People can be forgetful. It happens to the best of us. That extends to co-workers, clients, and prospects. And in business, forgetting leads to catastrophe.
Did a client forget an important meeting? Did your department remember the memo from last week? Is your sales team prepared for the demo scheduled in 3 days?
A heads-up email is the best reminder for crucial events, meetings, or tasks. But you don’t want to be bogged down making emails for every reminder. Instead, use heads-up email templates.
What is a Heads Up Email?
Heads-up emails aren’t just reminders—they’re meant to give recipients time to prepare for established responsibilities. These emails work both internally and externally.
Sending heads-up emails to your team enables them to prepare for obligations, responsibilities, and tasks. It solidifies sales operations planning and execution.
For clients or prospects, a heads-up email acts as a nudge toward favorable actions, a notification for last-minute changes, or a follow-up to a cold email.
Why You Should Always Send Heads-up Emails
We live in a world where reminders, scheduling, and notifications can come from a single device in the palm of our hands. Whether we admit it or not, sometimes these aren’t enough.
There should be something in the middle to jog our memories. That’s exactly what a head’s up email does. It’s accessible, can be automated, and sent at scale. So, how do you make one?
Heads-Up Email Templates That Push the Needle Forward
Think of heads-up emails as friendly reminders. But, instead of just saying, “You have a meeting with Dave,” you say, “You have a meeting with Dave, here’s everything you need to crush it.”
There are subtle nuances between friendly reminders and heads-up emails that push the needle forward. To help you understand, here are X heads-up email templates to learn from:
Reschedule Meeting Heads-Up Template
Clients and prospects need to know in advance if a meeting is rescheduled. But remember, you’re not the only party involved. It’s common courtesy to ask for availability.
Subject line: Reschedule Request for {{Date}} Meeting
Hey, {{first name}},
I deeply apologize, but, can we reschedule our meeting on {{date}} to {{new date range}}? {{reason for reschedule}}. Please let me know which time slots and dates work best for you.
The agenda remains the same. We’ll also be happy to accommodate any new requests you might have. Thank you so much for your understanding. Again, apologies for the inconvenience.
Looking forward to hearing from you,
{{your name}}
Demo Schedule Heads-Up Email Template
Landing a demo means prospects are one step closer to becoming new clients. When the demo date is nearing, ensure you and your prospects are prepared.
Subject line: {{prospect’s company}} Demo Reminder on {{date}}
Hey, {{first name}},
Thanks again for scheduling a demo with us on {{date}}. The team and I are preparing a curated experience that goes through everything we talked about in our last meeting. Here are some of the things you can expect:
{{expectation 1}}
{{expectation 2}}
{{expectation 3}}
{{expectation 4}}
{{expectation 5}}
If you have any questions or requests, please feel free to contact me anytime and we’ll try our best to accommodate it for the demo.
Thanks in advance,
{{your name}}
Sales Rep Reminder for Prospect Discovery Call
Sales reps' schedules are hectic and can lead to prospects falling through the cracks without the proper reminders. Giving reps a heads-up lets them prep and tailor unique selling propositions.
Subject line: Heads-up! Meeting with {{prospect}} on {{date}}
Hey, {{first name}},
Great job securing a meeting with {{prospect}} on {{date}}. Just here to give a quick heads-up that they recently {{update on prospect}}. That could be another angle you can work with.
In any case, let me know if you need any additional resources to help you with the meeting.
Best regards,
{{your name}}
Sales reps shouldn’t have to rely on heads-up emails to get reminders and in-depth information on high-value prospects. That’s what a CRM is for. Instantly built a CRM tailored for cold emails.
Instantly CRM lets reps access a holistic view of all prospects, their company info, competitors, and most recent updates. The best part is you only need one account for your entire team.
Downtime Heads-Up Email
Is your service expecting major updates, maintenance, or urgent repairs that might cause some downtime? It’s best to tell subscribers early with a downtime heads-up email.
Subject line: Heads-Up: Scheduled Maintenance on {{date}}
Hey, {{first name}},
I wanted to let you know there’s scheduled maintenance on our servers on {{date}} starting from {{time start}} to {{time finish}}. Some features might not be available such as:
{{feature 1}}
{{feature 2}}
{{feature 3}}
We’re currently rolling out the new updates for {{service}} that’ll bring much-awaited features, like {{new feature 1}}, {{new feature 2}}, or {{new feature 3}}. If you have any questions, feel free to reach out anytime.
Best regards,
{{your name}}
Leverage Urgency With Heads-Up Emails
As mentioned, heads-up emails aren’t just reminders. It also acts as a tool for pushing the needle forward. One of the best examples of this is by using urgency or FOMO.
Subject line: Heads-up! {{product}} offer expiring soon
Hey, {{first name}},
Thank you for taking an interest in {{product}}. Just wanted to give a heads-up that our {{promo}} expires on {{date}}. You’ll be missing out on big discounts that give you a headstart with:
{{benefit 1}}
{{benefit 2}}
{{benefit 3}}
{{benefit 4}}
{{benefit 5}}
Here’s a link to our product page if you want to take another in-depth look at {{product}}. You can also check out {{cross sell product}} if you want to {{unconsidered need}}.
Best regards,
{{your name}}
This email works two-fold. First, it acts as a heads-up email and leverages FOMO. It also uses cross-selling, an important sales strategy for improving the average order value (AOV).
Key Takeaways
Heads-up emails are an effective yet extremely underutilized tool in business communication. They act as reminders, enable sales teams by providing additional information, and push the needle forward.
If you want to send heads-up emails at scale, you need the right tool to help you automate personalized email copy and heads-up email sequences. That’s exactly what Instantly.ai is built for. Try it out for free today.
