Have you ever found yourself staring at a blank screen, unsure of how to begin your follow-up email? Don’t worry, you’re not alone. Writing a follow-up letter can be one of the most crucial steps in creating lasting connections and keeping important conversations alive. However, it can also be tricky to get it just right.
But fear not! With a little guidance, you too can master the art of writing the perfect follow-up letter. And the best part? You can find examples galore to edit and make your own.
Whether you want to follow up after a job interview, rekindle a professional relationship, or simply touch base with a contact, the first step is to open the letter in a way that makes the reader want to keep reading. So, let’s dive into some tips on how to begin a follow-up letter that will grab the reader’s attention and keep them engaged.
In this article, we’ll break down some Dos and Don’ts, highlight key phrases, and provide you with some great examples that you can use in your own correspondence today. So, sit back, take notes, and get ready to master the art of follow-up letters in no time!
The Best Structure for a Follow-Up Letter
After sending a job application or a networking email, it’s important to follow up to increase your chances of getting a response. However, writing a follow-up letter can be tricky, especially if you’re not sure how to structure it. In this guide, we’ll explore the best structure for a follow-up letter, using Tim Ferriss’ writing style as an example.
Firstly, it’s important to keep your follow-up letter concise and to the point. Start with a clear subject line that briefly summarizes the purpose of your email. This will help ensure that your email doesn’t get lost in the recipient’s inbox, and it will also make it easier for them to understand the purpose of your email. For example:
Subject: Follow-up on Job Application for Marketing Manager Role
After the subject line, start with a brief introduction that reminds the recipient of who you are and why you’re writing. You can also acknowledge any previous correspondence between you and the recipient. The goal is to establish a connection and demonstrate that you’re proactive and interested. For example:
Dear [Recruiter’s Name],
Thank you for taking the time to review my application for the Marketing Manager role at [Company Name]. I wanted to follow up and see if there were any updates on the hiring process. We spoke last week, and I’m excited to learn more about how I can contribute to the team.
Next, you should include a brief paragraph that highlights your relevant skills and experience. Keep this section short but impactful. You don’t want to repeat what’s already in your application or resume, but rather provide specific examples of your expertise that align with the job requirements. Here’s an example:
As a Marketing Manager with over five years of experience, I’ve developed a wide range of skills that would be beneficial for this role. I specialize in developing and implementing marketing strategies that leverage social media and data analysis. My previous work with companies such as [Company Name] and [Company Name] has enabled me to develop insight-driven campaigns that drive engagement and increase revenue.
After highlighting your skills and experience, you should end your follow-up letter with a clear call-to-action. This can be an invitation for a phone call, a request for an interview, or simply an ask for an update on the hiring process. The goal is to end your letter on a proactive note that demonstrates your interest and enthusiasm. Here’s an example:
I would love to discuss my skills and experience further with you and see how I can help drive growth for [Company Name]. Please let me know if you’re available for a phone call next week. Alternatively, please keep me in the loop regarding any updates on the hiring process. I appreciate your time and consideration and look forward to hearing from you soon.
Finally, close your letter with a polite sign-off that reflects your personality and professionalism. Here are some examples:
- Best regards,
- Thank you,
- Sincerely,
- Warm regards,
Remember to include your full name and contact information below your sign-off, in case the recipient needs to reach out to you. You can also attach your resume or portfolio to the email, if you haven’t done so already.
By following this structure, you’ll craft a professional and impactful follow-up letter that increases your chances of getting a response. Remember to keep your email concise, engaging, and focused on the recipient’s needs and interests. Good luck!
Follow Up Letter Sample for Job Application
Dear [Hiring Manager’s Name],
I hope this email finds you well. I wanted to follow up on the job application I submitted for the [Position] role at [Company] on [Date].
I am very interested in this opportunity and would love the chance to discuss my qualifications further. As you may recall from my application, I have [Number of Years] years of experience in [Industry] and am confident that I would be an asset to your team. Additionally, I believe my skills in [Skill 1], [Skill 2], and [Skill 3] make me an excellent candidate for this position.
Please let me know if there are any further steps I can take or information I can provide to move this process forward. Thank you so much for considering my application, and I look forward to hearing back from you soon.
Best regards,
[Your Name]
Follow Up Letter Sample for Meeting Request
Dear [Recipient’s Name],
I hope this message finds you well. I wanted to follow up on the meeting request I submitted to you last week regarding [Topic/Project].
As you may recall, I am interested in discussing with you further about our ideas and progress on the project. I believe there are some important points that we would be able to address through a meeting, which will help us determine our next steps. I am very eager to share our progress with you and get your thoughts and feedback.
Please let me know if there is any suitable date and time that works for you, or any other way to move forward. Thank you very much for considering my request, and I look forward to the possibility of discussing this together.
Sincerely,
[Your Name]
Follow Up Letter Sample for Networking Opportunity
Dear [Recipient’s Name],
It was a pleasure meeting you at [Event/Conference] last week. I wanted to reach out and follow up on our discussion about [Topic].
I am very eager to continue to grow our relationship and explore ways that we can collaborate or help each other. As I mentioned during the event, I have a lot of experience in [Industry/Field], and I believe there are some opportunities where our expertise could complement one another. If you are free for a quick chat about any potential collaboration in the near future, I’d love to schedule a call or meeting.
Thank you so much and looking forward to staying in touch with you.
