When ‘Circling Back’ Doesn’t Work: Try This Instead

Sarah Sink
Oct 14
4 min read

Silence is the one thing every BD professional has in common.

You send a great intro email. The conversation goes well. You share materials, maybe even schedule a follow-up. Then… nothing.

No reply. No “thanks but no thanks.” Just quiet.

And that quiet has a way of feeling personal even when you know it shouldn’t.

But here’s the truth: silence doesn’t mean rejection. In business development, it usually means something else like distraction, misalignment, or timing.

How you handle that silence says more about your professionalism than any proposal ever could.

Why Most Follow-Ups Fail

Too many follow-ups sound like reminders instead of relevance.

“Just circling back…”
“Wanted to check if you had a chance to review…”
“Following up on my last email…”

They’re polite, but empty. They add no new value.

The best follow-ups don’t ask for attention. They earn it again.

The Mindset Shift: Don’t Chase, Reopen

The goal of a follow-up isn’t to “get a response.” It’s to restart the conversation on new ground.

Think of it like a second first impression. The first outreach was about awareness; the follow-up is about momentum.

When someone goes quiet, it’s rarely because they’ve written you off. It’s because your message slipped below a hundred other fires. So instead of poking the inbox, show up again with something that reminds them why the conversation mattered in the first place.

That might mean sharing a quick insight, a recent case, a timing cue, or even just reframing the original reason you reached out through their current lens.

3 Ways to Restart the Conversation Without Sounding Desperate

1. Anchor to Change

Timing is everything. If something in their world has shifted like a funding update, leadership change, new facility, or IND clearance, use it.

Example: “Noticed your Series C announcement... congratulations! Teams scaling this fast often hit capacity planning pressure. If that’s true on your end, happy to share a short note on how we’ve seen others protect fill slots during expansion.”

You’re not circling back. You’re adding context that makes your timing make sense again.

2. Add New Value

A strong follow-up gives them a reason to re-engage, not because you asked, but because you brought something useful.

That could be a relevant insight, a resource, or even a fresh perspective: “I came across this short piece on how method readiness ties to DP slot delays. Made me think of our earlier discussion on tech transfer.”

You’ve reframed yourself as someone who pays attention, not someone who needs attention.

3. Simplify the Ask

When someone hasn’t replied, it’s not the time to send a calendar link. It’s time to lower the friction.

Try soft touch re-entry: “Would it be helpful if I shared a one-pager on DP scheduling alignment? It’s quick and might help your team decide whether to move forward this quarter or next.”

This gives them permission to re-engage without feeling like they owe you a call or a decision.

The Real Follow-Up Formula

Here’s the part most people miss: silence is part of the process.

Great BD professionals don’t interpret it emotionally; they manage it strategically. They follow up not to fill airspace, but to re-establish relevance.

They make each touch feel intentional, not reactive. They treat timing as fluid, not final. They stay steady when others get discouraged.

Because that’s what clients remember: consistency, not persistence.

What You Should Never Send After Silence

The guilt trip. (“Haven’t heard back, so I’ll assume you’re not interested.”)→ It shuts the door. Always leave space for timing to shift.
The passive-aggressive nudge. (“Bumping this to the top of your inbox.”)→ Feels like a chore. You’ve become work, not help.
The repetition. (Resending the same email again.)→ If they didn’t reply to the first one, they won’t reply to the copy.

Follow-ups work when they respect the reader’s reality. If you make the email easy to read and easier to act on, you’ve already increased your odds.

The BD Superpower: Grace + Strategy

Everyone can send an email. Few can make someone want to open it again.

Grace in follow-up is what separates transactional BD from trusted partnership builders. You’re not chasing a yes, you’re reinforcing confidence.

When you keep showing up with value and patience, you send a silent message:“I’m consistent, I’m relevant, and I’m still here when the timing’s right.”

That’s how real partnerships start. Not through pressure, but through presence.

If you want to strengthen how you show up at every stage of the conversation, from first outreach through follow-up and close, my course Ask Smarter, Close Sooner was built for business development professionals at CDMOs. It gives you the frameworks and conversation tools that help you qualify faster, earn trust sooner, and stay relevant throughout long sales cycles.

For more insights and personalized support in navigating the biotech-CDMO landscape, visit my website: www.yourpharmagirl.com and follow Your Pharma Girl on LinkedIn. Whether you need strategic guidance, tailored BD solutions, or expert advice on building lasting partnerships, I’m here to help you and your team succeed at every stage of development.