Follow-up letters to review decisions and assignments are used by the writer to set up appointments to appraise decisions that have been made in past meetings or to review the progress of certain tasks that have been given to employees. They also serve as a reminder of what has already been decided and what output the employee is expected to have already produced. Using this type of letter saves time and effort consumed by writing and sending out a single letter compared to calling every person who is expected to attend a meeting.

The most important element in these letters would be a recap of the assignment given or the decision that has been made and the time, date and venue of the follow-up meeting. If the participants are expected to prepare anything, such as documents or certain data, these should also be mentioned in the letter. The tone of the letter should be professional and straightforward, as its main purpose is informational.

Below is an example of a follow-up letter to review a decision or an assignment that can be adapted to the user’s particular needs.

Sample Letter

June 10, 2010

Linda McArthur
Head, Documentation Department
New Jersey Historical Society
New Jersey, New York

Joan Warren
362 4th St.
New Jersey, New York

Dear Ms. Warren,

Greetings!

This letter is to remind you of the assignment that was given to you last April xx, 20–. Although the date for final submission of output is on Sept. xx, 20–, I would like to schedule a meeting with you to discuss the progress of the assignment.

To reiterate, the task given to you was to examine and catalog the papers of the late Mrs. Smith, and to set aside documents relating to her work with the Aurora Society. These papers will be collected in a file and sent to our client. I would like to know how much of the assignment you have already accomplished and how much of the file you have already compiled. Please prepare the relevant information and bring it with you to the meeting.

I am scheduling the meeting for June 25, 2010, 2:00 pm at my office in the Main Annex. If you need any clarifications or have further concerns, please feel free to contact my secretary, Mrs. Jones, at 123-4567890.

Respectfully yours,

Linda McArthur
Head, Documentation Department
New Jersey Historical Society

This letter is intended for employees that are asked to follow-up on a prior customer complaint. This is usually addressed to the manager of a specific department. The managers are asked to follow-up on a customer who has forwarded his or her grievance to a higher administrative member of the company.

Managers are asked to deal with the problem, as this is also part of their job description. Managers are often asked to talk to the customers filing the complaint and solve the issue in order to protect the reputation of the company. This letter is given as soon as a complaint has been made, and is expected to be addressed as soon as it has been delivered and read.

SAMPLE LETTER

Super-Smart Megamart
7th Floor, Bulding B
Super-Smart Megamart Central Office
2300 32nd Avenue cor. Midwest St.
New Mejica City, San Francisco
(Address)

January 9, 2009
(Date)

Mr. Ron Todd
(Addressee)

Good Day!

Super-Smart Megamart has always been an advocate of a good shopping experience. We have always valued our relationship with our customers and we always strive to give them the best in grocery shopping at al times. However, incidents happen that may not necessarily uphold the good values with which our company has promised and promoted through the years.

Last January 7, 2009, Mrs. Leticia Rogers filed a complaint against one of your shop’s employees, Mr. John Grove, for improper actions when she was asking for a refund with her food products. Mrs. Rogers bought a bottle of fresh milk with an expiration label stating that it is good until the 20th of the month. However, she returned because the milk she had was already expired and wanted to have it replaced with a new one. Unfortunately, she was not happy with how Mr. Grove approached the situation and was forced to write a complaint against Mr. Grove and the Super-Smart Megamart Company.

While we understand that you may have not seen the situation happen, we would like for you to resolve the issue by conducting an investigation that would ultimately show what really happened between the two individuals. The company is giving you three days to resolve the issue or else certain actions will be undertaken.

We have attached with this letter the letter of complaint from Mrs. Rogers. Kindly read through the material and start the investigation process as soon as possible.

Thank you and we hope for your cooperation on this.

Respectfully,

Mr. Anthony Lloyd
HR Department
Super-Smart Megamart

Attachment:
Cc:

July 15, 2006

Ms.Meryl Luna
Jaythel Enterprise
Caloocan City, Manila

Dear Ms. Luna:

You purchased some perfume from us.  We trust it was the best buy you have ever made.

If it did not please you in any way, tell us about it, please.

If now, or in the future, anybody in this organization does not treat you with perfect courtesy and sympathetic appreciation of your business, write us about it.

This letter to you today is simply to impress you with the fact that our interest in you is just as keen now as it was before you became Avon customer.

If you are interested in having any of our counter or window displays, please write to us and we will send them to you at once.

Sincerely yours,

Marina Gonzales

May 25, 2000

Mr. Ruel Verzon
ABC Company
Ayala, Makati

Dear Mr. Verzon:

Thank you for giving me the opportunity of an interview.  I shall try to answer all your questions as best as I can.  I hope that I shall qualify for the position and that I shall prove to be an asset to your company.

Respectfully yours,

Mr. Daniel Fratz

Follow up Letter – Civil Staff Engineer

February 05, 2005

Engr. Rodrigo Enriquez
Bataan Engineering Firm
Peninsula Limay, Bataan

Dear Engr. Enriquez:

I submitted a letter of application and a resume earlier this month for the Civil Staff Engineer position advertised in the Manila Bulletin Classified Ads. To date, I have not heard from your office. I would like to confirm receipt of my application and reiterate my interest in the job.

I am very interested in working at Bataan Engineering Firm and I believe my skills and experience would be an ideal match for this position.

If necessary, I would be glad to resend my application materials or to provide any further information you might need regarding my candidacy. I can be reached at (047) 791-4851 or abc@yahoo.com. I look forward to hearing from you.

Thank you for your kind consideration.

Sincerely yours,

Tommy dela Rosa

Letter asking confirmation of order

April 5, 1998

Ms. Vina Magdayao
Room 5, Catalina Building
Baclaran, Pasay City

Dear Ms. Magdayao:

Evidently we failed to send a new catalog to you, and we are sorry – sorry for our failure and sorry because it necessitates a short delay in the shipment of your order. The order has been made up and packed, ready to be shipped the moment your confirmation arrives at these new prices,

3 dozen underwear (FM-4584 ) -  $150.00
1 pcs. Skirt (XB-1487) – $50.00
5 dozen handkerchiefs (WR-4528) – $120.00

A new catalog has been mailed to you. We are making certain that your name is in its proper place on our mailing list, so that future catalogs will reach you promptly.

Your confirmation of the order will received immediate attention.

Sincerely yours,

Shaina Morales

Sample Follow-up Letter

Paris Mechandise Corporation
Greenhills, Makati

July 20, 2008

Mr. Sam Milmy
Makati Square
Legarda St. Makati

Dear Mr. Milmy:

This is to express the hope that your recent purchase is giving entire satisfaction and that we shall hereafter have the pleasure of numbering you among our regular customers of Paris products.

As a dealer in accessories you want the best possible merchandise, fair dealings, and reasonable prices. That is the basis in which we secured your first order, and that is the way in which we shall try to hold your patronage.

A satisfied customer is the best advertisement we can have, and our proudest boast is that we get a large portion of our trade just in that way. But if now or any time in the future you feel that you have any cause for dissatisfaction, let us hear from you at once, and we will go to any reasonable length to make it right. That is what we are here for.

We want more business – no doubt, about that – but now that you are on our books, we would rather keep you there than add three others.

Is it unduly imposing on your good nature to ask you to use the enclosure to let us know whether everything is all right up to this time, and whether we may hope to have the pleasure of doing more business with you in the future?

We shall appreciate this courtesy very much.

Sincerely yours,

Richard Gomez
Marketing Director