Follow-Up Audit Tool

The Follow-Up Audit Tool helps you discover how many emails you've sent that never got a reply. Takes 60 seconds to complete.

What is the Follow-Up Audit Tool?

This tool calculates your "follow-up debt"—the number of emails sitting in your sent folder that need a response but haven't gotten one. It gives you a grade (A-F) and specific recommendations to improve your follow-up system.

How to Use the Tool

1. Access the Tool

Visit /tools/follow-up-audit to open the calculator.

2. Answer Three Questions

The tool asks for:

• Emails sent (last 7 days): How many emails did you send that needed a reply?
• Replies received: How many of those emails got a response?
• Actively tracking: How many unanswered emails are you currently tracking for follow-up?

3. Select Your Context

Choose:

• Follow-up system: None, Manual (spreadsheet/notes), or Automated (CRM/tool)
• Your role: Sales, Account Management, Founder, or Other

4. Get Your Results

The tool shows:

• Your follow-up debt (number of emails falling through cracks)
• Response rate percentage
• Grade (A-F) with explanation
• Specific tips to improve your system

Understanding Your Results

Follow-Up Debt

This is the number of emails you sent that haven't been replied to AND aren't being tracked for follow-up. These are the emails falling through the cracks.

Response Rate

The percentage of your emails that got a reply. Industry average is 20-30% for cold outreach, 40-60% for warm leads, and 70-90% for existing customers.

Your Grade

• A: Excellent follow-up system. Nothing falling through cracks.
• B: Good system with minor gaps.
• C: Average. Some emails being missed.
• D: Poor follow-up discipline. Many emails lost.
• F: No follow-up system. Most emails ignored.

Key Features

Personalized Recommendations

Based on your grade and role, the tool provides specific, actionable tips to improve your follow-up system.

Industry Benchmarks

Compare your response rate to industry standards for your role and business type.

Visual Progress Indicators

See your follow-up debt and response rate displayed with clear visual indicators and color-coded grades.

Best Practices

Count Only Emails Needing Replies

Don't count newsletters, FYIs, or "thanks!" messages. Only count emails where you asked a question, requested something, or expected a response.

Be Honest About Tracking

If you're not actively monitoring an email for follow-up (starred, flagged, in a CRM task), don't count it as "actively tracking."

Run This Weekly

Check your follow-up debt every Monday morning. It takes 60 seconds and keeps you accountable.

Focus on the Debt Number

Your grade is less important than your follow-up debt. Even if you have a B grade, if your debt is growing week over week, you have a problem.

Common Questions

What counts as "needing a reply"?

If you asked a question, requested something, or expected a response, it needs a reply. If you'd be annoyed they didn't respond, count it.

How long should I wait before following up?

For sales outreach: 2-3 business days. For client requests: 3-5 days. For internal stuff: depends on urgency.

How many follow-ups is too many?

3-5 is standard for sales. The key is adding value each time, not just saying "bumping this up." If someone explicitly says no, stop.

Why is my response rate so low?

Could be: poor targeting, weak subject lines, unclear asks, or just bad timing. The tool's tips section provides specific guidance based on your role.

Related Tools

• Follow-Up Library - Copy-ready email templates with timing rules
• CRM Hygiene Checklist - Monthly CRM maintenance routine