7+ Official Follow-Up Letter Templates & Formats

In a business setting, you might have to write a lot of follow-up letters on a daily basis. Hence, you should know how to write a perfect one, right?. In this article, you can find free editable follow-up letter templates and formats that you can easily download, edit, and use as per your requirements. Moreover, we have also given you some useful tips below that will help you in writing a follow-up letter from scratch. But first of all, let’s see what a follow-up letter actually is and what is its importance.

What is a Follow-Up Letter?

A follow-up letter is a formal letter that is used to pursue or follow up on some previous action or a prior correspondence. The previous action could be anything like a meeting, a job interview, or a discussion. A prior correspondence could be a previous email or letter asking about the details of a product or any other information.

Most commonly, a follow-up letter is written after you have given an interview for a position in an organization. This is a great way to refresh the interviewer’s mind so that he/she can easily recall about you. Moreover, a follow-up letter is also written as a response to a customer’s complaint. It is also written in case of non-response from anyone like if someone has asked you to provide a quotation and after you provided it, they have not responded or communicated their final decision to you.

There are many other different situations for which a follow-up letter can be written. You can find a few of them right here on this page. Just scroll down and check out the different follow-up letters and formats that are available here. All the given templates can easily be downloaded and used as per your need.

Importance of a Follow-Up Letter

Follow-up letters are an important type of letter that are written to serve different purposes. Following are some purposes or reasons which indicate the importance of writing a follow-up letter:

• It is one of the best ways to stay connected and in touch with your clients, customers, prospects, interviewers, etc.
• The basic purpose of any type of follow-up letter is to refresh the reader’s mind so that they can recall you or the skills and abilities you possess.
• Writing a follow-up letter is the best professional and appropriate approach to reaching anyone after having a prior conversation or meeting.
• In case you write a job interview follow-up letter or job application follow-up letter, you have the opportunity to show your interest in the said job once again.
• When you write a follow-up letter after a job interview, it increases your chances of getting hired for that position. It makes you stand out from the rest of the candidates. However, even if you don’t get that job, the interviewer is likely to keep in mind your skills and experience and there is a chance that they might consider you for some other job or position.
• Through such a letter, you have the opportunity to thank the reader for their valuable time.
• With the help of a follow-up letter, you can also communicate to the reader any details that you actually missed during any prior meeting or conversation.

Sample Follow-Up Letter Templates & Formats are Here Below

Follow-Up Letter After Submitting the Resume

[Name of Recipient] [Designation of the Recipient] [Organization Name]

Date:

Subject: [Write an Appropriate Subject Line]

Dear Mr. / Mrs. [Name of the Recipient],

I am [mention your Name in Full] and I have submitted my resume for the position of [mention Job Title/Position] in your company, [mention Company Name]. I am writing this letter to confirm if you have received the resume or not.

I am looking forward to your response regarding the job at [mention Company Name]. I hope that I will get a chance to be interviewed and to discuss this opportunity further. For any details or queries, you can contact me via the given below contact details.

Thanking you in anticipation.

Yours Truly,

[Sender Name] [Sender Signature] [Sender Address] [Sender Contact Details]

Follow-Up Letter After Sending the Quotation

[Name of Recipient] [Designation of the Recipient] [Organization Name]

Date:

Subject: [Write an Appropriate Subject Line]

Dear Mr. / Mrs. [Name of the Recipient],

I am writing this letter as a follow-up to the quotation I sent you on [mention Date] in response to your request for the same on [mention Date when the Quotation was requested]. After receiving the quotation, you told me that you will inform me about your final decision within the next seven working days.

Therefore, I am writing this letter as a result of your non-response even after seven days. If you have any queries related to the quotation or if you would like to discuss the payment schedule or any other element of the quotation, feel free to contact us during business hours. I will be looking forward to your response.

Thanks!

Yours Truly,

[Sender Name] [Sender Signature] [Sender Designation] [Sender Contact Details]

Follow-Up Letter After Discussing the New Job Position

[Name of Recipient] [Designation of the Recipient] [Organization Name]

Date:

Subject: [Write an Appropriate Subject Line]

Dear Mr. / Mrs. [Name of the Recipient],

I was glad that you discussed with me the position of Sales Executive of the company. Actually, I was excited for quite a long time to serve the organization in some major role.

As you know that I have been associated with the company for about 3 years. I have always played my part in the growth of the organization and often got appreciated for my performance by the executives of the company. I think my experience and skills will meet the requirements of this position. If you want to discuss anything with me, I am always available.

Thanks!

Yours Truly,

[Sender Name] [Sender Signature] [Sender Designation] [Sender Contact Details]

Business Follow-Up Letter Format

[Name of Recipient] [Designation of the Recipient] [Organization Name]

Date:

Subject: [Write an Appropriate Subject Line]

Dear Mr. / Mrs. [Name of the Recipient],

It was really a pleasure for me that you and I discussed the scope of the upcoming project of your company commencing in the month of July. I was really impressed with your vision and I must say that I want to be a part of this interesting upcoming project of your company.

