How do you follow up on a phone call that did not go well or ended abruptly?

1 Assess the situation

Before you write a follow up email, you need to assess the situation and understand why the phone call did not go well or ended abruptly. Was it a technical issue, a misunderstanding, a disagreement, or something else? How did the other person react and what did they say? How did you feel and what did you say? Try to be objective and honest about what happened and what caused the problem.

2 Decide on the purpose

Next, you need to decide on the purpose of your follow up email. What do you want to accomplish with your email? Do you want to apologize, explain, request, confirm, or propose something? Do you want to resolve the issue, continue the conversation, or end the relationship? Your purpose will determine the tone, content, and format of your email.

3 Choose the right time

Timing is crucial when it comes to following up on a phone call that did not go well or ended abruptly. You don't want to wait too long and risk losing the opportunity or the interest of the other person. You also don't want to send an email too soon and appear impatient, desperate, or rude. Depending on the situation, you may want to send an email within a few hours, a day, or a week of the phone call.

4 Write a clear subject line

Your subject line is the first thing that the other person will see when they receive your email. You want to make sure that your subject line is clear, concise, and relevant to the phone call and your purpose. Avoid vague, generic, or misleading subject lines that may confuse or annoy the other person. Instead, use specific, polite, and informative subject lines that capture the attention and interest of the other person.

5 Start with a greeting and a reference

Your email should start with a professional and courteous greeting that addresses the other person by their name. Then, you should reference the phone call and briefly summarize what happened and why you are following up. This will help the other person recall the context and the details of the phone call and understand your reason for emailing them.

6 Express your intention and action

The main body of your email should express your intention and action related to the phone call and your purpose. Depending on the situation, you may want to apologize, explain, request, confirm, or propose something. You should use clear, polite, and respectful language that conveys your message and your expectations. You should also provide any relevant information, evidence, or suggestions that can support your intention and action.

7 End with a closing and a call to action

Your email should end with a professional and courteous closing that thanks the other person for their time and attention. You should also include a call to action that invites the other person to respond, agree, disagree, or take some other action. You should make your call to action clear, specific, and easy to follow. You should also indicate your availability and willingness to communicate further if needed.

8 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?