Free & Effective Guide to Follow-Up Letter Samples

One of the most effective ways of engaging your audience is by sending them a follow-up letter. It’s a potent trigger of interest and action in your prospect. The more inviting your follow-up letter is, the more the prospect will cherish interacting with you. Our Free follow-up letter sample will set you on the right path.

Follow-up letters solidify your relationship with the recipient and establish a framework for future engagement. They remind people to take specific actions like paying an invoice or sending their opinion. This guide will teach you how to write compelling follow-up letters.

Importance of Follow-up Letters

Follow-up letters provide an opportunity to continue a conversation and keep a dialogue open. They inspire the recipient to continue following along and wanting more. Be sure to prove that you take a genuine interest and care about their success. 

A follow-up letter helps warm the recipient to you and makes them open to working with you. Follow-up letters are crucial to your long-term strategy. It’s a great way of getting your prospect to know you better, thus growing your professional relationship.

What is a Good Follow-up Letter?

Your follow-up letter should include all the information the recipient needs to proceed with working with you and to think highly of you. This may include information about your willingness to go the extra mile when needed. Or your flexibility, willingness to take risks, and interest in the prospect. The person will remember you and work with you in the future if your letter can incorporate these things.

Things to Note in a Follow-Up Letter

man writing on paper
Photo by Scott Graham on Unsplash

Whether you’re writing a follow-up letter to your potential employer or your prospect, the following are the elements of a successful follow-up letter:

1. Enthusiasm. If your letter is uninspiring, the recipient won’t want to cooperate with your request.

2. Show your potential. By highlighting your accomplishments, encourage your potential to contribute to the project or group.

3. Promote yourself. Promote yourself by stating your talents in the follow-up letter, which can show that you are a potential candidate.

4. Include Reminders. Please include reminders if you are writing to remind them of a meeting. 

Send a follow-up letter within two days after the meeting.

Steps to Writing an Impactful Follow-Up Letter

Follow-up letters don’t have to be lame! They can be actionable and engaging like any other letter you send. 

Here are steps to help you craft the perfect follow-up letter. 

1. Set a goal

Goal setting is an essential aspect of adequate follow-up. First, write down the specific outcome you want to achieve with your follow-up. Then think of a particular strategy you should engage. Next, write out what you will do to meet this outcome. 

It’s essential to define the outcome you seek with your follow-up letter. If what you have written down needs clarification or further explanation, you probably won’t get what you want. That said, make sure to write down specific and measurable goals about the results you desire.

2. Subject Line of the Follow-Up Letter

Keep your subject line short, concise, and engaging. What works best for follow-up letters are subject lines that are descriptive, easy to read, and simple, such as:

  • “Consider attending this event.”
  • “See you on Thursday.” 
  • “Quick re-cap for you.” 
  • “We have responded to your complaint.”
  • “Outline of Meeting.”

3. Keep it short and to the point.

Keep it professional and avoid lengthy explanations. Use bullet points to the extent that they are helpful. Grab their attention with a concise opening sentence. 

In the first line, ensure you state that you wrote earlier and are still waiting to receive a response. If you have called previously, please indicate it here. In this sentence, also tell the recipient why you’re rewriting.

Specify your demand or interest. Then, explain why you think you are the best candidate for the job. Restate your qualifications and experiences if you are writing to inquire about a position for which you previously applied.

4. Include a Call to Action 

Follow-up emails should include a call to action to clarify the action you want the recipient to take after reading your email. This call to action should be clear, so they know the next step. So make the call to action obvious, like, “Will we meet in 24 hours?”

5. End the letter with a “Thank you.”

Conclude every follow-up letter with a “thank you” to the recipient, even if you thanked them earlier in the letter. “Thank you” is a powerful symbol of appreciation that make people feel valued. What people do in response to “thank you” often increases the following between the two people.

Free Follow-Up Letter Sample

Sample 1: Follow up after event

Hello [Name],

It was pleasant meeting you at the [trade fair/networking event]. I hope you now better understand how we can solve [the prospect’s specific problem].

I’m sure your company considers [the recipient’s purpose] one of its top objectives. For that reason, I’ve attached [resources] below, so kindly review them and let me know if you require further information. 

I can arrange a brief phone call to discuss your needs in greater depth. Which of the [Date and time options] would work best for you?

Sincerely,

[Your name], [Your position] at [Company name]

Sample 2: Follow up after a job interview.

Hello [Name of Hiring Manager],

I am following up on my last email (mention details). Do you have any new information about the [job title] position? Please let me know whether I am still in the race for the role whenever you have time.

Thank you very much!

[Your name] 

Sample 3: Free Follow-up letter sample to client

Hello [First Name],

I saw that you signed up for our free trial, so I’ve attached some materials to get you started with [Company name].

[Reference 1]

[Resource 2]

[Reference 3]

If you have any queries, don’t hesitate to ask them. I’d be delighted to provide the required support.

Sincerely,

[Your name], [Your Position] at [Company name] 

Sample 4: Follow-up email after meeting

Hello, [First Name]

Today’s meeting was fantastic. Here is just a quick rundown of what will occur next:

[Date 1]: [First Action].

[Second Date]: [Second Action].

[Date 3]: [Third Action].

Please reach out to me if you require any other information. I’ll see you and the rest of the team at the final meeting on [Date]!

Sincerely,

[Your name], [Your Position] at [Company name]

Sample 5: Follow-up email after a voicemail

Hello, [First Name]

I dropped a voicemail for you earlier today but chose to email you instead, in case it’s more convenient for you.

I’m contacting you because [State your motive].

[Propose something of great value to the recipient].

I’d love to talk to you about your particular needs and offer advice on how you can [Get the desired result].

If it’s more convenient, call me at [Phone number] or reply to this email.

Thanks!

Sincerely,

[Your name], [Your position] at [Company name]

Sample 6: Follow-up email on business

Hello [First Name],

I am [Your name]. I apologize that getting in touch has been difficult. You were concerned about [previously discussed objective] when we last spoke. I know how hectic life can be these days with work and family.

I want to mention that if scheduling a call before or after business hours makes connecting easier, I don’t mind. Let me know what works for you.

Sincerely,

[Your name], [Your position], at [Company name]

Sample 7: Follow-up email to investors

Hello [First Name],

My startup [Name of Startup] is still seeking an investor.

Before responding, you can review the data in our pitch deck, which I’ve included. I value any comments you may have.

I would like to call you next week. Does Tuesday work for you?

Best wishes,

[Your name], [Your position], at [Company name]

Sample 8: Follow-up email to business partner

Hello [First Name],

A brief update on our future collaboration. Having you on board would be an honor.

We would be happy to set up a conversation with you to go through all the specifics, figures, and issues. Are you available on Tuesday?

Thanks,

[Your name], [Your position], at [Company name]

The Bottom line

A follow-up letter is an excellent way to ensure you get the best possible results. Also, your follow-up letters can help boost your email list and be more effective at networking. 

Use the free follow-up letter sample in this guide to create effective follow-up letters that will increase conversions and sales for your business. Commit to writing more follow-up letters and see how they impact your business’s performance in no time!

Free & Effective Guide to Follow-Up Letter Samples

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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