[Business writing] Sample Follow-up Letters

• RESCHEDULE

Hello,

 

Unfortunately I must reschedule our [meeting/appointment] on [original time and place]. [Reason(s) and explanation(s).]

 

By waiting [amount of time], I feel our meeting will be much more valuable. I will call to reschedule a time to meet [time frame]. If you have any questions in the meantime, please don't hesitate to call me at [phone number].

Thank you for your patience and understanding.

 

Regards,

Name

 

• CONFIRMATION

Hello,

 

I'm confirming our meeting on [date], at [time], at [location]. [additional logistics confirmation.]

 

[Overview or short agenda of the meeting.]

If you have any questions before we meet, please call me at [phone number]. If I don't hear from you [I'll/we'll] see you [date].

 

Regards,

Name

 

• SETTING UP A FIRST MEETING

Hello,

 

[Description of prospect situation.][What you are offering.]

 

[Benefits of your product or service.]

I wouldn't ask for time in your busy schedule if I didn't truly believe [how you can help]. I will call you [time frame of follow-up call] to set up a mutually convenient time to meet. I look forward to it!

 

Regards,

Name

 

• FOLLOW UP AFTER NO RESPONSE 

Hello,

I haven't heard from you and was wondering if you are still [what you are waiting for]. Since it has been [length of time], I was wondering if you have any unanswered questions.

 

[Optional recap of proposal.]

 

If for some reason you are no longer considering [what was offered], would you please [desired action]. Of course I hope that is not the case. If I have not heard from you by [deadline][result].

I look forward to hearing from you soon.

 

Regards,

Name

 

• FOLLOW UP AFTER A MEETING

Hello,

Thank you for taking the time to meet with me [date or day]. I thought the meeting was very productive and gave me a lot of ideas on how we can work together to meet your objectives.

 

Sam Sung has a solid track record of providing quality [products/services/solutions] to companies like yours. As we discussed, I think there are several areas where we might be of service. [What you can do for his or her company.]

 

I look forward to discussing how Sam Sung can meet your needs. In the meantime, please don't hesitate to call me at [phone number] if you have any questions.

 

Regards,

Name

 

• FOLLOW UP AFTER A TELEPHONE CALL

Hello,

I just wanted to drop you a note to re-cap our phone conversation [when conversation took place]. As we discussed, [re-cap conclusions].

 

It was a pleasure talking with you and I look forward to [next step]. If you have any further questions, please don't hesitate to call me at [phone number].

 

Regards,

Name

February 2, 2012 (THU)

- Paul Kim's writing class