Follow-up letters, as the name clearly implies, are letters framed especially to serve as reminders or summative descriptions of some proposal or document presented before a certain individual, department, or company. The nature of a follow-up letter may vary depending on the type of the preceding document or letter, but is generally informative and contains details of that letter or document. The follow-up letter should include a brief but clear description of all the significant issues of the previous documents following which it has been framed.
The basic content of a follow-up letter will be similar to the actual letter sent before or the earlier document, but should be presented in a precise and professional manner. Hence, the following points should be kept in mind for framing an effective follow-up letter:
The first and foremost criterion of a proper follow-up letter is to address it to the respective individual or authority, ensuring that the person, department, or agency is completely aware of the preceding document and its contents. The subject of the letter should be stated in brief but in clear and understandable terms, to give a definite clue of the actual matter of concern.
The follow-up later should give all the minute details of the nature, content, time, place and other information included in the previous document, to help track it faster and in an easier manner. Generally follow-up letters are given to gather information and latest updates of the concerned matter, and hence the purpose should be stated very clearly for easier understand ability and faster processing.