Some situations compel us to write a follow-up including after a job interview, a business meeting or meeting an important contact. Not only will a follow-up letter give you the closure you need but this form of communication may actually affect the end result of a decision to be had.
This may mean you getting that job position you applied for or further consolidation of a business relationship. That is why it is very important to know how to go about making an effective follow-up letter so you can grab a higher chance of a favorable outcome. Here are some guidelines on how to do just that.
When to send?
In the case of a job interview, it is best to send a follow-up letter a day or two after as you would want your letter to help in the decision-making process. Therefore, it is essential that the company receives it before the final choice is made. For business meetings, it is also best to do it in the same time frame to make sure everything discussed is recalled and important tasks are done by everyone involved. Doing so promotes continuity and keeps the ball rolling in the direction you want.
You should likewise determine how to send your letter may it be via post, email or hand written. Hard copy is of course a formal way of doing the follow-up just to make sure it is received on time. Handwritten ones are more casual and may be effective when sending brief notes of thank you or nice meeting you notes to contacts you’ve made, say a conference that you deem will be handy someday. Email is a good supplement to hard copies particularly if you know the recipient may be travelling a lot or has told you to contact them this way.
What to write?
For job applicants, indicate again your interest in the position and in being part of the company. Mention your strong attributes against what you learned from the interview that the company needs. Include any information that the person who interviewed you asked for during the interview. If there was any idea you realized after the interview that you think may be important and will interest your potential employer, then write it down as well. When sending a letter to a potential client, then you can include a short sales pitch and say you’d like to discuss matters that may interest them soon.
For business meetings, you may include a recap of what ensued to confirm important points and ensure there was no misunderstanding whatsoever. Write how you plan to take things from from what was discussed. If you got new ideas, then mention it. Avoid expressing any negative feelings in your letter if there were any disagreements that occured. Follow-up letters should convey your good manners and not put people off.
How to write?
Keep in mind that you’d like your follow-up letter to highlight you in a positive manner. So it is wise that you proofread and proofread again to guarantee that no grammatical and spelling errors are present that may turn-off your recipient. Write in a strong, confident voice and observe proper formalities.
Read it to yourself and think how will your recipient may react to your letter or whether it gives a good impression about you. Remember that sending out a poorly written letter may just be the cause of failure, so should you feel you need help, do not hesitate to ask a family or friend or read some sample letters online.