# What should your follow-up email say after you send a demo? Templates

- URL: https://getroomi.com/guides/follow-up-email-after-sending-a-demo
- Updated: 2026-10-12

Keep the email that sends the demo short. Say who you are and why you are writing, give the link and what to try first, and say how long it takes. Mention that the link is theirs and that the room records their visit. Once they have looked, send a shorter note about what they did, with one question.

This guide is the texts: the email that sends the demo, the nudge, and a follow-up for each thing a prospect can do in the room. Each has one next step. Which one to send comes from what the room recorded, which [analytics and the pipeline](https://getroomi.com/docs/analytics) explains. Each person’s link is made as [sharing a private link](https://getroomi.com/docs/sharing) shows. How to follow up after a demo decides which text to send, and buying signals says which ones are worth a call.

| Email | When to send it | Subject line (an example) | What it says | Its one next step |
|---|---|---|---|---|
| Sending | With the link | [Their company]: the [thing] working | Who you are, why, the link, what to try first, how long it takes, and that the room records their visit | Open it |
| Nudge | Their card still says Sent | In case it got buried | The link again, in one line | Open it |
| Left early | They stopped part-way through the tour | The part that matters most | The step they did not reach | A short call |
| Came back or passed it on | A second visit, or a new name under their link | Happy to walk [name] through it | An offer to show them both | A call with both |
| Asked a question | A comment or a question in the room | Re: your question on [screen] | The answer | Reply |
| Get back to me | They chose “Get back to me” | As promised, [month] | A short reminder | Book a time |
| Said yes | They booked a meeting, or chose “Yes — send the proposal” | Next steps | The proposal and a date | Confirm the date |

A sequence runs in this order, and stops as soon as they answer:

1. **Sending** — the link, what to try first, and the line saying the room records their visit.
2. **Nudge** — once, if their card still says Sent after a few days.
3. **The follow-up on what they did** — one of the five below, chosen by what the room recorded.

## What should the email that sends the demo say?

Who you are, why you are writing to them, the link, the one thing to try first and how long it takes. Then one paragraph saying the link is just for them, that the room records what they do there and shows it to you, and how to reach you about that. Keep the rest for the follow-up.

```text
Subject: [Their company]: the [thing] working

Hi [first name],

I'm [your name] at [your company]. After our talk about [their problem],
I built a working version of [the thing] for [their company], on invented data.

Here it is: [their link]

Start with [the one screen to try first]. The short tour takes about
[N] minutes, and you can leave it to explore whenever you like.

This link is just for you. It opens a room on Roomi, which records
what you open there and for how long, and anything you write, and shows it
to me so I can follow up on what matters to you. If you have any questions
about that, reply to this email or write to me at [your email].
getroomi.com/privacy has the detail.

[Your name]
[Your phone number]
```

The email’s opening line and the paragraph that starts “This link is just for you” are what the [terms](https://getroomi.com/terms) ask for. Between them, they say:

- who you are;
- that the room logs what they do there, and shows it to you;
- how to reach you about their data.

Keep all three, in your own words.

Make one link per person, in their name, so every visit has a name. If you send the same email to two people at a company, give each their own link. [The demo tour script](https://getroomi.com/guides/demo-tour-script-template) is a template for the tour the email points them to.

## What should you send after they have looked?

A short note about what they actually did, with one question or one offer. If they stopped part-way through the tour, send the step they missed. If they came back or passed it on, offer to walk the new person through it. If they asked something, answer it. Never tell them everything you saw.

On Pro and up, each person’s journey shows every visit, how far through the tour they got and anything they said. Their card on the pipeline moves from sent to opened to engaged as they use it. Use that to choose the email, then write about the product, not about their visit.

### Left early

They opened it and stopped part-way through the tour. Their journey says how far they took it, such as “Took the tour to step 3 of 5”.

```text
Subject: The part that matters most

Hi [first name],

Thanks for taking a look at [the thing]. The part I most wanted you to see
is [the step they did not reach]: [one line on what it shows them].

It's quicker to show than to write. Have you got 15 minutes this week?
```

### Came back or passed it on

Their journey shows a second visit, or a new name under their link: someone they forwarded it to, who told the room who they are.

```text
Subject: Happy to walk [name] through it

Hi [first name],

Glad you've had another look at [the thing]. If it helps, I'm happy to walk
you and [the colleague's name] through it together, and answer anything
that came up.

Would [day] or [day] suit you both?
```

The name of someone it was forwarded to is what they typed in the room, and nobody checked it. Use it as a prompt, not as a fact.

