So, you have just sent a letter either to your prospective client, employer, colleague, or any other person in your close circle. You’ve been waiting for them to respond to your message, but it’s not coming anytime soon. One week has passed, still no sign of response. However, you don’t have to lose hope. Writing a follow-up letter or email can help in facilitating a faster response to your letters. According to researchers, writing a follow-up letter is an effective way of evoking response as it improves the reply rate by 13 percent. Usually, these letters’ primary purpose is to remind your prospects about your initial email, clarify your situation, and evoke feedback.
Reasons why a follow-up letter is so important
Whether you are sending a printed letter or electronic one, they do play a significant impact in reinforcing your relationship with the intended recipient. But more importantly, a follow-up letter helps express good manners and professionalism.
Secondly, it provides you with the opportunity to mention any vital information that you may have forgotten in the original email/letter.
Again, the follow-up letter helps reiterate why you are fit for the deal. If, for instance, you are following up on a job interview, it helps restate your qualifications hence giving them more weight.
Sending a follow-up letter also confirms your interest in a given position, allowing you to check your application’s status.
Last but not least, a follow-up letter can help influence the hiring manager’s decision just in case you have a tie.
Things to include in a follow-up letter
For you to craft a compelling follow-up letter, there are certain things that you shouldn’t miss in your letter. These include:
As simple as it may sound, expressing gratitude and appreciation is essential to include in your letter. Let the recipient know that the time and effort they took to meet you were not in vain. This will create a leeway for a positive relationship.
- A reminder of who you are
Since you are writing a follow up of an original letter, it is highly likely that the recipient may have forgotten with your details. Therefore, you need to include your personal details to let the recipient remember who you are.
- Why you are the best fit candidate
Preferably, you can include the benefits the recipient will get should they work with you. At the same time, you can indicate your qualifications or competencies that set you apart from the rest.
- Details you forgot in the original letter
Just as mentioned earlier, the follow-up letter can be used to include important details that you may have forgotten to include in your original letter or email.
Steps for Writing a Follow up Email
Write the contact details and the date
You need to write your name, address, and contact information at the very top of your letter. Then, you can skip a line and add the date of writing. Below the dates should be the recipient’s name, company address, and contact information.
Note that this part only applies to printed letters. If you are sending email letters, you don’t have to include this part. Instead, you can simply put a subject line.
Add a salutation
Here, you will include the official salutation, such as ‘Dear’ or ‘Hello,’ followed by the recipient’s name.
Introduce your letter by expressing your gratitude and appreciation to the recipient for creating time to read your letter.
Here, you will express your enthusiasm for the role. Also, you may add any details you forgot to mention in your earlier email/letter.
Complimentary close and name
Once you are through with the body, you can conclude your letter by adding a complimentary close of your convenience. For instance, you can use ‘yours truly, ‘sincerely, or ‘Best regards.’ This should then be followed by your name and a signature (in case of handwritten).
[Name of the sender]
[Address of the sender]
[Contact of the sender]
[Name of the recipient]
[Address of the recipient]
[Contact of the recipient]
Dear [Name of the recipient]
Thank you again for taking the time to meet me last week to discuss our business relationship. I am just following up again to my initial message.
As mentioned earlier, I possess a master of degree in business administration, and therefore I am the best partner to work with. I believe in teamwork and unity. Therefore, working together will not only act as my motivation but will also strengthen my commitment to strive for the best.
Below is the attached document to act as proof of my qualifications. Please let me know if you have any further questions. If not, I look forward to your feedback at the earliest of your convenience.
Tips for Writing a Follow-up Letter
Use a polite and respectful language
When the recipient promises you to get feedback soon, but you feel it’s taking too long, one can easily get disappointed. However, when writing the follow-up letter, don’t let the anger and frustrations take the better part of you. Instead, use a polite and respectful language. Don’t accuse anyone for a delayed response or for ignoring your messages.
Keep it short and sweet
As a general rule, you should always keep your message short and concise. Whether you are writing the letter for a potential employer or a business associate, no one will like reading through a long letter. Therefore, it’s advisable that you go direct to the point and avoid irrelevant information. Pay a major focus on the clarity of the message rather than using ambiguous language.
Include your skills and competence
In order to grab the recipient’s attention, you can reiterate your skills and other qualifications that best communicate your value.
Before sending your follow up letter, be sure to proofread your letter so as to correct the writing mistakes such as spellings and grammar. Proofreading ensures that everything is polished and clean.
Use a proper format structure
Just like any other official letter, it is important that you follow the formal formatting and structure. To make the letter easily readable, be sure to use a font of between 10 and 12. Also, use a formal font style such as times new roman, Calibri, or Arial.