How to Write a Follow-Up Letter

If you have sent a letter of inquiry, want to thank someone for their business, or submitted a cover letter and resume in response to an available position, you may want to send a follow-up letter as well. Follow-up letters are a crucial step to the interview process. Here are some helpful tips for writing a follow-up letter.

Instructions

1. Confirm receipt of an initial letter of inquiry, specifically if you have not received a response. If you've written a previous letter asking for information about a product or service, reference the first letter and the details of that letter and ask for a timely response.

2. Confirm the details of a conversation, or confirm a specific action list. A follow-up letter may be written to thank the recipient of the letter for their business, loyalty or referral.

3. Write a follow-up letter within a day or two of an interview. You want the follow-up letter to contribute to the decision-making process, so a potential employer should receive the letter before a decision has been made.

4. Reiterate your skills and qualifications for an open position in the body of your follow-up letter. These letters take some time and effort, but they will show your sincere interest in the position.

5. Proofread, and proofread again. Spelling and grammatical errors are unacceptable, so take your time to look over the letter. A follow-up letter is intended to keep your name in front of the person hiring, but it may be used as a tool for elimination if it is poorly written or filled with mistakes.

6. Keep this type of letter more formal and not too casual. The letter should have a comfortable flow, especially if you feel a good connection was made with an interviewer, but avoid being too familiar.

7. Match the letter to the envelope and be sure that these are professional in type and appearance. For a follow-up letter to be read, it must first be opened.

Tips & Warnings

• Include your contact information on your letters. Make it easy for the recipient to respond to your follow-up.

• Sign your letters in blue or black ink.

• Follow-up letters may be sent if you have not received a response after submitting an application for employment. Send this type of follow-up letter two to three weeks after the initial application.

• Thank the person for the time they have allowed to either meet or talk with you.