Follow Up Letter After Meeting

Meetings are conducted to discuss some issues or topics. The meeting is conducted with some purpose in mind. After the meeting, the person who summoned the meeting should keep a track of things so that the purpose of the meeting is fulfilled. In this case, writing a follow up meeting letter is essential. It helps in keeping the communication going. After a business meeting or even after making a business contact, a follow up letter helps in maintaining and consolidating the business relation. It allows you to communicate to the other person on an on-going basis.

The follow up letter after meeting has to be strictly in a formal letter format. It is written to strengthen the business relationship. It should thus focus on the positive points in the meeting, and speak in favor of both the parties in the meeting. It should try to present the good picture as the outcome of the meeting and induce the other person to take a positive action. It is different from the minutes of the meeting because -

1. It does not give a summary of each point discussed in the meeting
2. It speaks about the main purpose of the meeting
3. It can be written even after meeting someone casually at a business conference, with an aim to maintain cordial business relations or strengthen the contact
4. It is aimed towards making the meeting look favorable, and mutually beneficial
5. It can also be written after a job interview. This helps the interviewee to create an impact on the interviewer, and make him/her think about the interviewee.

Let us consider two different situations and write a follow up letter for the same.

1. Sample Follow Up Meeting Letter

In this situation, let us consider a business meeting between two parties, and the party that summoned the meeting is writing a follow up letter.

17th October, 2011
Peter George
Secretary - Marketing Head
Range Group of Companies
Northwest Street
New York - 54213
Email: peter.george@pen.com
Ph: 222 354535

To,
Ms. Rose Pearl
Marketing Head
Rover Ltd.
Moon Street
New York - 54218

Dear Ms. Pearl,

I am Peter George, Secretary to Mr. Parx, and this is with reference to the business deal meeting held at Range on 14th October, 2011.

I would first like to thank you on behalf of Mr. Parx, for attending the meeting. The presentation from your side and your business proposal was very impressive and interesting. The meeting went well, but based on your presentation and proposal there are some more points that I think we need to discuss to proceed further in the business deal. I hope we can discuss the same when we meet next time.

Please let us know if you have any doubts, and also about a convenient time for the other meeting.

Regards,

Peter George

2. Sample Follow Up Meeting Letter

Let us consider the second situation wherein an interviewee writes to the interviewer.

17th October, 2011
Mary George
Seventeenth Grey Blvd.
SunSoon Lane
Grey Park
West Street
New York - 24125
Email: mary.george@parx.com
Ph: 222 354535

To,
Ms. Rose Pearl
Marketing Head
Rover Ltd.
Moon Street
New York - 54218

Dear Ms. Pearl,

I am Mary George and this is with reference to the interview conducted on 14th October, 2011. I had come in for the position of Sales Team Lead.

I would like to thank you for sparing some time and calling me for an interview. I must tell you that you and your organization made it very easy for me to attend the interview, and I did not feel nervous of being in new surroundings and between new people. Rover Ltd. is one of the best marketing firms in New York, and it would be great pleasure to be a part of such a famous organization. Besides, I would again like to stress on the point that the question of 'flexibility' is not an issue for me. As I told you in the interview, I understand the challenges of the sales and marketing field, and have lived with it for almost four years.

I am looking forward to meet you soon for the final round of interview and clarify your doubts.

Regards,

Mary George

In the two different situations given above the follow up letter is aimed at marinating a rapport with the reader. In the first sample, the writer smartly puts forth that they have some doubts, and also calls for another meeting. In the second case, the writer again stresses on the points that she feels, would hamper her selection. Write a follow up meeting letter to turn the chance into a successful opportunity. Also, you can look sample thank you letter for meeting and sample business meeting letter for letters.