How to create a basic email follow-up for buyers
Mar 20, 2025
Why Email Follow-Ups Matter for Resellers
Following up with buyers after a sale is one of the simplest ways to build trust, encourage repeat business, and reduce problems like missed pickups or confusion about shipping. Especially for new or small-scale resellers, having a clear, repeatable email follow-up process can set you apart and make your side hustle feel more professional—without much extra effort.
Step 1: Collect Buyer Emails Consistently
The first step is making sure you always have a reliable way to get buyer email addresses. Most marketplaces (like eBay, Facebook Marketplace, or Mercari) give you this info automatically after a sale. For in-person deals, politely ask buyers for their email when confirming the sale. You can say, "I'll send you a quick recap and pickup details—what's the best email for you?"
Step 2: Choose a Central System to Stay Organized
Keeping your inventory, listings, and buyer info in sync is crucial as you grow. Instead of juggling spreadsheets and sticky notes, consider using a central system. Gavelbase is designed for resellers and makes it straightforward to track inventory, assign team roles, and manage sales across multiple platforms. Other options include Airtable, Notion, or even Google Sheets for those just starting out.
Inventory Sync: Make sure every item sold is removed from all platforms to prevent double-selling.
Sales Tracking: Record each sale with the buyer's email, sale date, item, and price.
Fee Calculations: Note marketplace or payment processor fees alongside your sales info.
Step 3: Assign Team Roles (If You Have Help)
Even with a small team, basic role assignments prevent miscommunication. Decide who sends follow-up emails, who handles shipping or pickups, and who updates inventory records. Document this in your central system. For solo sellers, just set reminders for yourself or use built-in task features in your chosen tool.
Step 4: Draft a Simple, Friendly Email Template
Here’s a template you can personalize for every sale. Save it in your email drafts or central system for quick access:
Subject: Thank you for your purchase!
Hi [Buyer Name],
Thank you for your purchase of [Item Name]! Here’s a quick summary:
Item: [Item Name/Description]
Price: $[Amount]
Shipping/Pickup: [Details—tracking number or pickup location & time]
If you have any questions or need to change your pickup or shipping address, just reply to this email.
Thank you again for your business!
[Your Name/Store Name]
Pro Tip: Use Gmail canned responses or email templates in your provider to save time.
Step 5: Track Sales and Fees
After sending your email, record the sale in your central system:
Date of sale
Buyer’s email
Item sold
Final sale price
Shipping fee (if any)
Marketplace or payment processing fee
This helps you know your actual profits and keep communication records if issues arise.
Step 6: Handle Shipping or Pickup Smoothly
Shipping: Always provide a tracking number in your follow-up email. Use services like Pirate Ship or USPS Click-N-Ship to buy labels online and save time.
Local Pickup: Confirm the location and time clearly. Remind buyers to bring payment (if not prepaid) and to check the item before leaving.
Step 7: Stay Consistent and Follow Up Again if Needed
If a buyer hasn’t picked up or confirmed receipt after a few days, send a polite reminder:
Hi [Buyer Name],
Just checking in—let me know if you have any questions or need to reschedule your pickup/shipment!
Consistency builds your reputation and can lead to positive reviews and repeat sales.
Bonus: Automate When You’re Ready
Once you’re comfortable, explore basic automation. Tools like Mailchimp, Zapier, or Gavelbase’s built-in features can automate emails after each sale, freeing up even more time.
Summary Checklist
Collect buyer emails for every sale
Track sales, inventory, and fees in a central system
Assign team roles or set reminders for solo sellers
Send a friendly, clear follow-up email with all details
Handle shipping or pickup info cleanly
Automate when ready, but start simple
With these easy steps, even beginners can create a professional, repeatable follow-up process that saves time, reduces errors, and keeps buyers happy.