How to Write a Follow up Letter: Professional Guide

There is an important message when you write a follow-up letter, a message that is delivered to someone you want to show your gratitude to or as a reminder of a business or relationship. But how to write a follow up letter? It can actually be as hard as writing any other kind of letter or even more. Find here everything you need to know about the letter of acknowledgment.

So we’ve decided to show you the essential in how to write a follow-up letter with professionalism. With information on what is a follow-up letter and the types of follow-letters, you can use depending on your necessities and desired outcome and a little guide on the format of a follow-up letter and some advice.

Take a look further into this article and find out more about the essential aspect of a follow-up letter and how to use them.

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What Is a Follow-up Letter and Its Importance

When you are trying to make contact with someone in order to make further arrangements or talk about something that interests you in a way that you need to remember that person that you’re interested, you are doing a follow-up. However, there are many different types of follow-ups, from business follow-ups to job searching follow up, and all of them have a different purpose.

But the whole purpose of a standard follow-up letter is to just work as a reminder that has to be written in a polite and professional manner, independently on what it is for. Mostly used as a thank-you letter after a job interview or a prompt reminder-summary after a business talk, writing a follow-up letter has a great importance, and knowing how to write a follow-up letter perfectly is utterly essential for a good communication.

Even so, follow up letters are also used as an opportunity to talk about something that you could’ve forgotten during an interview or business talk, when you’re applying for a job or when you want to make someone trust in your ideas. This will add importance and work as a reminder while also giving more support to what you’ve already portrayed.

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This can help both in a job application and a business proposal, as it works as a second opportunity or additional contact to be heard and understood. However, it is important to never look desperate and always maintaining the necessary professionalism.

According to this, follow up letters are of most importance if you want to make the perfect connection with anyone, both in business and personal. They help as a reminder and a way of connecting with business partners you haven’t talked with in a while, but can also work as thank-you letters or as a support when you’re applying for a job. Observe further recomendations on how to write a follow up letter.

Where to find professional letter writing services? Click here and find out.

A normal follow-up letter includes the following:

  • A little appreciation phrase or sentence about the initial meeting or previous cooperation.
  • What is your current status and why is the purpose of this follow-up.
  • If something relevant to you has happened that can affect the way business or the relationship between the parts, it is important to mention it.
  • What you need and what you want plus a little summary of what was talked before or how you appreciated a previous agreement.

Even though these recommendations should be enough to write a perfect follow-up letter, you can still get even more by taking a look at the article: how to write an effective follow up email if you want to learn a different approach on how to write a follow-up letter.

types of follow-up letters

Types of Follow-Up Letters

According to the general purpose of a follow-up letter, there’s nothing much than just keeping in contact with a person of interest. However, there are different another purpose these letters are made for, and each one of this purpose can be defined as a different kind of follow up letter.

In the following list you will have a brief definition and explanation of the different types of follow up letters you can use depending on their usage:

  • Thank you letters

You can use this kind of letter when you want to send your gratitude to a person, organization or different people at the same time due to support or help they’ve provided to you. This can also be used as a reinforcement of the relationship, being in business or personal, this kind of letter gives focus to the importance of the relationship be ten the two parts.

  • Letter of acknowledgment

This type of letter is sent as a way to confirm that something was received or acknowledged. Mostly used by people who want to be assured that the other part knows that the product, service or support was received without any problem.

  • Letter of appreciation

As a follow-up letter, this one works essentially as a thank-you note but actually gives more details about an organization or person, mostly used to describe the appreciation from a person who has received a job opportunity without asking for it.

  • Letter of refusal

As its name says, a letter of refusal is written when someone wants to make the other part know that the proposal is not accepted or an agreement is not possible. The best way to use this is by being polite and positive, but it is important to maintain the intention.

  • Letter of information

People mostly use this kind of letter in order to ask for more information about a matter. Can be used after a job interview with the purpose of knowing more about the opportunity, or can also be used in business making, when asking for information about the other part after the first meeting or encounter.

  • Letter of acceptance

When you have received a product, service or when you are accepting a gift or an employment offer. This letter is written giving focus to the importance of what you got and the reason you’ve accepted.

All of these letters are sent after a first interaction as a way of maintaining the communication with purpose and meaning. Also, they are used in order to portray a purpose and to insist on an idea.

If you want to know more about what to include and see some examples of the different types of follow up letters there are, take a look at the follow-up letter and email samples.

Structure of a Follow-up Letter

If you want to write the most effective follow-up letter that portrays your intentions and purpose in a way that is almost impossible to not fall for them, take into account the following structure and advice on how to make it happen.

  • First part: letter objective

This depends on the purpose of your letter, differentiating on the type of letter and a clear idea of what it is used for. It follow up letter samplecan be used to ask for information, to get an update about a purchase or task, or just to be sure about being in contact with the right person. If the letter is otherwise used to request a meeting or a talk in order to search for an agreement or ask for help. However, most of the time, these letters are just to catch up or to say thank you, which is important to know when writing and to let it explicit on the title or description of the letter.

  • Second part: context

This is the part when you have to connect with the receiver. If you are contacting someone you haven’t talked with in years, make sure to mention any previous interaction you had in the past, especially if it was fruitful. Also, remember to emphasize on the purpose of your call without being too direct but not forgetting about being concise.

  • Third part: main purpose

On this part, being totally concise and direct, you will have to convey the purpose of your writing in order to make the receiver know what you really want from them. If it is a communication with someone you haven’t talked in a while, you can try to be subtle, but the best way is always going directly to your point. Even so, if you want to be clearer and get the attention of the receiver, try to be as specific as you can, without being too general about your purpose, give the real and most important objective you have in relation to the person you’re contacting with.

  • Fourth part: subject or title

The subject of an email or the title of a letter should have a concise purpose. However, it is important to avoid being too direct or just forgetting about the other part necessities. Most subjects tend to be easy to read and brief, without explaining much and actually portraying the purpose without being direct. You can add a sense of urgency to a follow-up letter by writing an expression of time in it, like “hurry up” or “time is wasting”. However, it is important to maintain seriousness and never give away to desperation in the subject by adding pressure to the receiver.

  • Fifth part: how and when to send it

You can send a follow up letter after interview, after a meeting, after a quick conversation or just when you want to get in touch with an old colleague. However, depending on the kind of situation, there are different timings for each one:

  • Send a letter after 24-hours from a meeting, conference or quick conversation.
  • Send a letter after 48-hours after applying for a job.
  • Send a letter after 1 or 2 weeks after sending a meeting request or a job application.
  • Send a letter after 1 or 3 months in order to get in touch with an old colleague or maintaining communication after a successful agreement.

According to Whitney Purcell, associate director of Career Development in Susquehanna University; “A follow-up letter should be sent during business hours – no 3 a.m. emails that seem a little out of whack with the company’s traditional hours” in an article called “6 reasons this is the perfect thank-you letter to send after a job interview”.

Watch some pieсes of advice on thank-you letters here:

A Follow-up Letter Is Essential

Just as with other kinds of letters, follow-up letters have a predefined concept and purpose. However, due to the different types of follow up letters there are, it is important for you to know how to write a follow-up letter depending on the purpose and kind of impression you want to make, as they are an almost essential tool for a better communication. Even so, we can totally assure you that if you follow our recommendations you will completely learn how to write a follow-up letter without any problem.

If you need further help, we will be more than happy to assist you with how to write a follow up letter on business or personal matters.

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