People have imperfect recollections. That’s why reminder emails exist. All through your profession, you’ll possible write quite a lot of reminder emails. These are emails that point out matters which were mentioned earlier than, equivalent to skilled requests, conferences, and dialogue factors, to stop the recipient from forgetting about them. Reminder emails are additionally helpful in your non-professional life, whether or not it’s asking somebody to RSVP for an occasion, planning for a visit, or nudging somebody about an appointment.
What’s a reminder e-mail?
A reminder e-mail is shipped to remind the recipient to take a selected motion or to make sure they haven’t forgotten one thing. In skilled and tutorial arenas, reminder emails are sometimes despatched to ensure conferences are scheduled, paperwork are shared, info is acknowledged, and deadlines are met. Reminder emails are a kind of skilled e-mail and share a number of similarities with different kinds {of professional} emails like gross sales and follow-up emails.
When must you ship a reminder e-mail?
A reminder e-mail is normally a follow-up message that helps a previous e-mail. For instance, for those who e-mail a colleague to schedule a gathering and don’t hear again, you’ll be able to ship a reminder e-mail to reiterate the assembly request.
Reminder emails don’t essentially should comply with emails. You can even ship one after a cellphone name or an in-person dialog. At any time when it is advisable remind the recipient about one thing you’ve beforehand mentioned, a reminder e-mail is suitable.
When to ship a reminder
Listed here are a number of instance eventualities that may be resolved via a reminder e-mail:
- A late fee from a consumer
- An upcoming deadline
- Documentation that must be signed
- An upcoming assembly
- Occasions
- Lapsed communication
When not to ship a reminder
Don’t ship a reminder e-mail if it’s been lower than 24 hours because you despatched your preliminary e-mail. Maintain this in thoughts because the minimal size of time it’s applicable to attend earlier than sending a reminder e-mail—in some instances, it might be applicable to attend longer.
4 ideas for writing a reminder e-mail
1
Use knowledgeable tone
A reminder e-mail, like all correct e-mail, needs to be written in a direct, skilled tone. Don’t be accusatory or chiding in a reminder e-mail; the objective is to not disgrace the recipient into compliance however to easily remind them a few assembly, name, or one other matter that might be forgotten within the fray of day-to-day skilled life.
2
Be direct
Along with being well mannered {and professional}, be direct. Make a selected request, equivalent to asking them to e-mail you entry to a selected doc or to say “sure” to a scheduled assembly of their calendar, and state this request straight.
3
Timing is vital
An applicable period of time to attend earlier than sending a reminder e-mail relies upon largely on the urgency of your message. For tight deadlines, ship reminder emails roughly 24 hours after your preliminary communication. For much less urgent points, it’s superb to attend a number of days earlier than sending a reminder e-mail. Think about how lengthy it’s been since your preliminary communication in addition to how a lot time you have got earlier than your deadline—if that deadline is quickly approaching, sending a reminder e-mail sooner, somewhat than later, might help them keep away from lacking it.
In any time-sensitive reminder e-mail, embrace a transparent timeline. In your timeline, embrace the date of your preliminary dialog, the deadline, and another related dates.
4
Don’t apologize
Lastly, don’t apologize for sending a reminder e-mail. Merely give the recipient a short clarification in your e-mail and politely ask them to take motion.
Tips on how to write a well mannered reminder e-mail
Use the next format as a template for efficient reminder emails.
Topic line
Use a transparent topic line in your reminder e-mail. The recipient ought to know what the e-mail is about earlier than they even open it. Listed here are a number of examples of excellent reminder e-mail topic strains:
- Reminder: Please submit your signed onboarding paperwork by Thursday, 9/28
- Following up: Our assembly subsequent Tuesday at 11 a.m.
- URGENT Motion Required: Ward Avenue undertaking
Greeting
Begin your e-mail with an ordinary skilled greeting, equivalent to Hello, Whats up, or Pricey adopted by the recipient’s identify.
Rationalization
Within the first part of your reminder e-mail’s physique, state the rationale why you’re sending a reminder. This might be a fast recap of a dialog you had with the recipient or a sentence or two explaining why you’re reaching out. In any case, maintain this part quick and direct.