Best regards,
[Your Name]
Follow Up Letter Sample for Request of Recommendation
Dear [Reference’s Name],
I hope this email finds you well. I am writing to follow up on my request for a recommendation letter for my upcoming [Graduate Program/Job Application].
I greatly appreciate the time you took to write me a recommendation letter, and I am eager to use it as a reflection of my capabilities and potentials. However, the deadline for the submission of the letter is approaching soon. Therefore, I was wondering if there has been any progress towards completing it?
Again, I am very grateful for your willingness to support me, and let me know if there is anything else besides following up, that I might be able to do to ensure the timely submission of the letter. I am excited about the potential opportunities available, and I believe your reference will be an imperative element in my way forward.
Thank you very much, and please let me know if you need further information or discussion.
Best regards,
[Your Name]
Follow Up Letter Sample for Payment Request
Dear [Client’s Name],
I hope you are doing well. I’m writing to follow up on the payment for the [Product/Service] that you received from [Company].
I understand that there may have been some delay or confusion regarding the payment process, but as we have allotted funds towards the production of the product, it has put us under some financial constraints. Therefore, we would be very grateful if you could let us know the status of the payment or give us an expected timeline.
As a valued customer, it is crucial for us to maintain transparency and consistency in our operations and mitigate the possibility of such events in the future. Hence, we are looking forward to hearing your response and prompt resolution to this matter.
Thank you for your business and support, and please do not hesitate to contact us with any concerns or further inquiry.
Best regards,
[Your Name]
Follow Up Letter Sample for Requesting Information
Dear [Recipient’s Name],
I hope this email finds you well. I recently came across your [Source/Website/Business] and found the information about [Topic] very intriguing. However, I still have some queries and concerns regarding this matter.
Therefore, I am writing to follow up on and request more information with regards to [Topic]. Specifically, I was hoping to learn more about [Sub-topic 1], [Sub-topic 2], and [Sub-topic 3]. I believe that your expertise in this area would be of great help to me.
Thank you for considering my request, and I would be happy to provide any further information required to aid the process.
Best regards,
[Your Name]
Follow Up Letter Sample for Sales Proposal
Dear [Recipient’s Name],
I hope this message finds you well. I wanted to follow up on the sales proposal that I submitted last week regarding [Product/Service].
I understand that you might be busy, so I wanted to provide a friendly reminder and emphasize the many benefits that our product/service offers. It is my belief that [Product/Service] would be an excellent fit for [Company/Recipient] because of [Benefit 1], [Benefit 2], and [Benefit 3], and I am excited to show you how it can provide value in many different ways.
Thank you for considering my proposal, and I look forward to the possibility of discussing this wonderful opportunity with you.
Sincerely,
[Your Name]
Tips for Starting an Effective Follow Up Letter
When it comes to writing a follow-up letter, the beginning sets the tone and establishes the purpose of the letter. Here are some tips to help you craft a powerful opening for your follow-up letter:
- Use a targeted greeting: Address the recipient by name and use an appropriate greeting, such as “Dear John” or “Good Morning Ms. Smith”. This shows professionalism and attention to detail.
- Reference the previous communication: Quickly mention the previous communication or meeting that initiated the need for the follow-up. This helps to refresh the recipient’s memory and keeps the conversation moving forward.
- Express gratitude: Show appreciation for the recipient’s time, consideration, or support. This creates goodwill and sets a positive tone for the rest of the letter.
- State the purpose of the letter: Clearly state why you are writing and what you hope to achieve with the letter. This helps the recipient understand the context of the correspondence and what is expected of them.
Remember, the beginning of a follow-up letter is your chance to make a good first impression and establish a clear purpose for the rest of the correspondence. Use these tips to craft an effective and engaging opening that sets the tone for a successful conversation.
FAQs on How to Begin a Follow Up Letter
What is the purpose of a follow up letter?
A follow up letter is an effective tool used after an initial communication to remind or update the recipient. It is aimed at keeping the recipient informed and strengthen the relationship.
How should I address my follow up letter?
Your follow up letter should have a formal and respectful tone, starting with “Dear [Recipient’s Name]”.
What should be included in the opening of my follow up letter?
The opening of your follow up letter should include a brief recap of the previous communication and feel free to express appreciation for the recipient’s time.
How can I make my follow up letter stand out?
You can make your follow up letter stand out by adding a personal touch that will give an impression of sincerity. Also, make sure that your subject line is intriguing and clear.
When is the ideal time to send a follow up letter?
The ideal time to send a follow up letter is within a few days of the initial communication. Make sure to check with the recipient’s timeline for a needed follow up.
What should I avoid in my follow up letter?
Avoid being pushy, needy, and overbearing. Also, avoid giving false information or making promises you can’t deliver on.
How can I close a follow up letter?
You can close your follow up letter by reiterating appreciation and anticipation of a favorable outcome. Close with “Yours sincerely”, “Best regards”, or any other formal closing remark and include your name and contact information for easy correspondence.
Thanks for Reading – See You Later!
Whether you’re a seasoned professional or just starting out, beginning a follow up letter can be tricky. But with these simple tips, you’ll be able to craft a clear, concise, and effective message that will impress your recipient and increase your chances of success. Remember to make it personal, keep it simple, and always follow up in a timely manner. And don’t forget to thank your reader for taking the time to read your letter! We hope these tips have been helpful and we’ll see you again soon on our site.