How to Write a Follow-Up Letter

A follow-up letter is a formal letter submitted as a follow-up to the letter that was sent before, a telephone call that was placed, or a meeting that occurred to enhance the effectiveness of your previous action. To be more precise, a follow-up means that somebody has been notified or reminded about some information, but has not taken any steps, so that there is a need to remind them one more time.
The follow-up reminder may relate to different occasions: follow-up for renewal of contract, follow-up to a resume sent for a job, follow-up sales call, follow-up after a sales service. Depending on a particular situation, a follow-up can be both from the individual’s side, or from the organization’s side. As to following-up after a job interview, it has its own peculiarities. Your purpose is to reiterate your interest in a particular position.

Do’s:

  • Send a follow-up letter only after your initial letter, call, or meeting was not responded to
  • Make sure you know the most effective method of reaching the receiver, whether by post, email or fax
  • Indicate the date when your first letter was submitted so that the receiver understands that this is a follow-up letter
  • Be proactive. If you are writing a follow-up letter after a job-interview, then consider it as a vital part of your job seeking process
  • Be patient and courteous. Remember that some processes, such as being hired for a new job, usually takes a while
  • If you have a deadline, then mention it in your letter to create the effect of urgency
  • Follow a standard business format and an official writing style.

Dont’s

  • Do not give too much information. A follow-up letter is supposed to be brief
  • Do not worry too much about if the letter is hand-written or typed-up. Do not make the mistake, though, of submitting it to the wrong person or organizational body.

Guidelines – How to Write a Follow-up Letter After a Job Interview

    1. A classic way to begin the follow-up letter is to show your appreciation for the hiring manager’s time. Provide a brief summary of your previous contact with the company so that the interviewer recalls you. Hiring managers interview several candidates every day – that is why they may not remember each person’s name and their qualifications. Mention the date of your interview.
    2. Discuss your overall impressions of the company and the interview conducted. Reiterate why you think you are qualified for this job. If you have any relevant qualifications or skills that were not mentioned during the interview, write about them here.
    3. Remind the hiring manager how you can contribute to the company, not what the company can do for you. Be as specific as possible. Highlight your work-related skills, using a bullet-point list.
    4. Send the follow-up letter promptly after a job interview (preferably within the first 24 hours), because the interviewer will still keep you in their mind during this time.
    5. In order not to lose your credibility, proofread the letter and make sure that there are no spelling and grammatical mistakes.

Writing a follow-up letter is a practical way to remind someone of the information which is important to you. It creates a sense of the interest from your side that is beneficial for your business affairs. By following up after a job interview, you are reminding the hiring manager that you are a serious candidate for the job and emphasizing the fact that you are well-qualified and should be given earnest consideration.

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