When you’ve applied for a job or sent out a proposal, it’s important to follow up. But how do you write a follow up letter that doesn’t come across as pushy or desperate? In this article, we’ll delve into the art of writing a professional and effective follow up letter, complete with examples that you can edit and customize to fit your unique situation. Whether you’re following up after a job interview or pitching a business idea, you’ll learn what to include, what to avoid, and how to create a letter that captures the attention of your recipient. So, let’s get started and master the art of the follow up letter!
The Best Structure for Writing a Follow Up Letter: Tim Ferris Style
Writing a follow-up letter can be daunting, especially if you want to get the desired attention from your recipient. That’s where Tim Ferris comes in – he’s a master of communication and has developed a style that’s both effective and efficient. His approach focuses on simplicity and clarity, while avoiding any unnecessary fluff. So, what’s the best structure to use when writing a follow-up letter, you ask?
Firstly, start with a clear purpose statement. Your recipient should be able to understand why you’re reaching out to them in the first sentence. This will set the tone for the rest of the letter, and immediately capture their attention. Be concise and direct – avoid any long-winded sentences that could potentially confuse your reader. Instead, use bullet points or numbered lists to break up your text and make it easy to read.
Next, highlight any key points that you’d like to emphasize. Use bold or italics to draw attention to important information, or to direct your reader’s attention to specific questions or requests you may have. This will help avoid any confusion and ensure that your recipient can quickly grasp the main message you’re trying to convey.
Throughout your follow-up letter, you should strive to be positive and optimistic. Even if the previous encounter with your recipient was less than encouraging, use this opportunity to project a sense of confidence and enthusiasm. Show them that you truly believe in your ideas or proposal, and that you’re willing to work together to make it happen.
Finally, end your follow-up letter on a positive note. Use encouraging language that leaves your reader feeling motivated and inspired. Thank them for their time and consideration, and remind them of the next steps you have in mind. Be clear about any future communication you may have, and make sure to emphasize your continued interest in working together.
In conclusion, the best structure for writing a follow-up letter is to keep it simple and clear, while emphasizing your key points and maintaining a positive outlook. Stick to these principles, and you’ll find that your follow-up letter will be effective and well-received. Good luck!
7 Sample Follow Up Letters
Follow Up After Job Interview
Dear [Interviewer’s Name],
Thank you for taking the time to interview me for the [Job Title] position with your company. I appreciated the opportunity to discuss my qualifications and learn more about the position and your company culture.
I would like to follow up and reiterate my interest in the position. After learning more about your company during the interview, I am more enthusiastic about joining your team. I believe my skills and experience would be a great asset to your company, and I am confident that I can contribute to your success.
Thank you again for considering me for the position. I look forward to hearing from you soon regarding the next steps.
Best regards,
[Your Name]
Follow Up After Sales Meeting
Dear [Customer’s Name],
Thank you for taking the time to meet with me to discuss your [Product/Service] needs. It was a pleasure to learn more about your business and understand how we can help you achieve your goals.
I wanted to follow up and provide some additional information that may be helpful to you as you make your decision. Our [Product/Service] has helped many businesses like yours increase efficiency and profitability. I am confident that it would be a valuable asset to your company as well.
If you have any additional questions or concerns, please feel free to contact me. I’m happy to provide any further information you need to make an informed decision. Thank you again for considering our company for your [Product/Service] needs.
Best regards,
[Your Name]
Follow Up After Customer Service Complaint
Dear [Customer’s Name],
I’m sorry to hear that you had a negative experience with our company’s customer service. We take all complaints seriously and strive to provide the highest level of service to our customers.
I wanted to personally follow up and address your concerns. Can you please provide me with some more details about what went wrong? I’d like to investigate further and ensure that this doesn’t happen again in the future.
Furthermore, we would like to offer you a complementary [Product/Service] as a gesture of goodwill. Please let me know if this is something you would be interested in and we can arrange it for you.
Thank you for bringing this to our attention. We value your business and want to do everything we can to make it right.
Sincerely,
[Your Name]
Follow Up After Networking Event
Dear [Contact’s Name],
It was a pleasure to meet you at the [Networking Event] last week. I enjoyed our conversation about [Common Interest] and was impressed by your wealth of experience and knowledge.
I wanted to follow up and see if you would be interested in meeting up for coffee sometime. I would love to hear more about your work and discuss how we might be able to collaborate in the future.
Thank you again for taking the time to chat with me at the event. I look forward to hearing from you soon and hopefully setting up a time to connect further.
Best regards,
[Your Name]
Follow Up After Job Application
Dear Hiring Manager,
I wanted to follow up on my recent job application for the [Job Title] position with your company. I am very interested in the position and believe that my skills and experience would be a strong fit for your team.
Can you please provide me with an update on the status of my application? I am eager to hear about any next steps and would be happy to provide any additional information you might need to make an informed decision.
Thank you for considering my application. I look forward to hearing from you soon and hopefully having the opportunity to interview for the position.
