Are your emails always falling on deaf ears? 90% of people are doing it wrong. Here's the right way to follow up!

When a development letter falls on deaf ears, many foreign trade professionals' first reaction is that the client isn't interested. However, according to the experience of many foreign trade veterans, the truth is often: a client's lack of response doesn't mean there's no chance ; it's more like the beginning of a test.

As a novice in foreign trade, it is crucial to master an effective follow-up strategy. The following follow-up guide, which incorporates the practical experience of veteran foreign trade professionals, will help you overcome the problem of "read but not reply" step by step. Related reading: Must-read for foreign trade professionals: Breaking the "read but not reply" curse - scenario analysis, step-by-step follow-up method and high emotional intelligence speech skills (pure practical information)

✨ The core concept of efficient follow-up

Before diving into the specific steps, let’s establish two key understandings:

1. It's common for clients to read a message but not reply . This can happen because clients are comparing multiple suppliers or haven't completed internal processes. Some clients even wait two or three months before returning to inquire about a price and ultimately closing a deal.

2. The core of follow-up is to provide value : every time you contact a customer, don’t just push them in vain, but bring new information, such as recent shipment cases, positive feedback from similar customers, or targeted industry solutions.

🔍 First follow-up: value extension and demand confirmation

After sending the first development letter, if there is no response within 3-5 days, you can make the first follow-up.

🏹 Core Strategy : Avoid asking directly if you received the email. Instead, provide an easier entry point for engagement or add additional value to the original message.

⏰ Best time : 3-5 days after first contact.

📝 Talk template (English and Chinese)

Subject : Supplementary market data on [product name]
Subject: Additional market data for [Product Name]

Dear [Customer Name],

Hope all goes well for you.

I sent an email on [date] regarding [product name]. Since you might be evaluating multiple options, I'd like to share a recent trend briefing on [specific market] and three of our key customer examples.

The attached case study details how we helped a European customer reduce costs by 5% by optimizing their packaging solutions.

What kind of information are you most interested in? Please let me know and I will prepare it for you.

Best wishes,
[your name]

Dear [Customer Name],

I hope this email finds you well.

I previously sent you an email regarding [Product Name] on [date]. Understanding that you might be reviewing various options, I've attached a brief on recent trends in [specific market] and three of our key customer cases.

One case details how we helped a European client reduce costs by 5% through an optimized packaging solution.

Please let me know which type of information is more relevant to you, and I'll prepare it accordingly.

Best regards,
[Your Name]

🔄 Second follow-up: change the angle and invite interaction

If there is still no response after the initial follow-up, it means that you need to adjust your strategy and stimulate the customer's interest from a different angle.

🏹 Core strategy : Change the communication topic or angle and provide extremely low-cost experience methods, such as "small batch trial orders" or short online demonstrations.

⏰ Best time : 5-7 days after the first follow-up.

📝 Talk template (English and Chinese)

Subject : A lightweight cooperation proposal on [client’s market]
Subject: A lightweight cooperation idea for [Customer's Market]

Dear [Customer Name],

I am writing to you again in the hope of offering an idea that may help reduce the risk of your decision.

Many of our partners choose to place a small trial order (e.g., 50 pieces minimum) to test market response when they first start working with us. This approach is more flexible in terms of logistics and cost.

Additionally, if you would like a more intuitive understanding of the product, I can also arrange a 15-minute online demonstration at your convenience.

Looking forward to your reply.

Best wishes,
[your name]

Dear [Customer Name],

I'm writing again to propose an idea that might lower your decision-making risk.

Many of our partners started with a "small trial order" (eg, minimum 50 units) to test the market. This approach offers more flexibility in terms of logistics and cost.

Furthermore, if you'd prefer a more visual understanding of the product, I can also arrange a 15-minute online demo at your convenience.

Look forward to your feedback.

Best regards,
[Your Name]

📢 Three follow-ups: value upgrade and final attempt

This is the last step in the regular follow-up rhythm, and its purpose is to convey a clear message: this is the final value I can provide in this communication cycle.

🏹 Core Strategy : Provide scarce information or high-value industry insights, create a moderate sense of urgency, and gently conclude this communication cycle.

⏰ Best time : 10-14 days after the second follow-up.

📝 Talk template (English and Chinese)

Topic : Sharing: [Industry] Trend Report and a Limited-Time Support Plan
Subject: Share: [Industry] Trend Report & A Limited-Time Support Plan

Dear [Customer Name],

Here's our briefing on key recent trends in [industry]. Data shows [mention a relevant trend or data].

To this end, we have reserved free packaging upgrade support for partners who confirm trial orders within this month.

If you don't have any immediate purchasing plans, that's fine; this report itself might be helpful. I'll share the latest updates with you before the start of next quarter.

Best wishes,
[your name]

Dear [Customer Name],

Please find our brief on key recent trends in the [Industry]. Data indicates that [mention a relevant trend or data point].

To support this, we have reserved slots for complimentary packaging upgrades for partners who confirm a trial order within this month.

If you have no immediate procurement plans, that's perfectly fine. This report itself might still be a useful reference. I will share the next update with you before the coming quarter.

Best regards,
[Your Name]

🌊 Long-term maintenance: low-frequency cultivation of potential demand

If the customer still doesn't respond after three follow-up emails, you can pause the frequent follow-up in the short term, but this doesn't mean giving up . You need to put the customer on the "long-term value cultivation" list.

✅ Follow-up strategy

• Low-frequency contact : Once a month or once a quarter, push industry information, new product updates or success stories that may be of interest to customers.

• Multi-channel connection : In addition to email, you can also try to interact with customers on social media such as LinkedIn, such as liking their updates.

• Record customer preferences : Use CRM tools to record customer characteristics and concerns so that you can address their pain points during the next communication.

🛠 Advanced Tips and Practical Tools

In addition to the basic follow-up rhythm, the following skills and tools commonly used by veteran foreign trade professionals can also help you improve your efficiency.

• The power of a personalized opening : Start your email with a statement that makes your customers feel seen. For example, for a customer who pays attention to detail, you could say, "Your professionalism is truly impressive."

• Make good use of auxiliary tools :

  • AI-assisted tools : Some foreign trade software provides an “AI letter writing” function that can generate personalized content based on customer information.

  • CRM system : Use a customer relationship management system, such as AB Ke CRM (basic version is free to use), to record customer preferences and interaction history and prepare for the next follow-up.

• Determine customer value : Whether an inquiry is worth pursuing long-term can be judged from the following aspects: whether the inquiry is specific, whether key questions are asked (such as price terms, certifications), and whether the customer company background is appropriate.

🙅 Avoid these follow-up mistakes

• Blind prompting : Avoid empty follow-up questions like “Any feedback?” or “Did you receive my email?”

• Ignore the details : Always confirm the working hours in the recipient's time zone before sending an email.

• Lengthy emails : Development letters should be concise and it is recommended that the length be controlled within 150-200 words .

💎 Core Principles Summary

When faced with "read but not reply", please remember the core principles of foreign trade sales champions:

• Reading but not replying does not mean there is no hope . The core of follow-up is to continuously provide value , not to force it.

• Rhythm is the key : for new customers, follow-up intervals can be 1-3-7 days in the early stage, and gradually extended to 2-4 weeks in the later stage.

• Every follow-up must bring value : it can be information, solutions, or cases, but it must never be pure urging.

Success in foreign trade depends largely on patiently battling the lengthy customer decision cycle. Hopefully, this guide will help you more confidently and methodically navigate the "read but not reply" situation, turning potential silent customers into long-term partners.