As a job seeker or a business owner, following up on an email or a job application you sent earlier can boost your chances of getting a response. However, writing an effective follow-up letter can be tricky. In this article, we will guide you through the steps of writing a simple follow-up letter, including five ready samples you can use as a template.
Why Write a Simple Follow-Up Letter?
Although a cover letter or a thank-you letter may suffice, there are several reasons why you might want to write a Simple Follow-Up Letter. Here are some potential benefits:
- Express your continued interest. By following up, you can let the recipient know you’re still interested in pursuing the matter, whether it’s a job opportunity or a business deal.
- Remind them of your qualifications. A follow-up letter can give you the opportunity to reiterate why you’re the best candidate for the job or why your product or service is the best fit for their needs.
- Keep the conversation going. In some cases, you might want to keep the lines of communication open with a potential employer or client, even if they haven’t responded yet.
- Demonstrate your professionalism. By taking the time to write a well-crafted follow-up letter, you’re showing that you’re serious and professional about what you do.
Step-by-Step Guide to Writing a Simple Follow-Up Letter
Now that you understand the potential benefits of writing a follow-up letter, let’s walk through the process of creating one.
Step 1: Choose Your Format
Before you start writing, decide on the format you want to use. Here are three common options:
- Email: This is often the easiest and most convenient way to follow up, especially if you’ve been communicating via email already.
- Letter: A formal letter might be more appropriate in some situations, such as when you’re following up after an interview and want to show your appreciation and professionalism.
- Handwritten note: A handwritten note can be a nice personal touch that stands out from other communication methods. However, it might not be feasible in all circumstances, and you’ll need to make sure your handwriting is legible.
Step 2: Gather Your Information
Before you begin writing, make sure you have all the information you need. This might include:
- The recipient’s name and contact information (email or mailing address)
- The date you sent your original communication
- Any relevant details about the job opportunity, business deal, or other matter you’re following up on
- Your own contact information
Step 3: Open with a Greeting
Start your letter with a greeting that addresses the recipient by name. If you’re not sure who will be reading the letter, you can try to find out by doing some research on the company’s website or social media accounts. Use a formal salutation, such as “Dear Mr. Smith” or “Dear Ms. Jones.”
Step 4: Remind Them of Your Initial Contact
In the opening paragraph, remind the recipient of the original communication you sent. Be specific about the date and the content of the communication. For example:
“I wanted to follow up on the email I sent you last week regarding the graphic design position at your company. I hope this message finds you well.”
Step 5: Restate Your Interest and Qualifications
In the next paragraph, reiterate your interest in the opportunity and remind the recipient of your qualifications. Be concise and specific about why you’re a good fit for the role or the project. For example:
“I remain very interested in the graphic design position, as I believe my experience in creating visual designs for both print and digital media aligns well with your company’s needs. In particular, I have experience using Adobe Creative Suite and have managed complex design projects from concept to completion.”
Step 6: Ask for a Response
In the final paragraph, make it clear that you’re expecting a response and ask for a specific time frame. Be polite and professional in your language. For example:
“I would appreciate it if you could let me know whether there is any further information I can provide you or if there will be an opportunity to discuss next steps. If possible, I would be grateful for a response by the end of the week.”
Step 7: Close with a Polite Sign-Off
End your letter with a polite sign-off, such as “Sincerely” or “Best regards,” followed by your name and contact information.
For More: Write a Great Professional Follow-Up Letter: 7 Templates
Job Opportunity Simple Follow-Up Letter
Dear [Hiring Manager's Name], I wanted to follow up on the email I sent you last week regarding the accounting position at XYZ Company. I hope this message finds you well. I remain very interested in the position, and after researching more about the company's mission and values, I am even more excited about the opportunity to contribute to your team. My experience in financial analysis and reporting aligns well with the responsibilities of the position, and I am confident that I would be able to make valuable contributions to the company. I would be grateful for any updates you may have regarding the hiring process. Please let me know if there is any additional information I can provide you to support my candidacy. If possible, I would appreciate a response by the end of the week. Thank you again for considering my application. Best regards, [Your Name]
Business Proposal Simple Follow-Up Letter
Dear [Client's Name], I wanted to follow up on the proposal I sent you last week regarding the social media marketing campaign for your business. I hope you had a chance to review the proposal and find it interesting. As I mentioned in the proposal, I have experience in creating successful social media campaigns for small businesses, and I believe that the strategy outlined in the proposal aligns well with your marketing goals and budget. If you have any additional questions or concerns about the proposal, please do not hesitate to reach out to me. I would be happy to schedule a call to discuss the proposal in more detail. Thank you for considering my proposal, and I look forward to the opportunity to work with you. Sincerely, [Your Name] [Your Contact Information]
Follow-Up Email After Networking Event
Dear [Contact's Name], I wanted to reach out and follow up after meeting you at the networking event last week. It was great to learn more about your work and career path. As I mentioned during our conversation, I am interested in learning more about the field of marketing research and how I can develop my skills further. I was wondering if you had any advice or recommendations for resources I could explore. Thank you again for taking the time to speak with me, and I look forward to staying in touch. Best regards, [Your Name] [Your Contact Information]
Interview Simple Follow-Up Letter
Dear [Interviewer's Name], I wanted to follow up on the interview we had last week for the marketing coordinator position. I enjoyed learning more about the role and your team, and I remain very interested in the opportunity to join the company. As we discussed during the interview, my experience in social media strategy and content creation aligns well with the responsibilities of the position, and I believe that I would be able to make valuable contributions to the team. If there is any additional information I can provide you to support my candidacy, please let me know. I would be interested in learning more about the next steps in the hiring process and would appreciate any updates you may have. Thank you again for your time and consideration. Sincerely, [Your Name] [Your Contact Information]
Simple Follow-Up Letter After Sales Call
Dear [Client's Name], I wanted to follow up on our recent call regarding the new line of products we are launching. It was great to learn more about your business needs and how our products can support your operations. As we discussed, I have attached a product brochure and pricing sheet for your review. I would be happy to answer any questions you may have and provide additional information as needed. Please let me know if you are interested in moving forward with an order or scheduling a follow-up call to discuss further. Thank you for your time and consideration. Best regards, [Your Name] [Your Contact Information]
Effective follow-up letters are an important tool for job seekers and business owners alike. By using the steps and sample templates provided in this article, you can craft a compelling and professional message that expresses your interest, qualifications, and professionalism.
Make sure to choose the right format, gather all the necessary information, and be concise and specific in your language. With a well-written follow-up letter, you can increase your chances of getting the response you’re looking for.