I can assure you that the combination of my expertise and your vision will make this project a successful business venture for both of us. I am hopeful that you will respond to this letter as soon as possible. I am eagerly looking forward to working with you.

Thanks!

Yours Truly,

[Sender Name] [Sender Signature] [Sender Designation] [Sender Contact Details]

How to Write a Follow-Up Letter? 15 Useful Tips

In order to write a perfect and effective follow-up letter, make sure to keep in mind the given below 16 useful points and tips:

• Mention the details of the recipient like name and address. If the follow-up letter is being written to a representative of an organization, also mention his/her designation and the name of the organization.
• Write the date on which you are writing the follow-up letter.
• Add the appropriate subject line of the letter in bold.
• Use professional salutations and greetings and address the most appropriate person. For instance, if you are writing a follow-up letter after an interview, you can write a simple salutation like “Dear Mr. / Mrs. [Name of the Interviewer]”.
• Begin writing the letter by expressing your gratitude or appreciation to the reader for their valuable time. In case you are writing some complaint follow-up letter, you can express your regret or apologies to the reader in the beginning.
• When you are writing a follow-up letter after an interview, reintroduce yourself and reiterate your skills and expertise to the interviewer.
• If you receive no response to your earlier correspondence with a customer or anyone who requested the details of a product, then make sure to reiterate the benefits of that product in your follow-up letter.
• In case of a job application or job interview follow-up letter, express your interest in gaining the job. You can add a brief explanation of why you think you are a fit person for the job.
• Mention any important details that you missed in any prior communication i.e. if you missed any important information in the interview, in a meeting, or in any type of prior correspondence.
• Your follow-up letter must be properly structured and easily readable.
• A brief and concise follow-up letter always works well as it is not difficult to read. So always write a direct and concise follow-up letter however, don’t forget to miss any important detail or information.
• The overall tone of your follow-up letter should be polite, courteous, and professional.
• In case you are writing a follow-up letter after no response from the other person, don’t use offensive language. Make sure to be professional in your writing.
• Close your letter in a formal way by adding a complementary close and your details like name, signature, contact details, and address. In case you are writing on behalf of an organization, mention your designation as well.
• As with any type of formal or official correspondence, make sure to completely proofread the document before finalizing it.

Simple Follow-Up Letter Example

[Name of Recipient] [Designation of the Recipient] [Organization Name]

Date:

Subject: [Write an Appropriate Subject Line]

Dear Mr. / Mrs. [Name of the Recipient],

I wrote a letter to you on [mention Date] in which I asked you to give me a call. Actually, I wanted to discuss something very important with you regarding the launch of your new product, [mention Name of the Product].

I think that either you have not received the letter or did not have time to call me. So I am writing again to request you to kindly respond to this letter and give me a call as soon as possible.

Thanks!

Yours Truly,

[Sender Name] [Sender Signature] [Sender Designation] [Sender Contact Details]

Job Interview Follow-Up Letter

[Name of Recipient] [Designation of the Recipient] [Organization Name]

Date:

Subject: [Write an Appropriate Subject Line]

Dear Mr. / Mrs. [Name of the Recipient],

Thanks a lot for interviewing me for the position of [mention Job Title/Position] on [mention Date]. It was a great pleasure and honor to meet professionals like you. During the interview, I realized that the recruiters were impressed with me. Moreover, I think that my skills and expertise are totally in line with the job requirements.

In my opinion, I am completely satisfied with the job interview and will definitely get the job. However, the final decision rests with the recruitment team of course, and whatever that decision will be, I will accept it with all my heart. For any details or queries, feel free to contact me anytime.

Thanking you in anticipation.

Yours Truly,

[Sender Name] [Sender Signature] [Sender Address] [Sender Contact Details]

Job Application Follow-Up Letter Sample

[Name of Recipient] [Designation of the Recipient] [Organization Name]

Date:

Subject: [Write an Appropriate Subject Line]

Dear Mr. / Mrs. [Name of the Recipient],

I am excited to hear from you about my recent application for the position of [mention Job Title/Position] in your company, [mention Company Name]. Please find attached to this letter my employment and salary history. I am open to the conversation regarding the amount of salary and the benefits, in accordance with the job responsibilities.

If you intend to schedule an interview or if you have any queries, you can contact me anytime.

Thanks!

Yours Truly,

[Sender Name] [Sender Signature] [Sender Address] [Sender Contact Details]

Follow-Up Letter to Customer Complaint

[Name of Recipient] [Address of the Recipient]

Date:

Subject: [Write an Appropriate Subject Line]

Dear Mr. / Mrs. [Name of the Recipient],

This is to confirm that your complaint no [mention Complaint Number] for the slow internet connection has been registered. We are extremely sorry for this inconvenience caused to you as a result of this problem. We will try to resolve your issue within 24 hours.

To know the status of your complaint, feel free to contact our 24/7 customer support. For any details or information, you can also contact me directly via the given below contact details.

Thanks!

Yours Truly,

[Sender Name] [Sender Signature] [Sender Designation] [Sender Contact Details]