Writing Follow-Up Emails for Purchase Orders—With Templates
Discover the power of follow-up purchase order emails. Learn to navigate the nuances of business transactions effortlessly with our expert templates and strategies.
Published June 24, 2024.
Following up on purchase orders requires a delicate touch—a gentle, professional nudge is all that's needed to avoid irritating clients. As a business owner, every interaction is an opportunity to impress your clients and build lasting relationships. Here's how to craft effective follow-up emails that maintain goodwill and keep customers coming back.
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Things to Consider Before Writing a Follow-Up Email for Purchase Orders
It is essential to ask yourself these important questions before you send a follow-up email to your clients:
- What information do I need to include to add value to my client? Perhaps links to important information that will tip the sale in your favor or even show your client that you want them to understand the true value of the product.
- Is it easy to read and understand? Are you getting to the point and using plain English? The less wordy, the better.
- Is it professionally designed? Any communication that you send to your clients must look professional. Even one silly spelling error to a pedantic client will tarnish your brand image.
» Learn more about the importance of back-in-stock emails
5 Tips for Writing a Follow-Up Email for Purchase Orders
Let's look at some important tips for writing your follow-up emails:
- Take time to write your subject line: It must catch your client's attention and encourage them to open the email and read it.
- Get to the point and get personal: Personalize the email as much as you can. Research has shown that people engage more with personalized communication.
- Be strategic about your timing: You shouldn't overwhelm your client with too many emails sent soon after each other. This can be very frustrating for people who are very busy and don't want their inboxes spammed unnecessarily.
- Keep the hook in: Keep highlighting the value they will get from your product or service.
- Keep following up: Just not too often, and each time with a new angle. Don't send the same email over and over.
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Follow-Up Purchase Order Email Samples
Now that you are ready to get started, let's look at a sample of a follow-up email for a purchase order:
Example #1:
Subject line: We're still waiting for your purchase order—[product] is selling out fast!
Dear [Name],
We are grateful for your interest in purchasing our [product or service].
We will need the purchase order to keep your order aside—we are selling out very fast.
Just a gentle reminder that you will be able to enjoy these key benefits: [add product benefits]
If you finalize the sale in the next three days, we'll throw in a discounted shipping fee.
We hope to hear from you soon.
The team at [company name]
[contact details]
Example #2:
Subject line: Reminder: We need your purchase order to seal this incredible deal!
Dear [Name],
Thank you for taking a keen interest in buying [product or service].
Here are some of the reasons why you won't be sorry for buying the [product or service]: [add reasons]
If you send us your purchase order as soon as possible, you'll get all of this and more!
For more information about [product or service], follow these links: [add links for more information]
You may also be interested in hearing what other customers are saying about [product or service]:
[add testimonials]
We can't wait to hear from you!
The team at [company name]
[contact details]
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Is it appropriate to ask for a purchase order in an email?
It depends on timing and context. The key is striking the right tone—professional, polite, and accommodating, not demanding. Provide all relevant details, offer flexibility, and follow up thoughtfully. The goal is to make it easy for the client to say yes, not put them on the spot. With the right approach, an email PO request can be an effective way to move the sale forward.
Maximizing the Impact of Purchase Order Follow-Ups
The effectiveness of follow-up emails can vary widely by client. Some will appreciate the proactive outreach, while others may find it intrusive. The reality is you won't be able to please everyone—and the key is providing a clear and easy unsubscribe option. If a client does opt out, a quick call or message could be worthwhile.
Ultimately, the primary goal of a follow-up email is driving sales. But it also serves to strengthen your brand and cultivate customer loyalty over the long term. While it takes effort to get it right, the benefits to your bottom line make it a worthwhile investment.
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