How to Write a Follow-Up Letter that Gets Results: Example and Writing Tips

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What Is a Business Follow-up Letter?

A business follow-up letter is a type of correspondence that is sent after an initial business contact, such as a meeting, phone call, or email. The purpose of the letter is to keep the communication open, remind the recipient of the initial contact, and express interest in continuing the relationship or pursuing a specific action.

The letter or the email typically includes a brief summary of the initial contact, an update on any relevant information, and a call to action or request for further communication. Business follow-up letters can be used in a variety of contexts, such as job interviews, sales pitches, and networking events.

Writing Tips for Crafting a Winning Follow-Up Letter

Here are some writing tips for crafting a follow-up letter that gets results:

  • Mention the specific event, meeting, or contact that prompted the follow-up letter. For example, "I wanted to follow up on our meeting last Wednesday to discuss the potential collaboration on the XYZ project." Send the letter as soon as possible after the initial contact, while the conversation is still fresh in the recipient's mind.
  • Clearly state the purpose of the letter and the desired outcome and include a call-to-action or a next step, such as scheduling a meeting, offering additional information or proposing a solution. For example, "I would like to propose a meeting next week to discuss the next steps for the XYZ project and to address any questions or concerns you may have."
  • Use polite and professional language, express gratitude for the recipient's time, and indicate that you value their input. For example, "Thank you for taking the time to meet with me and for sharing your insights on the XYZ project. I greatly appreciate your input."

You May Also be Interested in Our Sample Letter to Approach a Company for Business Sponsorship

Need to Write a Follow-Up Letter to Sales Prospects and Clients? Our Templates

Example of Letter After a Meeting and a Project Proposal

Dear (name),

It has been several weeks since we last met and concluded our meeting regarding (subject matter).

I do hope that you did in fact receive the written proposal that I put together and sent off almost immediately following our meeting.

I do hope that all the relevant points we covered in person, as well as your concerns and goals with the project were clearly highlighted and outlined to your satisfaction in the proposal.

Included were also some detailed sales projections based on our current market value in our top (10) sales locations.

Please do not hesitate to voice any questions or concerns, old or new that you may have with us, we are happy to arrange another meeting if necessary.

Looking forward to hearing from you,

(name + direct contact info.)

Sending an Email to Follow-up a Prospect

Subject: Follow-up on Business Proposal - [Company Name]

Dear [Prospect's Name],

I wanted to follow up on the business proposal that we presented to you last week. We understand that you may be busy, but we wanted to ensure that the details of our proposal are still fresh in your mind and to answer any questions or concerns you may have.

As a reminder, our proposal outlines our plan to [briefly describe the proposal's main points]. We believe that our solution will bring significant benefits to your company, such as [list some of the benefits].

We would like to schedule a meeting to discuss the proposal in further detail and to address any questions or concerns you may have. Please let us know a few dates and times that work for you, and we will make sure to accommodate your schedule.

Thank you for considering our proposal. We look forward to the opportunity to work with you and to help your company achieve its goals.

Best regards,

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