Brands never get a second chance to make a first impression, but a well-crafted “keep-in-touch” email gives them another shot to show off their best side. Who knows, it might even help seal that deal they’ve been working on.
Salespeople already spend a lot of their day writing emails. With all that time, it’s easy to think they’d have it down, right? Yet, everyone still uses the same old “let’s touch base” or “just checking in!”
Don’t waste that precious opportunity! Instead, brands should fill their recipients’ inboxes with something valuable. If they plan and execute it right, their emails will stand out and get the high engagement rates they aim for. Keep reading to discover what makes a better touch-base email.
Table of Contents
What are touch-base emails?
The advantages of sending touch-base emails
The downside of sending touch-base emails
5 ways to make touch-base emails sound even better (with examples)
Bottom line
What are touch-base emails?
“Touching base” is one phrase frequently appearing in business talk. It means reaching out to check in with someone after a meeting, interview, or conversation. Fun fact: most people think it comes from baseball! In the game, runners and fielders must “touch base” to ensure they’re safe or getting someone out.
When businesses send a touching-base email, they’re not just saying hello. Instead, they’re reaching out with a purpose, like:
- Reminding someone they’re still waiting on a response or update
- Checking how things are going with their part of a project
- Touching base with a colleague, client, or even an old contact they haven’t spoken to in a while
- Asking for their opinion on an ongoing project
- Or just keeping the communication flowing, even if there’s nothing super urgent to discuss.
The advantages of sending touch-base emails
Touching-base emails are so popular because they are quick, easy, and require minimal effort. Senders only need to log in, type out a few friendly lines, hit send, and boom—they’re done. These short follow-up emails are perfect for situations where a full-on conversation isn’t needed.
Do business owners need a conference call to check if a project is on schedule? Probably not. Plus, the other person might need an answer on the spot, leading to awkward pauses. Email gives them breathing room to gather information, think it over, and reply when they’re ready.
The downside of sending touch-base emails
Touching base emails is a simple way to stay connected with clients. But easy doesn’t always mean effective. The real issue is that these emails often feel empty and lack any real value.
That “just touching base” thing is often overplayed, underwhelming, and forgettable. The recipient is probably left thinking, “Okay… now what?” Without a clear call to action, you risk the conversation hitting a dead end instead of moving things forward—which is not what businesses aim for.
5 ways to make touch-base emails sound even better (with examples)
1. Provide value
This approach works great in almost any situation businesses can think of. After all, most buyers think sales reps offer more value when they provide relevant, research-based data. Prospects prefer working with someone they trust, so the “touch base” email should help position the sender as that person.
Hence, businesses can send them helpful materials to help get prospects more excited about their offers. They can share quick case studies that show how other companies, especially their competitors, have tackled common industry challenges. Here’s a great example that sparks interest and keeps the conversation going:
“Hey [Name],
Hope you’re doing well! I know I haven’t heard from you yet, but I wanted to reach out and offer some help. Last time we talked, you mentioned being interested in [product’s feature], so I’m sending over a few materials that might help with [specific problem they’re facing].
Here are the links:
[Links or information]
I’d love to chat this week to learn more about you, your role at [company], and any upcoming projects. Feel free to ask me any questions about [their problem], too!
Does next week work for a quick call?
Best,
[Your name]”
Pro tip: Get the prospect curious! When brands share a white paper, case study, or article, they should drop a little teaser—mention how X company used these insights and saw a serious boost in revenue. Then, wrap it up with something like, “You’re going to love the results these tips will bring to you.” And forget the boring business jargon like “circling back” or “just checking in.”
2. Show interest in what the prospect does
Everyone loves feeling interesting and appreciated. So, senders should pay attention to what their prospect is up to, like what’s new at their company, what they’re excited about, and what they enjoy. It’s a great way to score points and boost engagement, especially if it’s been a while since the last conversation.
If they have a blog or are active on social media, why not respond to something they’ve posted? Leave a comment on their LinkedIn or Facebook status. But just keep it cool with no stalker vibes! Here’s how businesses can do it right:
“Hey [Name],
Hope you’re doing great! I just came across your [LinkedIn post, announcement, etc.] about your recent partnership with [Company Name]. Huge congratulations! That’s such an exciting opportunity, and I can’t wait to see how it takes your business to new heights!
We’ve rolled out a few new tools that have been getting awesome customer feedback. I think they could really help you with your strategy, and I’d love to share more about [service] to support your goals.
What’s a good time for you this week to chat?
Best,
[Your name]”
3. Offer an invitation
If senders are in the same industry as their prospects, why not invite them to a networking event? It’s a great way to connect in person. However, if distance is an issue, a webinar or online event works just as well.
The key is to offer value, just like sending over an ebook or article. Set up a meeting without being pushy. Suggest a meeting right after the webinar or during a break at a conference, but keep it casual and easygoing. Forget the boring “click here” for the CTA—marketers should use something engaging that grabs attention and makes people want to register!
4. The “nice to meet you” email
Reminding the recipient who’s sending the mail is always a good idea. Mention the sender’s chat at a meeting, conference, or networking event to jog their memory—help them remember.
Then, ask to keep in touch! Suggest a face-to-face meeting or a quick phone call, and make it easy by offering at least two dates and times that work for the senders. Don’t forget to show some appreciation and thank them for their time!
Here’s what to include in your email:
- How you met (give them a quick refresher).
- A takeaway from the conversation (show the conversation didn’t fall on deaf ears).
- Your ask (keep things moving forward!)
5. Make a request
“Touch base” emails aren’t just for prospects or customers—businesses might also need to catch up with a colleague or business partner to get important information. There’s no need to dance around it—just get straight to the point.
Check out this template below for a “touch base” email that works for the sender and the recipient. It includes a link to real user experiences, which helps build trust. It’s simple, clear, and gets the job done! In return, senders can ask for their support by giving feedback on the business.
“Hey [Recipient’s name],
I hope you’re doing great! It’s been awesome working with you over the past few months, and I really appreciate your interest in our company.
Today, I’d love your help. My team is working on improving the quality of our services, and your feedback would mean a lot. If you’ve got a few minutes, we’d really appreciate hearing about your experience with us. You can also check out what other customers have been saying!
To read reviews and share your thoughts, just head over to [link].
Thanks so much!
[Your name]”
Bottom line
Around 80% of prospects say “no” at least four times before finally saying “yes.” But here’s the kicker—92% of salespeople throw in the towel after hearing those four “no’s.” Persistence does pay off! The key is to keep following up, even after a rejection. It works.
This article covered five ways to upgrade touch-base emails that can seriously boost response rates and, ultimately, land more sales. These strategies and templates can easily help businesses handle almost any sales situation. Keep at it, and watch the results roll in.
