Follow-Up Letters

87 follow-up letters to help you stand out and get noticed

Write your follow-up letter to show interest and explain the benefits your contribution will make.

How much is one follow-up letter worth if it helps you get ahead?
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Find the perfect words for your follow-up letters

Your success may depend on how you follow up. Follow-up letters remind others of important events and occurrences, and they can help you get what you want.

9 Tips for Writing Follow-Up Letters:

1. Send reminders about meetings and appointments in advance so that the recipient has 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.

2. Take advantage of follow-up letters to 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, highlighting the benefits of your product or service, without pushing too hard.

3. Don't duplicate previous sales pitches, but offer something new, such as more information or a special discount.

4. Send your follow-up letter promptly, especially after an interview (usually within 24 hours; 48 hours at the most).

5. When following up after an interview, indicate that you are willing to provide additional information or references (if applicable).

6. Send a follow-up letter 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.

7. 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.

8. 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.

9. 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.

With a well-written follow-up letter you can:

• Remind individuals who attended a meeting of the decisions and assignments that were made, thereby helping to move the work along.

• Establish or renew a relationship.

• 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).

Follow-Up Letter Topics

Get a variety of follow-up letters for each of these topics:

• Follow up after a meeting to review decisions and assignments

• Follow up after a sale to thank the customer and offer service

• Follow up after a sales appointment or telephone conversation

• Follow up after a sales presentation or demonstration

• Follow up after receiving no response to earlier correspondence

• Follow up during a job search after a lapse of time

• Follow up during a job search after a telephone contact

• Follow up during a job search after an interview

• Follow up on a sales interview, presentation, or exhibit

• Follow up on a sales offer

• Follow up with a reminder

• Notify a customer that a shipment has been delayed or that merchandise ordered is not available

• Notify a customer that you have shipped an order

• Notify a shipper that an order is incomplete, incorrect or damaged; also, return unwanted or incorrect merchandise

• Schedule an appointment to interview a potential employee

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