A follow up letter is often necessary if you desire to thank someone for their business, have sent an inquiry letter or if you have submitted your cover letter and resume to a potential employer. If you are not sure what to include or how to go about writing a follow up letter, the tips and information below will help make the task easier.
1. Write on a timely basis. No matter what the reason for your follow up letter, write it promptly. If you are confirming receipt of a previous letter, confirming a conversation or following up after an interview, write your letter within a few days. This is particularly important if you are following up on a resume submission or job interview.
2. Write using a formal business letter format. Whenever you are writing another company or for business purposes, it is best to use a business letter format. Never hand write your letter, and use letterhead when possible.
3. Make your letter easy to read. Use simple fonts, and avoid bold or italic fonts as much as possible. Leave plenty of white space around borders so that your follow up letter is clear and easy to read.
4. Proofread. Always proofread your follow up letter at least twice. You want to make certain all information is correct, and that there are no spelling or grammar errors.
Sample follow up letter
Letterhead (Business or Your name, address and contact information)
City, State, Zip
Dear (Mr./Mrs./Miss/Ms.) followed by last name,
In the introductory paragraph of your follow up letter, summarize why you are writing. You want the recipient to understand right away the reason for your letter. Explain that you are following up on your resume or job interview, a previous letter you sent, previous conversation,etc.
The body of your follow up letter should contain the pertinent details. Keep your letter concise and to the point. If writing to follow up on a previous letter or conversation, include the details such as date, topic, etc. When writing to follow up on your resume or interview, reiterate your interest in the job, how you believe your skills and qualifications make you the ideal candidate, etc.
In your closing paragraph, thank the recipient for their time and express that you look forward to hearing from them. Also state that you would be happy to send any additional information the recipient should need, along with your telephone number.
Sign your name above the typed signature. As you can see, writing a follow up letter is not a difficult task. Use the tips and guideline above, and your follow up letter will be professional and impressive.