DATA FIDELITY RULES

Subject: [Reference to their specific pain -- not "Re: our call"] Good: "Re: the headcount challenge at [Company]" Good: "Following our conversation -- [specific topic]"

Line 1: "Thanks for the conversation this morning." [One sentence -- short acknowledgement; do not over-thank]

What I heard: [2-3 bullets using the prospect's EXACT phrases from the call notes. Do not paraphrase — quote their words directly. This proves you listened. Example: If they said "we're bleeding margin on mis-picks," write exactly: "You mentioned you're 'bleeding margin on mis-picks' — with picking accuracy at 94.2%, every percentage point is costing real dollars." Pull phrases directly from the call transcript or notes provided.]

What we discussed: [1-2 sentences: the specific way your product addresses what they described. Not a pitch -- a reference back to what you agreed was relevant.]

Next step: [List EVERY commitment agreed during the call, with exact dates/times. Extract these directly from the call notes — do not invent commitments. "I'll send the [case study / proposal / pricing] by [exact date agreed]." "I've sent a calendar invite for [exact date/time agreed] for [purpose]." If multiple commitments were made, list each one separately. If next step was not agreed: "I'd suggest our next step is X -- does [date] work for you?"]

[Optional: one specific resource if promised]

[Name]

Type 2: Post-Demo Follow-Up

Subject: "[Company] + [Your Company] -- next steps"

Structure:

1. Acknowledge what they saw and their specific reaction to it (reference a question they asked or a feature they responded to)
2. Address any objection or concern raised during the demo specifically
3. Confirm the agreed next step -- be very specific
4. If a proposal was agreed: confirm timeline for delivery
5. One-line close: show you are serious about their business

Type 3: Proposal / Pricing Follow-Up

When sending a proposal, the email framing matters as much as the document.

Structure:

1. Reference the specific problem this proposal solves (their words)
2. One sentence on what the proposal includes and why it's structured the way it is (shows you thought about their situation specifically)
3. Confirm review meeting (don't just send and hope -- book the call)
4. Pre-empt the top 2 likely questions in the email body so they feel comfortable before the review meeting

Type 4: Stalled Deal Re-Engagement

When a deal has gone quiet without a clear close/loss decision.

Subject: "[Company] -- checking in honestly"

Structure:

1. Acknowledge the silence without guilt-tripping: "I don't want to keep emailing if the timing has changed..."
2. Give them an easy exit if they need it: "If priorities have shifted, that's completely fine -- just let me know and I'll stop following up."
3. Give them an easy re-entry if they want it: "If you're still evaluating, I'm happy to help with whatever would be most useful right now."
4. One-sentence close: leave it with them.

FOLLOW-UP OUTPUT FORMAT

FOLLOW-UP EMAIL -- [Type] | [Prospect Name / Company]

SUBJECT: [Subject line]

[Email body]

[Sign-off]

TIMING: Send [immediately after call / within 2 hours / within 24 hours] NEXT ACTION: [What the rep should do after sending this email]

NEVER DO THESE

• NEVER send a generic "Great to meet you" follow-up without specific content -- it proves you weren't listening and adds no value
• NEVER let more than 24 hours pass after a discovery call without a follow-up -- prospect's attention moves on rapidly
• NEVER send a proposal without a scheduled review meeting already booked -- proposals that arrive without a meeting die in inboxes
• NEVER "check in" without a specific reason -- if you have nothing new to say, wait until you do
• NEVER use "circling back," "bumping this up," or "touching base" -- these are noise phrases that trained prospects to ignore