- The letter aims to remind those who went to the meeting about the decisions and assignments that were agreed before. It is a good way to keep the work going.
- Start the meeting with an affirmative statement.
- Give a short overview of the essential decisions and assignments.
- Tell the recipient not to forget the deadlines and the date of the next meeting.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
All the residents of the Metro sat together in a meeting last Monday to discuss the government's suggestion to change the route for the Main road that runs through our neighborhood. It is not an advantageous change for our community as it would disturb our peace and be unsafe for our children. Also, our properties will be devalued. It is a unanimous decision that we should prevent this proposal's implementation.
We would like to thank Matt Ally, who has taken the initiative to file a petition showcasing our concerns and submitting it to the City Council. We are sure that all of you will sign your name in the draft. Matt and Jenna will be presenting our case to the Council on May 1 at the 8:00 a.m. meeting. It would mean a lot if you attended the meeting. It might be our last chance to save our community.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
After meeting follow-up letter regarding community action.
Further things to consider when writing follow-up letters to citizens, neighbors
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 Citizens, Neighbors
Letters to citizens and neighbors are letters written to residents or natives of a certain town or city or to people who reside near or next door to the sender. These letters could be formal or informal depending on the sender and the content. For instance, a local government official may write an inform letter to notify citizens of a major security alert in their area of residence. In this case, this will be a formal letter. In other instances, a person may write to invite his/her neighbors to a house party, to offer condolences, to say thank you, or even to apologize. In such situations, the letters are informal and usually have a casual tone.
The best letters to citizens and neighbors are brief and carry only the intended message. State the purpose of your letter clearly in the introductory paragraph so that the recipient can have an idea of what the letter is about. Convey your message and provide any other information you feel might be important to the recipient. End the letter positively and thank the recipient for his/her time, wishing him/her well. If your letter is formal, your full name and signature will be required.