Proposed resolution/name to motion
The second half of your reminder e-mail’s physique ought to embrace the precise reminder. That is the place you state what the recipient must do and the date by which it must be accomplished. Relying on the subject and timeframe, you can even state that the motion have to be taken “ASAP” or at their earliest comfort.
Relying on the e-mail’s content material, you can even inform the recipient to e-mail or name you with any questions they’ve.
Signal-off
End out a reminder e-mail with knowledgeable sign-off, equivalent to:
- Greatest regards
- Sincerely
- Greatest
Comply with your sign-off along with your skilled signature.
5 reminder e-mail examples
1
Reminder e-mail to a supervisor
Topic: Re: PTO from 10/12 through10/20
Hello Rosalie,
I wished to comply with up on my PTO request for October 12 via October 20. Have been you in a position to get clearance with HR for me to take this day without work?
Please let me know as quickly as you’ll be able to, as I must safe reservations for a resort and flights if the PTO is accepted.
Thanks!
Greatest,
Dalila
2
Reminder e-mail to a consumer
Topic: Design approval
Whats up Karoline,
Thanks for the short suggestions on these mock-ups. Please ship your notes or approval of the proposed design replace by EOD Friday so our artistic group can transfer ahead with their belongings for the e-mail marketing campaign.
When you have any additional questions or want clarification, I’m all the time accessible on e-mail or Slack.
Warmly,
Carmichael
Design Lead
Design Company
3
Assembly reminder e-mail
Topic: Wanting ahead to our name at 2 p.m. as we speak
Hello Darien,
I hope this e-mail finds you nicely. I’d wish to remind you about our standing name this afternoon. I’m trying ahead to discussing our progress in your renovation undertaking and listening to your suggestions.
If it is advisable reschedule our name, please accomplish that by selecting one other date and time in my calendar right here: [link to calendar].
Greatest,
Vittorio Manoy
Foreman
Development, LLC
4
Pressing reminder e-mail
Topic: URGENT: Motion required by Oct. 1
Pricey Sumit,
We admire your online business and have been proud to name you “one in every of ours” for the previous three years. We hope you’ll proceed to take a position with Capital Firm. Nonetheless, so as to take action, we’d like you to replace your investor account and authorize two-factor authentication. That is to guard your delicate information and guarantee safety compliance.
When you have any questions concerning the replace or how we maintain your information secure, please reply to this e-mail. If you’re unable to replace your account and authorize two-factor authentication by October 1, your account can be placed on maintain till you full the replace.
Thanks a lot in your cooperation—we’re excited to proceed investing with you.
Greatest,
Esther Clark
Safety Administration Assistant
Capital Co.
5
Fee reminder e-mail
Topic: Reminder: Please pay Bill #008
Pricey Ms. Teplitsky,
This can be a light reminder that Bill #008 is overdue. Please full your fee as quickly as attainable.
In case you imagine this e-mail is in error, please ahead it to Santos Bautista, Head of Bookkeeping, at [email address] with a short clarification of the error.
Thanks,
Deborah
Admin. Assistant, Internet Internet hosting
Reminder emails FAQs
What’s a reminder e-mail?
A reminder e-mail is a message despatched to remind the recipient about an upcoming occasion, motion merchandise, or beforehand mentioned topic.
When must you ship a reminder e-mail?
Ship a reminder e-mail a minimum of sooner or later after your preliminary communication with the recipient. If you’re reminding them a few deadline, it can be useful to ship the reminder e-mail a minimum of 24 hours earlier than the deadline.
What ought to a reminder e-mail embrace?
A reminder e-mail ought to embrace the next:
- An attention grabbing, clear topic line
- A greeting
- A concise clarification of why you’re sending the e-mail
- A transparent, direct request or reminder
- Knowledgeable sign-off and signature
What are the completely different sorts of reminder emails?
- Assembly follow-ups
- Missed fee reminders
- Motion requests
- Resuming lapsed communication
- Assembly reminders