### Asked a question

A comment pinned to a screen, or the “Ask a question” next step. If it was a comment, answer it in the room as well: your reply is waiting for them the next time they open their link.

```text
Subject: Re: your question on [screen]

Hi [first name],

You asked [their question, in their words]. [The answer, in two or three
sentences.]

I've also replied in the room, so it's there next time you open your link.
Does that answer it?
```

### Get back to me

They chose “Get back to me”, and said when: in a week, a month or next quarter. Set a follow-up date on their pipeline card as a reminder; nothing is sent to anyone.

```text
Subject: As promised, [month]

Hi [first name],

You asked me to come back to you around now about [the thing]. Your link
still works, and it shows the latest version: [their link]

Is now a better time? If so, here's my calendar: [booking link]
```

Check the link has not expired first. If it has, make them a new one, and send that.

### Said yes

They booked a meeting, or chose “Yes — send the proposal”. Send what you promised, the same day.

```text
Subject: Next steps

Hi [first name],

Thank you. As promised, here is the proposal for [the thing]: [link].

The next step is [the step], and I'd suggest [date]. Does that work for you?
```

## What if they have not opened it?

Send one short nudge, a few days after the first email, with the link again and a single line. Do not resend the whole pitch, and do not mention that you can see they have not opened it. If the nudge goes unanswered too, leave it, or try another person at the company.

```text
Subject: In case it got buried

Hi [first name],

In case my last email got buried, here's the working version of [the thing]
I made for [their company]: [their link]

The first screen is the one to look at. As before, the link is just for you,
and the room shows me what you look at so I can follow up properly.
```

## What subject line should you use?

One that names them and the thing, plainly. Their company’s name and what you built for them tells them at once that this was made for them. Keep it short enough to read on a phone, and never write “Re:” on an email that is not a reply to them.

- [Their company]: the [thing] working
- In case it got buried
- The part that matters most
- Happy to walk [name] through it
- Re: your question on [screen], only when it answers their question
- As promised, [month]
- Next steps

## How do you write these for every prospect?

Start from the template, and change the lines that depend on what that person did. With Roomi connected to your own Claude, ask it to draft each follow-up for you. It reads exactly what that viewer did in the room, writes a note from it, and you edit it. Nothing is sent: you send it yourself.

Ask in the chat, for example, “Draft a follow-up for Priya Shah on Ledgerline, from what she did in the room”. Claude reads her visits, how far she took the tour, her comments and her answer, and drafts from the template you give it. [Deploying from Claude](https://getroomi.com/docs/claude) covers adding the connector.

Send the first email with one link, to one person, today. Then follow up on what they do with it. [Pricing](https://getroomi.com/pricing) has what each plan includes.

## Questions people ask

### Should I attach the deck as well?

Put it in the room instead, as a page beside the demo under Read more. The room shows you who opened it and for how long, which an attachment never can.

### Should I tell them their visit is recorded?

Yes. Roomi’s terms ask you to tell each viewer who you are and how to reach you about their data. They also ask you to say that the room logs what they do there and shows it to you. One paragraph in the sending email does it.

### Does Roomi send the email?

No. Roomi sends nothing to viewers. You copy each person’s link and send it yourself, from your own email, so it arrives from someone they know.

### What if they forward my email?

The room asks whoever opens the link whether they are the person it was made for. Someone new gives their name and appears under the same link, so you see the demo was passed on.

### They lost the link. Can I resend it?

Yes. Copy link, beside them on the project’s Links tab, copies the same address again for you to resend. Ask them to keep the email it arrives in, since the room takes the link out of the address bar.

## About the author

**[Kaz Kato](https://getroomi.com/about)**, Co-founder & CTO, Roomi. Kaz co-founded Roomi with Tesh, whom he has built with since 2017: two startups that failed, one venture studio that didn’t, and an exit.

## Related guides

- [What should a demo tour script say? A template](https://getroomi.com/guides/demo-tour-script-template)