Follow-Up Letter

Meaning of Follow-Up Letter

● Follow-up letters are usually sent after some type of initial communication.

● A follow-up letter may put you ahead of the competition by allowing you
another chance to summarize what took place in the initial meeting.

● It is an effective means of consolidating a relationship between you and the

intended recipient.
 Purpose of Follow-up letter

● The purpose is to once again put yourself in front of the person with whom
you met; both to thank her for her time as well as to remind her what the
meeting was about.
 Purpose of Follow-up letter

● Shows your interest for the position

● Refreshes the interviewer’s mind

● Expresses your gratitude for the interview

● Increases chances of strengthening cooperation

● Gives an opportunity to address important undisclosed information

 When it is used

● Follow-up letters are usually sent after a Job Search Event.

● It is an important form of communication in a range of situations such as

after a great business meeting or even after making a good business
contact at a trade show.
 Types of Business Letters

● Sales Letters
● Order Letters
● Complaint Letters
● Adjustment Letters
● Inquiry Letters
● Follow-Up Letters
● Letter of Recommendation
● Acknowledgment Letters
● Cover Letters
● Letters of Resignation
 Types of Follow-Up Letter

● Thank you letters

● Letters of Acknowledgment
● Letters Acknowledging an Offer of
Employment
● Letters of appreciation
● Letters of Refusal
● Letters seeking additional Information
● Letters of Acceptance
● Withdrawal Letters
● TIMING

Send the letter within 24 hours of the interview, conversation, receipt of

letter, etc; but not more than 2 days.

● LENGTH OF LETTER

Keep it to a brief page. Don’t stress a lot of details – its more important to
send something quickly rather than to delay doing it for days.
 Thank-You Letter

● Thank-you letters are a professional sign of courtesy

and a way of establishing communication and goodwill
relationship with a potential employer or contact.
● Always send a thank-you letter within 24 hours of an
interview.
 Bad Example
1212 Delaware Avenue
Wilmington, DE 19806

May 25, 2002

Ms. Rebecca Robson

Director of Recruiting
Apple Advertising
187 Bainbridge Road
Newport, RI 18645

Dear Ms. Robson:

Thank you for interviewing me yesterday for the assistant account manager position.

Apple’s emphasis on the client and open communication policy mesh well with my own philosophy of business relationships. I
think my education and experience fit the job requirements, and if offered the position, I will give my best.

Please feel free to call me at (302) 555-1369 if I can provide you with any further information. Please give me the job because I am
going through some financial crisis.

Again , Thank You.

Sincerely,

Laura Goodman
 Good Example
1212 Delaware Avenue
Wilmington, DE 19806

May 25, 2002

Ms. Rebecca Robson

Director of Recruiting
Apple Advertising
187 Bainbridge Road
Newport, RI 18645

Dear Ms. Robson:

Thank you for interviewing me yesterday for the assistant account manager position. I enjoyed meeting you and learning more
about Apple.

My enthusiasm for the position and my interest in working for Apple have been strengthened because of the interview. Apple’s
emphasis on the client and open communication policy mesh well with my own philosophy of business relationships. I think my
education and experience fit the job requirements, and if offered the position, I am certain I would make a valuable addition to
your team.

I want to reiterate my strong interest in working with Apple. Your company and this position offer the exact opportunity I seek.
Please feel free to call me at (302) 555-1369 if I can provide you with any further information.

Again , Thank You for your time and consideration.

Sincerely,

Laura Goodman
 Letters of Acknowledgement

● It is sent to accept or confirm an invitation or offer.

● Aside from that, the letter can also be used to add
essential information about the invitation or offer.
 Letters Acknowledging an Offer of Employment

● They are sent to acknowledge an offer of employment

and to express your appreciation for the offer and the
company’s interest in you.
 Letter of Refusal

● Letter of Refusal would be written when you are declining an offer.

● Express appreciation for the offer and the employer’s interest in
you.
● Indicate that you have carefully considered the offer and have
decided not to accept it.
● Be polite and positive.
 Letters seeking Additional Information
● It may be written if you are awaiting an offer if you have received an offer
but need additional information.

● Make sure you indicate your acceptance of the offer following up with some
topics subject to clarification.
 Letter of Acceptance

● It is written when you have received that perfect job offer.

● Indicate your acceptance of the offer and restate the position title,
compensation offered and the starting date.
GOOD EXAMPLE
 Withdrawal letters

● Withdrawal letters are sent once you have accepted the position; you
should inform other employers of your decision and withdraw your
application from consideration.

● You may choose to state that your decision to accept employment with
another organisation was based on a better fit at this point in your career.
 Conclusion

● Regardless of the purpose you have in writing a follow-up letter, you have
to remember that the ultimate goal should be to keep a professional ,
cordial, and respectful relationship with your potential employer.