Correspondence. The follow-up letter template.

I am sure that in every PM's life, it happens to talk with a client who is changing their mind every 5 minutes. This is really distracting and may send your focus and zen to a long-term knockout. It's hard to find appropriate words, or English is not one's native language, and they have to fight with doubts and fears about how to use phrases or words that could be understood quite not polite or the way they were not meant to be instead of focusing on the core.
Here are some helpful phrases to compose a letter to defeat the fear of doing the wrong steps. Combine them in any sequence you like or skipped due to your letter purpose. It's not a panacea but helpful hints to get back to your balance faster.

Greetings

Official

• Dear Lily,
• Dear Mrs.(Ms./Mss.) Price,

Non-official

• Hi Robert,

To the unfamiliar person(-s)

• To whom it may concern,
• Dear Sir/Madam,

Message of Thanks

Thanking the recipient puts them at ease, and it is a good way to put your best foot forward. Everyone loves to feel appreciated, including employees, bosses, co-workers, and clients. An environment in which everyone thanks each other is one where everyone feels better connected and trusted.

Thanking The Client

• Thank you for your prompt reply!
• Thank you for getting back to me!
• I enjoy working with you and appreciate your help/cooperation.
• Thanks for putting your trust in me.

Reasons to write Letter

• I’m writing to inform you of …
• I’m writing to enquire if you …
• I have read … but I am not sure if …
• I would be grateful if you could give me some further details
• I am writing in reference to … / I am writing about …

The Core and Lists

This is the most valuable part of the letter: try to keep it clean, use markers to separate lists, keep it simple for reading — this will save customer's time and satisfaction.

Let me recap quickly on the objectives after our last meeting: / Recap on recent events or the last meeting:

• We've discussed: …, and decided: …
• We expect from you: / Could you, please, provide us: / It would be more than appreciated: (examples: create an account, compose texts, provide keys, subscribe to a program, etc.)
• We came along that we: (examples: estimate, deliver, recheck, postpone, etc.)

What are the Next Steps?

Thanks again:

• Thank you for your patience and cooperation.
• Thank you for your consideration.

In case o doubts or concerns:

• I’m always here to address any concerns or answer any questions.
• Please do not hesitate to reach me out via … / to let me know …
• Please keep me informed regarding future projects and work.

Arrange the next meeting:
When arranging the next meeting, pay attention to your recipient's availability and use their timezone to suggest the meeting time.

• Could we arrange a meeting (when?) at 9:00 AM(GMT-6, Houston)?

Declare your interest:
This is not a call to action but a declaration of your strong will to contact the recipient in the nearest future.

• I am eager to hear from you. / I look forward to hearing from you.

Signature

Official

• Best / Kind regards,
• Regards,
• Sincerely, / Thank you,

Non-official

• Best wishes,
• Cheers,

Conclusion

A follow-up letter is a way to ensure that everyone is on the same page, and you can use it as the shield that secures you from arguing about change requests, especially if you save the correspondence history with the client in one thread. It provides you with a common understanding of the project's progress. It is an agreement between the key stakeholders, and it communicates the project manager’s authority.

Have you ever follow-up your clients? Please share your experience in the comments section.