GUIDELINES
- The purpose of the letter is to build or strengthen the relationship. Thus, the tone should be uplifting and nice rather than grumbling or hard to understand.
- Present the objectives of the letter, referring to the exchange of letters, and giving the recipient an excuse for not replying or sending back a message. Do not use an angry tone.
- Highlight the significance and urgency of the letter and elaborate the need for his/her immediate response. Let him feel at peace in writing a reply.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Two months ago, I sent you a letter as a response to the job opportunity that you have posted in the newspaper. Attached was my complete CV. However, until now I still did not get any response from your company. I am worried that I might have sent it to the wrong address that is why I have not received any response. Therefore, I am sending you again my application letter and my complete CV. I would appreciate it if you can call me or send me an email to confirm that you have seen and received my letter. You can reach me through this number, 415-9888, or you can email me through
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Follow up letter after receiving no response to earlier mail.
Further things to consider when writing follow-up letters to human resources
Follow-Up Letters
Follow-up letters are letters you write after business contracts, job interviews or business meetings to show that you are still interested in the recipients and that you are willing to build a relationship. Follow-up letters provide a platform for continued communication and are an effective way of consolidating a real relationship between you and the recipients. A follow-up letter is important in the early stages of a business relationship as it gives you an opportunity to reintroduce yourself and reconnect with the recipient. It also gives you a chance to address a concern that was raised at the previous meeting or give additional information to the recipient.
Well written follow-up letters can make a great difference in your success. These are letters sent during the early stage of the relationship, and therefore the writing style should be fairly formal. Make sure to write the letter as soon as possible after the meeting to keep things fresh. Explain your point clearly and avoid making unnecessary assumptions. Try as much as possible not to convey any negative sentiments. Where necessary, remind the recipient of any deadlines as well as date and time for the next meeting. Close the letter positively.
Letters to Human Resources
Letters to human resources are letters written to the personnel or department that deals with administration, training, and hiring of employees in an organization. The role of human resources personnel is to handle everything from payroll to policy issues and legal grievances. If you have a policy or legal question, a personal issue that affects your work, or a serious problem with a colleague, the first person you may want to contact is a human resources representative. The best way to begin this conversation is by drafting a letter stating your specific problem.
When writing letters to human resources, make sure to follow all the rules of a formal letter. Start by addressing your letter to the right person. Write a clear subject line communicating your problem and indicating that action is needed. Set a formal and professional tone early in the conversation. Keep your sentences short and clear and avoid providing more information than is necessary. Describe the issue precisely giving a timeline of when it started. Explain what you have done or think can be done to address the issue. Request for an in-person meeting. Close on a note of anticipation to seeing the issue resolved.
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