Follow up – a Brief, how to write a Follow up Letter & Email with Sample Template
A Follow-up letter – An effective means of communication, which is generally written after any activity like interview, business meets, professional get togethers etc. This letter, found very useful while establishing a continued transmission with the other party, thus strengthen the professional relationship between the sender and the receiver.
Varying across the range of situations, the Follow-up letter found useful under different contexts, which are discussed below:
- In-touch Opportunity - Considered an opportunity to hold an additional contact post the professional meetings like Contract review meeting, Service quality meetings etc.
- Need Information –To clarify a piece of detail, or to have a status on any deal.
- Meeting Request – To get in touch with a stakeholder of the chasing objective, to ask for a favor, or receive feedback.
- Formal Communication – To share the milestone the sender accomplished or to mention any exiting news about the recipient’s organization.
A Follow-up email should not be taken as the “Thank You emails”, as the Thank You emails is to show sender’s thankfulness and gratitude against any favor made by the recipient or organization to which the recipient is associated with. Thank You emails, or emails are sent immediately post a professional event, whereas the Follow-up letters / emails can be used as the re-introduction, with the recipient, to be sent after some weeks of sending the Thank You letters.
When to Follow up
- Every quarter -To catch up with a connection.
- 1-2 weeks – Follow up on meeting request or after no response on certain activity.
- 2 Days – Post submitting the job application.
How to send a Follow up email
- Obvious and the most important point, the letter must be grammatical error free and special attention must be given to sentence formation revolving around the professional attitude aftermath the clear understanding of the subject and matter with a feeling of politeness.
- The body should be precise and point to point clear with the objective.
- Starting the body, the reference of previous communication event like Official events (meetings, conference etc.) must be mentioned to help the recipient to get knowledge of the sender through the archive email or conference. Self-introduction is sufficient.
- Negative sentiment not to be conveyed.
- The sender must mention, how they want to proceed from the current point. Clearly, the future steps.
- It is essential to give sufficient time to the recipient to react.
- Through the Follow-up letter, discount offers, or any special service conditions can be mentioned. Even through the Follow-up letter, meeting reminders or appointment can be conveyed.
How to write Follow-up Letter
Below mentioned some best practices, which need to be taken care while drafting a Follow-up letter:
- In Case of Follow-up letters, the sender information, such as name with proper designation, address should be included in the letter.
- The sender’s information such as sender’s name with address and designation must be mentioned.
- Salutation must be gentle and start with Dear.
- Titles Mr., Ms., Mrs., and Dr. should not be spelled. Do spell out these titles and similar ones:
Professor, Dean, Sister, Rabbi, Imam, Senator, Governor, Captain, Admiral, Judge.
- Addressing the multiple personalities, use both names in your salutation, like this:
Dear Mr. Alexandra and Ms. Jennifer.
- Always use the First name of the receiver, not any famous or any precise name.
- Avoid "To whom it may concern.", if the gender / name of the receiver is not known. Instead, use the job title or a generic greeting:
Dear Recruiter: Dear Claims Adjustor: Dear Sir or Madam or full name of the person.
- Right after 1-line row space (or MAX. 2), the content must be started with the reference to the historical event with clear date, location or subject expressing the positive note of the experience or any appreciation as feedback.
- A new paragraph with 1 -2 lines of Space before, must be highlighting the future co-ordinations or plans (shall be good if accompanied with any special offers / discount offers etc.).
- Ending the letter must be supported with the positive note, expressing the willingness to be in touch.
- Important to use respectful and professional words / phrase, leaving the positive impression on both the parties.
- Sincerely, Regards, yours truly, and Yours sincerely –These are found appropriate in all the instances and very effective.
- Best regards, Cordially, and Yours respectfully – These keywords are recommended once the sender has some knowledge about the recipient.
- Warm regards, Best wishes, and with appreciation - These letter closings are also recommended, if the receiver has some knowledge about the recipient.
- Following closing letter keywords, must be strictly avoided, as most of these are simply too informal. Some examples of closings to avoid are listed below:
These are too informal, and some (such as “Love” and “XOXO”) implies a level of closeness that is not appropriate for a business letter.
Strictly avoid these kinds of closing, which are more appropriate for messages to friends or relatives.
- If this is a physical letter, firstly signature with pen is required followed by full name in typing.
How to write a follow-up email
- In case of the follow-up email, there is a slight change of format as compared to format letter we discussed above. In case of follow-up emails, there is no need to mention name and full address of the sender on the top part of the letter, before starting the letter body.
- Likewise, in case of follow-up emails, no need to mention recipient address and name except in salutation.
- The reason behind is, in the present digital world, of email, we all have the e-identification marked tagged with email address. So, no need to mention the details to make it too lengthy.
Find below various follow up email sample template which are ready to download in doc and pdf format for quick uses after any application or after an interview :