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Follow-Up Letters
Stand out and get noticed with a well-written follow-up letter. Be sure to show your interest and explain the benefits your contribution will make.
Follow-up letters remind others of important events and occurrences, and they can help you get what you want.
Whether your follow-up letter needs help with etiquette, professionalism, appropriate wording, or keeping the reader's attention, WriteExpress offers proven follow-up letters that are guaranteed to help you find the perfect words to say.
How to write a follow-up letter:
Send reminders about meetings and appointments in advance
Give your recipient sufficient time to prepare or fulfill assignments. You may send other reminders as the need arises. The message should be brief and clearly stated to avoid misunderstandings. Reiterate the positive aspects of your service or product and gently urge your potential client to take the next step in negotiating a sale. If the reader has already expressed interest in your business, give a firm sales pitch without pushing too hard, highlighting the benefits of your product or service. Offer something new, such as more information or a special discount. Don't duplicate previous sales pitches. Indicate that you are willing to provide additional information or references (if applicable) when following up after an interview. Indicate to the recipient of the letter whether or not you need a response, and specify how the person can respond to you: via phone, e-mail, in person, or by mail. Send your follow-up letter promptly, especially after an interview (usually within 24 hours; 48 hours at the most). If you need to remind others of an important meeting or other event that was scheduled several weeks or months in advance, include in the letter the date, time, and location of the meeting, along with any other important information. Write a second letter
If you do not receive a response from an initial follow-up letter, you may want to write a second letter. Include a copy of the previous follow-up letter with your new one, or repeat the message. Reiterate the importance of receiving a response. Avoid negative remarks
If you do not receive a response after a first letter, do not imply in later letters that the reader is forgetful, thoughtless, or negligent, as this will likely make him or her feel defensive. Showing your frustration will usually make the situation worse. Stand out and get noticed with a well-written follow-up letter. Be sure to show your interest and explain the benefits your contribution will make.
With well-written follow-up letters you can:
Improve productivity by reminding people who attended a meeting of the decisions and assignments that were made. Improve relationships, or establish new ones. Thank an interviewer and remind him or her of your name and qualifications (after applying for a position with his or her company). Show appreciation for a contribution made, for the opportunity to interview with a company, for exceptional work done on a project, and so forth. Add important information that did not come up during an interview and remind the interviewer of your interest in the position. Remind a customer or potential customer of your continued willingness to serve him or her. Emphasize the advantages of doing business with your company, and propose a course of action that the customer can take. Thank a customer or announce a special sale or limited-time offer. (A follow-up letter keeps your company's name before the customer and reinforces the impression that you are a good person to do business with.) Remind an interviewer of some aspect of an interview that went well, briefly elaborate on an idea brought up in the interview, or work to repair any damage that may have been done during the meeting. Reiterate your interest in a position or organization. Send information the employer may have asked you to provide during an interview. Show that you are courteous and professional, and gain an edge over job applicants who do not send thank-you or follow-up letters (many do not).
See also: Write Effective Follow-up Letters
Need to write a follow-up letter?
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Choose from a variety of prewritten follow-up letters that cover many common situations. Copy your letter directly into Microsoft Word or your favorite word processor. Or let our software guide you step-by-step through the writing process, suggesting sample phrases and sentences for each writing step. In minutes, you can write an effective follow-up letter. Print your follow-up letter and send it!
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