tactic.

Example: "Hi [Name], I‘ve been thinking about your decision to go with [competitor] and want to make sure you‘re getting maximum value from the solution. As someone who [works with dozens of similar companies/has X years of experience in this space], I‘d be happy to conduct a free audit of your current setup to identify areas for improvement. No strings attached – just want to help you get the most bang for your buck. What do you say?"

When a Basic "Just Checking In" Could Work

While leading with value should be your default approach, there are a few scenarios where a simple "just checking in" could suffice:

  • After a demo or proposal that ended with a clear next step
  • When you‘re confirming a scheduled meeting
  • If they explicitly told you to follow up on a certain date
  • When you need a status update on a contract or timeline

In these cases, keep your email short, reference the agreed-upon action item, and make the ask clear.

Example: "Hi [Name], I‘m just checking in to see if you had a chance to [review the proposal/get feedback from X stakeholder/sign the contract]. Let me know if you need anything else from me to move forward. Looking forward to next steps."

Putting It All Together

Ultimately, the key to effective sales follow up is specificity. The more you can tailor your message to your prospect‘s unique needs and situation, the more likely you are to get a response.

Before hitting send on your next follow up, ask yourself:

  • What does this particular prospect care about?
  • How can I add value to the conversation?
  • What might make them more likely to engage?

If you can‘t answer those questions, keep brainstorming until you land on a compelling angle. A little creativity and personalization will go a long way in cutting through the noise and setting yourself apart.

Here are a few overarching best practices to keep in mind:

  1. Do your research. Take time to understand their business, industry, and competitive landscape. The more context you have, the better you can tailor your message.

  2. Lead with insights. Share data, examples, and anecdotes that are relevant to their world. Your goal is to educate and provide a fresh perspective, not just sell.

  3. Make it about them. No one wants to feel like just another name on your prospect list. Use language that puts their needs and priorities front and center.

  4. Have a clear call to action. What do you want them to do as a result of your email? Make the ask specific and easy to say yes to.

  5. Follow a consistent cadence. Be intentional about the frequency and timing of your touchpoints. Aim for a healthy mix of methods (email, phone, social) to keep things fresh.

Remember, sales is all about forming genuine connections. Every interaction – whether it results in a closed deal or not – is a chance to build trust and add value.

So challenge yourself to skip the "just checking in" crutch and commit to more thoughtful, targeted communication. Your prospects will appreciate the extra effort.

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