How to Create a Follow Up Letter

A follow up letter shows common courtesy.

A follow up letter is a key way you can stand out from the crowd. Whether the letter is a follow up to a job interview, or a sales or business meeting, think of a follow up letter as another chance to get your name in front of that person. For example, after a job interview, a follow up letter will give you the chance to reiterate why you are the right candidate for the position, while after a sales presentation, the letter will give you the opportunity to follow up with any sales' points you did not get to touch on. A follow up letter also shows respect for the person's time and shows your enthusiasm for the subject matter.

Instructions

1. Choose a simple note card and write a handwritten letter. This isn't the time to choose a glittery design card or a humor card, especially if you don't have a good sense of the person's personality. You don't want the thank you card to offend the person. A simple, plain card is all that's needed for the follow up letter. If you prefer to type the letter, choose a traditional font, such as Cambria or Times New Roman and a traditional font size, such as 12. Overly dramatic fonts that mimic cursive handwriting can be hard to read. Traditional fonts will show your professionalism.

2. Send the follow-up letter the same day as your interview or meeting. You want the note to arrive as soon as possible. For example, after giving a sales pitch to a company, the goal is that they will choose your product or service. If you send the letter the same day as your meeting, it should arrive about two to three days later, a good amount of time to follow up on the effectiveness of your pitch.

3. Write a short follow up letter. The follow up letter should be only three paragraphs long and only a few sentences per paragraph. The first paragraph should thank the person for his or her time. This paragraph should include a summary of why you met, such as a job position or product pitch. The second paragraph should succinctly state why you are right for the position or why your product or services are right for the company. The last paragraph should include your contact information in case the person wants to follow up with you.

4. Professionally address your follow up letter. This is not the time to write in red ink or marker. Address the envelope with a simple black or blue pen in clear, concise print. However, if you typed your follow up letter, then you should also type the address on the envelope.

Tips & Warnings

• Always include your email address and phone number in your follow up letter so the person has easy access to it.

• Do not follow up with a phone call right after the meeting or interview. Send your follow up letter and let the person receive it first. If you still don't here back, then consider following up with a phone call.

References

• The New York Times: Post Interview Thank You Letter

Resources

• Read this Article in Spanish
• The New York Times: How Not to Say Thank You After an Interview