Best regards,
[Your Name]
Follow Up After Requesting Information
Dear [Recipient’s Name],
Thank you for providing the information I requested regarding [Topic]. I found the information to be very helpful and informative.
However, I had a couple of follow up questions that I was hoping you could help me with. Can you please provide some clarification on [Question]? I’d also be interested in learning more about [Related Topic].
Thank you again for your assistance. I appreciate your willingness to answer my questions and provide me with additional information.
Best regards,
[Your Name]
Follow Up After Meeting with Colleague
Dear [Colleague’s Name],
It was a pleasure meeting with you yesterday to discuss our [Project/Task]. I appreciated your insight and suggestions, and I believe that we made excellent progress toward completing our goal.
I wanted to follow up and thank you for taking the time to meet with me. Additionally, I would like to propose a few additional ideas that I believe would help us achieve our objective faster. Can we schedule another meeting in the near future to discuss these ideas further?
Thank you again for your collaboration. I look forward to working with you on this and future projects.
Best regards,
[Your Name]
Tips for Writing a Follow Up Letter
Following up after an interview, meeting, or networking event is essential to keep the conversation going and build a relationship with the recipient. Here are some tips to help you write an effective follow-up letter:
- Start with a thank you: Begin your letter by expressing gratitude and appreciation for the recipient’s time and the opportunity to connect. Let them know that you value the interaction and are interested in continuing the conversation.
- Recap the conversation: Provide a brief summary of what was discussed in your meeting or interview. This will show that you were engaged in the conversation and have a good understanding of what was discussed.
- Highlight your strengths: Use the letter as an opportunity to remind the recipient of your key strengths, skills, and achievements that align with the position or opportunity you discussed.
- Show enthusiasm: Convey your enthusiasm and passion for the opportunity you discussed. Let the recipient know that you are excited about the prospect of working together and are eager to move forward with the next steps.
- Provide value: Offer to provide additional information or resources that may be of interest to the recipient. This can include industry news, links to relevant articles, or connections to other professionals in your network.
- End with a call-to-action: Close your letter by reiterating your interest in the opportunity and providing a clear call-to-action, such as scheduling a follow-up meeting or phone call.
Remember that a follow-up letter is an extension of your personal brand and can leave a lasting impression on the recipient. By following these tips, you can write a strong and effective follow-up letter that will help you achieve your goals.
FAQs on how to write a follow-up letter
What is a follow-up letter?
A follow-up letter is a written correspondence addressed to someone for the purpose of following up on a previous conversation, request, or proposal. It’s often used in professional settings, such as job applications, business meetings, and sales negotiations.
Why write a follow-up letter?
A follow-up letter can help you stand out from the crowd and demonstrate your interest, enthusiasm, and professionalism. It can also show your attention to detail and your ability to follow through on commitments. Additionally, a follow-up letter can help you strengthen relationships and build rapport with potential employers, clients, or partners.
What should be included in a follow-up letter?
A follow-up letter should start with a clear reference to the previous communication or event, and a brief summary of the main points. Then, it should state your purpose for writing and your desired outcome. It should also highlight your qualifications, achievements, or unique selling points, and provide additional information or resources if necessary. Finally, it should end with a sincere thank you and a call to action.
How should I format a follow-up letter?
A follow-up letter should be formatted like a business letter, with a professional tone, font, and style. It should include your contact information as well as the recipient’s, and it should be addressed to a specific person if possible. It should also be concise, clear, and well-organized, with no spelling or grammar errors.
When should I send a follow-up letter?
You should send a follow-up letter within a reasonable time frame after the previous communication or event, but not too soon or too late. The timing may depend on the purpose, urgency, and expectations of the situation. For example, if you’re applying for a job, you may want to send a follow-up letter within a week after the interview or application deadline.
How can I personalize a follow-up letter?
You can personalize a follow-up letter by addressing the recipient by name, and by mentioning something specific that you learned or discussed in your previous interaction. You can also tailor your language, tone, and content to the recipient’s interests, needs, or preferences, and use appropriate keywords or buzzwords to show your expertise and relevance. Finally, you can add a personal touch, such as a relevant quote, anecdote, or compliment, to make your follow-up letter more memorable and engaging.
What should I avoid in a follow-up letter?
You should avoid using a generic or impersonal template, or copying and pasting from a previous follow-up letter. You should also avoid making assumptions, demands, or criticisms, or sounding too aggressive, desperate, or arrogant. Instead, you should focus on being respectful, polite, and professional, and on adding value to the recipient’s situation. Finally, you should proofread and double-check your follow-up letter for any errors or typos, and make sure it reflects your best qualities and intentions.
Wrap it Up!
Well, congratulations! You now have all the tools you need to write a killer follow-up letter. Remember, the key is to be courteous, professional, and concise. Feel free to use the templates we provided or create your own personalized letter. We hope this article was helpful, and thanks for taking the time to read it. Come back soon for more great tips on how to navigate the professional world!