Sending a follow-up letter after a job interview, business meeting, or networking event can help you stay top of mind and increase your chances of success. But what should you include in your follow-up letter, and how should you structure it for maximum impact? In this article, we’ll provide tips and templates to help you write a Professional Follow-Up Letter.
Why Follow-Up Letters are Important
Following up can set you apart from the competition and show that you’re interested, engaged, and proactive. A follow-up letter can also:
- Reinforce your message: A follow-up letter can recap your conversation and remind the recipient of your strengths and qualifications.
- Build rapport: A follow-up letter can show that you’re thoughtful, considerate, and eager to build a relationship.
- Address concerns: A follow-up letter can address any questions or concerns that were raised during the conversation and provide additional information or clarification.
- Keep you top of mind: A well-timed follow-up letter can ensure that you stay top of mind and increase the likelihood of being invited back for an interview or meeting.
Tips for Writing a Professional Follow-Up Letter
1. Start with a clear subject line
Your subject line should clearly and concisely summarize the content of your follow-up letter. Use specific keywords to help the reader understand the purpose of your message. For example, if you’re following up after a job interview, you could use a subject line like “Thank you for the interview – follow-up letter and next steps.” Be sure to avoid generic subject lines like “Follow-up” or “Checking in.”
2. Address the recipient by name
Begin your letter by addressing the recipient by name. Use “Ms.” or “Mr.” plus their last name if you’re unfamiliar with their first name. Avoid using generic openings like “To whom it may concern.” Using the recipient’s name shows that you’ve taken the time to personalize your message.
3. Express appreciation and gratitude
Express your gratitude for the recipient’s time, consideration, and interest in your candidacy or business. Thank them for the opportunity to interview or meet with them, or for the information they provided during your conversation.
4. Recap the conversation and highlight your qualifications
In the body of your letter, recap the key points of your conversation and highlight your qualifications and strengths. Connect your qualifications and experience to the specific needs and goals of the recipient to show how you can add value. Be concise and specific, and avoid restating your entire resume or pitch.
5. Provide additional information if needed
Provide any additional information or clarifications that the recipient requested during your conversation. Address any concerns or questions that were raised, and offer to provide further information or references if needed.
6. Close with a call to action
Close your letter with a clear call to action. Thank the recipient again for their time and consideration, and express your enthusiasm for the opportunity to continue the conversation. Ask for a specific action, such as a follow-up call or meeting, or provide your contact information for further communication.
7. Proofread and edit
Before sending your follow-up letter, proofread and edit it carefully. Check for typos, grammatical errors, and formatting issues. Ensure that your message is clear, concise, and professional.
For More: Write a Best Follow-Up Order Letter Samples With [5+ Templates]
Professional Follow-Up Letter For Job Interview
Subject: Thank you for the [Position Title] interview – follow-up letter and next steps Dear [Interviewer's Name], Thank you very much for taking the time to interview me for the [Position Title] role at [Company Name]. I appreciated the opportunity to learn more about the position and the company, and I'm excited about the possibility of joining the team. I wanted to follow up and reiterate my interest in the position. I believe my skills and experience in [Field/Industry] make me a strong candidate for the role. During our conversation, we discussed the importance of [Key Responsibility/Requirement] for the position, and I wanted to highlight my experience in this area. For example [Specific Example that aligns with the requirement]. If there is any additional information I can provide to support my candidacy, please let me know. I would be more than happy to provide references or samples of my work. I am looking forward to hearing back from you, and I remain enthusiastic about the opportunity to join [Company Name]. Thank you again for your time and consideration. Sincerely, [Your Name]
Professional Follow-Up Letter After a Networking Event
Subject: Follow-up letter from [Networking Event] Dear [Contact's Name], I wanted to thank you for taking the time to speak with me at the [Networking Event] last week. It was great to learn more about your work in [Industry/Field], and I appreciated the opportunity to discuss potential collaboration or partnership opportunities. As we discussed, I am particularly interested in [Specific area of interest or shared goal]. I believe that our organizations could benefit from working together and I would be interested in exploring this further. Please let me know if you would be available for a call or meeting to discuss this opportunity further. I have attached my business card for your reference and look forward to hearing from you soon. Thank you again for your time and insights. Best regards, [Your Name]
For More: Write a Best Follow-Up Letter to HR After Interview: 5 Examples
Professional Follow-Up Letter After a Business Meeting
Subject: Follow-up letter after [Meeting Date] meeting Dear [Recipient's Name], It was a pleasure meeting with you and your team on [Meeting Date] to discuss [Topic/Subject]. Thank you for taking the time to provide me with an overview of your organization and its needs. During our meeting, you shared that your main priorities are [Key Priorities]. I believe that my team and I could support you in achieving these goals with our expertise in [Field/Industry]. In particular, we could offer [Specific solution or service]. As we discussed, I will be sending over additional information on [date]. Please let me know if you have any further questions or concerns in the meantime. I look forward to continuing this conversation and exploring ways in which we can work together. Thank you again for your time and consideration. Sincerely, [Your Name]
For More: Write a Effective Follow-up Letter After Submitting Resume [5+ Examples]
Professional Follow-Up Letter After Sending Your Resume
Subject: Follow-up letter regarding my application for [Position Title] role Dear [Hiring Manager's Name], I wanted to follow up on my recent application for the [Position Title] role at [Company Name]. I submitted my resume and cover letter on [Date], and I wanted to touch base on the status of my application and express my continued interest in the position. After researching the company and reviewing the job requirements, I believe that my skills and experience align well with the position. In particular, my experience in [Key Skills/Responsibilities] makes me confident that I could contribute to [Company Name]'s success. If there are any additional materials I can provide or if you have any further questions about my application, please let me know. I am eager to learn more about this opportunity and I am excited about the possibility of joining the team at [Company Name]. Thank you for your time and consideration. Sincerely, [Your Name]
Professional Follow-Up Letter After a Proposal
Subject: Follow-up letter regarding [Proposal] Dear [Recipient's Name], I wanted to reach out and follow up on the proposal I sent to you on [Date]. I hope you had a chance to review it and consider the solutions outlined to [Problem/Challenge]. I believe that our idea to [Proposed Solution] could help you achieve your goals and I would be happy to arrange a call or meeting to discuss the next steps in implementing this strategy. Please let me know if you have any questions or concerns, or if you require any additional information. I remain excited about the possibility of collaborating with you and your team on this project. Thank you for your time and consideration. Sincerely, [Your Name]
A professional and well-written follow-up letter can help you make a lasting impression and stay top of mind for potential opportunities. Use the tips and templates provided in this article to create effective and personalized follow-up letters for different situations.
Remember to proofread and edit your letter carefully to ensure it is clear, concise, and professional. With these tools, you will be able to write persuasive and effective follow-up letters that will increase your chances of success.