Follow up after receiving no response. Sample letter


  1. 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.
  2. 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.
  3. 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.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

I am writing again to follow up on my request. I understand that your staff is busy seeing to all the damaged lines from the storm that we have just experienced. However, our phone line is still dead. We urgently need it to be up and running since we use it in our business. It is your company's responsibility to see to it that everything is fixed.

There must have been a million other letters in your office demanding to have their phone lines fixed as well. That must have been the reason I got no response from your company. I trust that this letter finally gets your attention and that you will send out someone to repair our phone line so that we can get on with our business.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -