Following Up Builds Business Relationships

by Kelle Campbell

(originally featured in Twin Cities Employment Weekly)

Relationship building is one of the most important elements of success in business. Giving people a reason to remember you pleasantly helps develop positive rapport with prospective associates, clients and employers, and you have a marvelous opportunity to begin the process with thank-you letter and follow-up correspondence.

In this hectic world, taking the time to follow up can make you stand out from the pack. How many people remember to thank you or take the time to keep in touch? Several job candidates don't even bother to send a thank-you letter to interviewers, thinking that their qualifications are all that matters. However, if the interviewer has to decide between you and another equally qualified candidate, a neatly-typed letter expressing your appreciation may tip the decision in your favor.

Following up an interview with a letter or e-mail also gives you an opportunity to recap your qualifications or make up for any weak points in the actual interview. If you think of something you neglected to say, include it in the letter. Highlight your qualifications to the specific requirements of the position. You can even send supplementary material (even an article or white paper) on anything that you and the interviewer discussed.

The thank-you message should be short, business-like, free of typos and misspellings and, ideally, sent 24 hours after the interview. If this is not possible, send it when you can. Better late than never applies in situations like this.

Collect business cards from every one with whom you interviewed in order to get the titles and names right. Send a note to everyone or at least mention them in the message you send to the highest-ranking individuals.

Besides following up on interviews, correspondence showing your appreciation is always a great way to build relationships. These are a few examples of people to whom you can send thanks:

• Anyone who did you a favor

• Prospects at a sales meetings

• People who sent congratulations or compliments

• Team members who helped make a project a success

• A coworker who has done something especially helpful

• Volunteers

Now what about following up with associates or people you meet at seminars and other events? In addition to being appreciated, people love to be remembered. If you exchanged business cards with someone at a function, scribble something interesting or significant about the conversation on the card's back.

Later, send notes telling people how much you enjoyed meeting them and mentioning one or two of the points of interest you jotted on the back of the card. You'll be on your way to building a network of business allies.

Since it can be easy to lose track of advantageous contacts, create a follow-up program. Following up may include arranging lunch appointments or sending associates information that the recipients may appreciate, (articles or links to interesting Web resources). Other opportunities for getting in touch with people include the following:

• Sending congratulations or compliments

• Remembering anniversaries and birthdays

• A simple keep-in- touch letter

• Holidays

• Good luck wishes or messages of encouragement

The more personal the occasion, the more appropriate it is to send a handwritten message. (Experts recommend either correspondence cards or letterhead.) However, if the message contains business information that may be seen by people other than the recipients, or if your handwriting isn't readable, go ahead and type it. Also, if the recipients work in a tech field, they'll probably prefer an e-mailed message. You can still include a personal touch through online sites such as e-card sites like Blue Mountain.com, Egreetings.com and Hallmark.com.

It may seem hard to find the time for these follow-up techniques, but stick to them. A well-composed, friendly letter has a lasting influence on recipients and marks you as conscientious and courteous - just the type of person organizations want to have working with them.

Go to the Reading Room for more articles

Learn about Kelle Campbell

Did you like the article?  Then subscribe to The Public Relations Writer.