How to Politely Follow Up a Request
In today’s fast-paced world, it’s common to send requests to various individuals and organizations. Whether it’s for a job application, a product inquiry, or a meeting request, following up on these requests is crucial to ensure that they are addressed promptly. However, it’s equally important to follow up politely to maintain good relationships and avoid causing offense. In this article, we will discuss how to politely follow up a request, ensuring that your message is both effective and respectful.
1. Wait an Appropriate Amount of Time
Before sending a follow-up, it’s essential to wait an appropriate amount of time. This varies depending on the nature of the request and the context. For general inquiries, waiting 3-5 business days is usually sufficient. If you’re following up on a job application, waiting 2-3 weeks before following up is a good rule of thumb. Always consider the urgency of the request and the potential workload of the recipient when determining the appropriate waiting period.
2. Begin with a Polite Greeting
When composing your follow-up message, start with a polite greeting. This sets a positive tone for the rest of the message. Use a simple greeting like “Dear [Name]” or “Hello [Name],” to establish a respectful and professional tone.
3. Reference the Original Request
In the body of your message, reference the original request to remind the recipient of the context. For example, “I hope this message finds you well. I wanted to follow up on my previous email regarding the job application for the [position] position.”
4. Be Concise and Clear
Keep your message concise and to the point. Avoid unnecessary details and focus on the purpose of your follow-up. If you have additional questions or concerns, mention them briefly and politely.
5. Express Appreciation
Expressing appreciation for the recipient’s time and consideration is a crucial aspect of polite follow-up. For example, “I appreciate your time and consideration in reviewing my application. I look forward to the opportunity to discuss how I can contribute to your team.”
6. Offer Additional Information or Assistance
If you have any additional information or assistance that could help the recipient process your request, offer it. For instance, “I’ve attached my updated resume and cover letter for your review. If you need any further information, please don’t hesitate to reach out.”
7. Provide a Clear Call to Action
End your message with a clear call to action. This helps the recipient understand what you expect from them next. For example, “Thank you again for your time. I look forward to hearing back from you soon regarding the status of my application.”
8. Use a Polite Closing
Conclude your message with a polite closing, such as “Sincerely,” “Best regards,” or “Thank you.” Sign off with your name to personalize the message.
By following these steps, you can ensure that your follow-up is both effective and polite, increasing the chances of a positive response from the recipient. Remember, the key to a successful follow-up is to be respectful, concise, and appreciative of the recipient’s time and effort.
