How To Write a Follow-Up Letter in 2023

A follow-up letter is quite an important step to help distinguish yourself during an interview. It can also let the hiring manager know what you may need to remember to put on your CV. Help unleash your enthusiasm and interest in a particular job. The follow-up letter should be drafted following specific rules so that you can positively establish yourself. Our article will consider this question in more detail and give practical tips.

The importance of a follow-up letter and why you need one

It does not matter what form you send your follow-up letter (electronic, email, or paper). It is significant for the following reasons:

• This is how you demonstrate your professionalism and good manners;
• You can mention some information that you did not say at the interview and explain again why you should apply for the job in the first place;
• Reveal your interest in a particular position;
• This is a great way to validate your application.

A follow-up letter can give your resume a second chance to be considered, even if it was initially ignored. You can also use it to remind the hiring manager that you exist, and it will set you apart from other candidates for the position. Suppose you need to get the job you applied for. In that case, you stand out as a pretty strong candidate, and the manager may offer you another position.

When is it safe to write a follow-up letter?

The follow-up letter needs to be sent on time. After the interview, the candidate should write it within 24 hours. Suppose your interviewer has said that the hiring decision is made relatively quickly. In that case, it is worth sending this letter by email. If, on the other hand, it takes several weeks to process the application, then the letter can be mailed in hard copy format.

If you want to request information on the status of your job application, the time to send a follow-up letter depends on the pace of hiring. For example, suppose the company is urgently looking for an employee. In that case, you can send a follow-up letter asking about the status of your resume response as early as 2-7 days after the first job response. On the other hand, if the hiring manager indicated in answer to the first letter that they intend to decide on the best candidate within a month or more. You should send a follow-up letter after that deadline has passed.

Top 4 things that should definitely be in your follow-up letter

Your follow-up letter should definitely include the following information:

1. Thank you. The note should definitely thank the interviewer for their attention and time.
2. Who you are. Help the hiring manager understand who you are. Understand that this person is in contact with dozens of candidates on the job.
3. Why it’s worth hiring you. Add a small list of your strengths that demonstrate your professionalism. State what you can offer the company to make them hire you.
4. Information you should have given during the interview. If you forgot something at the interview, mention it in the letter.

How to write an effective follow-up letter

If you want to write an effective one, here are some steps on how you should do it:

№1: Think through the structure and use the correct wording

The follow-up letter should consist of several blocks. All text should be left-aligned and separated by single spacing. The text should be easy to read, and the font should be 10-12. The style should be professional: Times New Roman, Calibri, Arial,, or Helvetica.

№2: Write the date and your contacts

Include your contact information at the top of your letter: Name, phone number, email, and address. After this block, skipping the line and putting the date is a good idea. Then you should again skip the line and write your contact information: name, title, company name and address.

№ 3: Be sure to greet the recipient

You can add a simple greeting such as “Dear” and other forms. After that, be sure to add the interlocutor’s name: e.g., “Dear Mr. Stevens” and so on.

№ 4: Stay Appreciative

This is one of the most essential rules for every letter. It would help if you expressed your appreciation for the interviewer taking the time to review your application or the status of your job responsibilities.

№ 5: Demonstrate your interest

Next, you should show enthusiasm for the hiring issue along the way. You can add personal details you neglected during the interview and reiterate why you should be hired for a particular position.

№  6: End your letter well

After the main body, you should add a welcoming conclusion. For example, you can say, “Sincerely yours,” or “Best regards,” etc. Next, write your name. If you print out a follow-up letter and send it by mail, you should leave a little space in front of your character while typing so that you can handwrite your signature.

What must be in the follow-up letter

Your letter should undoubtedly include the following information:

• Information about you. This includes your full name, address, city, zip code, and contact phone number. This information should always be included. Also, note that a follow-up letter is a message to the same person you have already contacted or previously sent a letter to.
• A polite greeting to the recipient.
• You can add the first line you wrote without receiving a reply. If you called, you could mention that as well.
• Clearly state the request or your interest. Suppose you want to ask about the job you applied for. In that case, in your follow-up letter, you should mention a list of your essential skills. Explain to the recipient why this job should go to you, point out your potential, and emphasize your professionalism.
• Invite to communicate.
• Thank them for their attention.
• Finally, leave a signature.

What else can you add?

If you want to write a really competent follow-up letter, it’s also worth checking out the following tips:

• Add new ideas in addition to your old letter. You don’t want to make a complete copy of your old letter; they should be different.
• Start writing your follow-up letter at least 2 days after the interview or meeting. It would help if you took advantage of the moment while the recipient’s memories were still fresh.
• If you sent your resume for a particular job, the follow-up letter should not be written until 7 days later. Of course, the hiring manager can be pretty busy, so it may take some time to respond. It would help if you wrote briefly; it is unnecessary to completely rewrite your CV in the letter. Try to hold the recipient’s interest with clever wording in the letter, not dull information.
• Do not spout negativity, even if you’re upset that you did not get a reply quickly.
• Indicate your future actions in the letter if you think it is correct and essential.
• Keep your tone as polite as possible, even if you think you are being ignored by not responding to calls or other emails.
• Be sure to reread the letter several times before sending it.
• If you want and need to, you can add copies of the letter that confirm that you have written to this person before.

A follow-up letter is an excellent method of cementing the relationship between you and the recipient. With it, you can establish a base for future communication by referring to some past interactions. This letter can be a great follow-up to past correspondence, meetings, applying for a job, and more. Remember to stick to a formal communication format.