- 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.
[State, ZIP Code]
[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 Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Follow up after receiving no response. Sample letter.
Further things to consider when writing follow-up letters to business partners
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 Business Partners
Letters to business partners are letters you write to people with whom you have some degree of involvement with their business dealings. A business partnership is a legal relationship formed when two or more people agree to run a business together are co-owners. When you make such a partnership, you need to write a letter to your business partners to convey your message clearly and strongly, and to keep a legal record of the partnership. The letter should be formal and must contain the partnership offer, names of all the business partners, and the terms and conditions of the partnership.
Letters to business partners should be written with a professional tone. They should conform to all the accepted business letters standards. State the purpose of the letter. Give all the necessary details regarding the partnership as outlined in the contract. Include the name and title of the recipient. Employ the appropriate formal salutations and closings. State the date clearly and mention any document that is enclosed with the letter. Close the letter on a positive note and sign it off with your name and title. Letters to business partners should be printed on the company's letterhead.