How can you follow up on a meeting or conversation with a professional business letter?

3 How to format your letter?

A follow-up letter should be concise, clear, and courteous and adhere to the standard business letter format. This includes a letterhead with your name, address, phone number, and email address; a date and the recipient's name, title, company, and address; a salutation that addresses the recipient by their last name; an introduction that states the purpose of your letter and refers to the meeting or conversation you had; a body that covers the main points of your letter such as thanking the recipient, highlighting your value proposition, providing additional information, and proposing next steps; a closing that summarizes your letter, reiterates your interest, and expresses your appreciation; a complimentary close that matches the tone of your letter; and a signature with your name and title.

4 How to write your letter?

The tone and content of your follow-up letter will depend on your objective and the relationship you have with the recipient. To ensure a persuasive and professional letter, it is important to use a positive and confident tone that reflects your personality and brand. Be as specific and concrete as possible when discussing what you discussed, what you offer, and what you expect. Utilize bullet points or subheadings to organize your letter, making it easier to read. Highlight the benefits and value that you can deliver to the recipient, while providing evidence or examples to back up your claims or proposals. Anticipate any potential objections or questions that the recipient may have, and include a call to action that invites them to respond, confirm, or take the next step. Lastly, proofread and edit your letter for grammar, spelling, and punctuation errors.

5 How to follow up on your letter?

A follow-up letter is not the end of the communication process. Rather, it is a means to maintain and strengthen the relationship while moving closer to your goal. Thus, you should follow up on your letter and monitor the progress of the situation. Depending on the context and urgency, you could send a brief email or phone call to confirm that the recipient received your letter, set a deadline or date for the next action or contact, send a reminder or follow-up email or call if no response is received within a reasonable time frame, express gratitude and appreciation if the recipient responds positively or agrees to your request, handle any objections or concerns they may have, and keep communication open and consistent until you reach your desired outcome.