Business letters are an important way to follow up after meetings, events, and other business interactions. Sending a thoughtful letter shows professionalism and helps build relationships. This article provides tips on crafting effective follow-up letters.
Thank You Letters
One of the most common follow-up letters is a thank you note. This short, sincere letter thanks the recipient for their time or for sharing information. Send thank you letters within 1-2 days after a meeting or event. Highlight key discussion points and reiterate any next steps. Close by expressing appreciation and looking forward to future interactions. A handwritten thank you note can be even more meaningful than a typed letter. Take a few extra minutes to personalize the letter based on your conversation. Mention specific topics that you found helpful or interesting.
Recap Letters
Recap letters summarize important details from a meeting or event. Send these 1-2 weeks after the interaction while it’s still fresh. Use sub-headings to organize main discussion topics, decisions, action items, and deadlines. Ask the recipient to review your summary and provide any corrections. Recap letters create a shared record of the conversation. Be sure to proofread recap letters thoroughly before sending. Prioritize accuracy over flashy formatting. Stick to plain language and avoid industry jargon.
Status Update Letters
Status update letters report on progress since a previous interaction. Send these letters occasionally after an initial meeting to keep contacts informed. Give a brief overview of completed tasks and outstanding items. Ask if the recipient needs any additional information from you. These letters maintain open communication. Timely status updates demonstrate follow-through. If there are delays, explain reasons and impacts. Provide a realistic timeline for finishing outstanding items.
Creating Batch Labels
Sometimes you may need to send the same follow-up letter to multiple recipients. Creating batch labels saves time. Use mail merge in word processing software to generate a single letter with personalized names and addresses. Follow these steps:
- Create your follow-up letter template with place holders like <<Name>> and <<Address>>. Save as a word processing file type.
- Make an Excel spreadsheet with columns for recipient names, addresses, and other details. Save as .csv file.
- In your word processor, select the mail merge tool. Choose the letter template and Excel .csv file with recipient details.
- Preview the merged documents to ensure accuracy. Make any needed edits.
- Print the merged letters with envelopes or export/save as individual PDFs for emailing.
Mail merge is invaluable when you need to send batches of personalized correspondence. Take the time to proofread before sending. Double check that names, addresses, and details are correct. Use a service like www.certifiedmaillabels.com if you want to track deliveries.
Email vs. Print Letters
Both printed and emailed letters can be effective follow-ups. Printed letters stand out more in today’s digital world. However, email is faster and more convenient. Consider your relationship and preferences of the recipient. Short thank you notes often work best by email. Formal recap letters may be better printed and mailed.
Follow Up Timing
How soon you should send a follow-up letter depends on the type:
- Thank you letters: 1-2 days after an event or meeting
- Recap letters: 1-2 weeks post-interaction
- Status update letters: Occasionally, as needed
In general, shorter follow-up periods show greater enthusiasm and commitment. But don’t appear desperate or pushy. Use good judgment based on your relationship.
With practice, correspondence becomes an asset in building strong business relationships. Follow up promptly, politely, and professionally.
