How to Write a Follow-Up Letter?
A follow-up letter is a document that takes a previously discussed matter further ahead between a sender and a recipient. This letter often includes the topic of the past. This type of letter is often seen being used for job applications and other matters that need updating.
Following up on a request or job application is not a bad thing. With the huge number of letters and emails that a company receives, yours might end up ignored by the human resource department. You need to be confident to write to the same person again. To give you a boost, read our tips below for writing an effective follow-up letter.
1. Trace the Contact Person
Don't try to reach out by writing a letter to another person if you want to follow up on something. Trace the contact info of the same person you wrote to. He/she can address your concern if possible.
2. Don't Recycle Content
Don't copy and paste the content of your first letter to the follow-up letter. It's your second time to write to the person; write something new to create a better impression than before. You can mention that you already wrote a job application letter to him at a particular time in the past.
3. State Your Request
Request the person you are writing to and ask to give you a response regarding your concerns and inquiries. Choose the right words to convey your message well. Avoid resentful and long sentences.
4. End with a Lighthearted Tone
Always end your letter on a light note but calling them into action at the same time. Leave your contact information to get the update that you need. Seal your letter with a valediction or complimentary closing. Keep it simple and straightforward.
Why do you need to follow up?
You need to follow up, especially when you're applying for a job, so you would know if you're accepted or not. If you didn't make it to their company, there's always another reason to send your resume to other companies. If it's a business transaction, you have to follow up your partner to know if he's doing his job well.
How do you follow up a company after an interview?
These are some of the tips about following up that the website, The Muse, have on their website:
1. Being overly polite and humble.
2. Persistence, but it doesn't mean that you have to follow up every day.
3. Directly asking to stop reaching out to the receiver
4. Changing the content of the letter
You can also attach the first letter that you sent for proof.
How many days should you wait to send a follow-up letter?
You can send a follow-up letter a week after the interview or activity. If you still don't hear from the company after the follow-up, the employer might be busy at the moment. You may do the same thing when necessary.
Can you send a follow-up via email?
Yes. If you sent a printed letter to the company when you applied for the job, it's best to follow up via email. Try another medium that would make the company notice your concern. Take note of the format as always.
Why is polite language recommended in follow-up letters?
Polite language is recommended in follow-up letters because it conveys your sincerity to the receiver. They don't owe anything to you since you're the one who reached out first, so an impolite approach is a big loss on your part.