Find out how to Write the Good Pleasant Reminder Electronic mail (Plus Examples)

Have you ever ever been in a scenario the place you wanted to remind somebody about one thing vital, however didn’t need to sound pushy or impatient? After all, you may have. Determining how and when to ship a pleasant reminder e-mail is a social dilemma that most individuals know all too nicely. The stability between the necessity to get issues executed and the necessity to respect another person’s autonomy might be very difficult to seek out.

Over 319 billion emails are despatched every day, whereas the typical open charge is 16.97% throughout all industries. That signifies that billions of emails get missed in inboxes all over the place. So what are you able to do to get your message opened with out being pushy or spammy?

The etiquette dilemma is well solved with a well-written reminder. These are messages that get the purpose throughout with out creating arduous emotions. They’re skilled and efficient, but pleasant and delicate.

Realizing methods to write a pleasant reminder e-mail is without doubt one of the greatest instruments for nudging individuals about upcoming conferences, missed funds, job functions, vital occasions, and extra. And when executed proper, one could be a aid to recipients in case you land the proper tone and timing.

Key Takeaways

• Pleasant reminder emails are an effective way to interact your subscribers and nudge them to behave. When planning to arrange reminder emails, all the time bear in mind the next ideas and greatest practices:

• Maintain your reminder messages and emails quick and crisp; 
• Create scroll-stopping reminder e-mail topic traces that seize prompt consideration;
• All the time preserve your viewers’s perspective in thoughts while you write a reminder e-mail;
• By no means be pushy or threatening in your reminder emails

What’s a reminder e-mail?

Reminder emails are despatched to remind somebody of upcoming conferences, appointments, forgotten agendas, or to observe up on previous conversations. They’re of two varieties, typically: 

• Emails that function a recap of the decision or assembly that simply came about with a follow-up on future motion; 
• Reminder messages are despatched to make amends for one thing that has didn’t occur. For instance, a follow-up on a missed deadline or no response after the preliminary e-mail/name.

On this article, I’ll present you methods to craft emails like this, together with examples and templates. However first, let’s be taught when it’s acceptable to ship a pleasant reminder e-mail, and methods to discover your good timing.

When must you ship a reminder e-mail?

Reminder emails are helpful when one thing vital is arising or when one thing ought to have occurred however didn’t. Listed below are some conditions that might profit from sending a reminder:

• Missed work deadlines. No employee is an island in at the moment’s enterprise world. If one individual guarantees to finish a process by a specific day and it doesn’t occur, complete tasks fall behind. It’s higher to ship an e-mail reminder earlier than an excessive amount of time passes. 
• Upcoming vital occasions. Some occasions and deadlines are too vital to danger lacking. For these, you may ship a delicate reminder prematurely so everybody stays on observe.
• Lapsed communication. Most individuals have been in a scenario the place somebody promised to do one thing and get again in contact, however that message simply doesn’t come. A reminder can assist to re-establish contact and discover out if the duty simply slipped the individual’s thoughts or if there’s one thing else you are able to do to assist.
• Late funds. Cost on or earlier than a deadline is customary enterprise etiquette. Issues occur however you continue to have the proper to your cash. Don’t really feel responsible about sending a fee reminder if a deadline has handed and also you haven’t acquired these funds.
• Pending job functions or interviews. In case you’re within the operating for a job, a follow-up e-mail can enhance your probabilities of success. It’s vital to not inundate the hiring supervisor with messages, however a rigorously timed message can assist you stand out. 
• Vendor points. Generally you’re the one who must pay, however a vendor hasn’t despatched you an bill. Alternatively, possibly you ordered one thing and it hasn’t arrived. What you are promoting relies on that product or bill, so it’s tremendous to get in contact and test in. 

Find out how to ship a pleasant reminder e-mail

All pleasant reminder emails needs to be clear, form, and concise. You need to be well mannered sufficient to encourage individuals to take motion however not so passive that folks ignore your message.

The most effective e-mail reminders have 5 core components.

1. Topic line

A very good topic line will get you far when sending reminder emails. The recipient ought to know why you’re sending a reminder and really feel compelled to behave. The primary concept is to maintain your topic line transient and add urgency so the recipient is aware of it’s time-sensitive.

2. Greeting

A greeting units the tone for the physique of your e-mail, so don’t skip over it.

• Informal Greeting: Use a extra casual greeting like “Hello there, Danielle” or “Hey, Jonathan.”
• Formal Greeting: If your organization makes use of extra formal language, begin with “Hiya, Kate.”
• Particular Exception Greeting: Starting with “Pricey” is usually too formal for a pleasant e-mail reminder, however keep it up if that’s your organization’s default greeting.

3. Context

The physique of your e-mail is the place you let the recipient know why you’re emailing them. Right here’s the place you present context concerning the venture, deadline, fee, assembly, or no matter scenario wants a nudge. Embrace particular names and dates if it helps make clear your message, and point out a latest tidbit concerning the individual or firm.

Listed below are a number of examples of what this part can appear like:

• With the top of the month (and the quarter) quick approaching, we’d wish to get all invoices in as quickly as attainable.
• I’m nonetheless engaged on the article, High Entrepreneurship Ideas for New Founders, and would love to incorporate your ideas within the piece. With ABC firm’s latest funding spherical and development, you’ve navigated the previous yr so nicely.
• I’m checking in to remind you concerning the upcoming This autumn Content material Planning assembly scheduled for this Tuesday, June 2 at 2 p.m. EST. Wanting ahead to beginning it off together with your analytics report.
• As you put together for the presentation, please bear in mind to ship the slides you’d like to incorporate by the top of the day on Monday, July 30. Does this nonetheless be just right for you?

4. Request

When you’ve set the stage by offering context, it’s time to slip in your reminder or request. Don’t get too long-winded right here or you could lose the recipient’s consideration. If you need a right away response, it’s useful to wrap your request with a query to encourage individuals to take motion straight away.

• Please ship your bill for all work from our most up-to-date contract to [email protected] and CC me. When you’ve got any questions, you may attain me at (333) 333-3333.
• In case you’d wish to ship in a quote for the article, please share your reply to the next query and clarify your reasoning behind it. What tip would you give new entrepreneurs to assist them efficiently run their companies this yr?

5. Signal-off

You’ve made your predominant level and request, so it’s time to log off with a pleasant closing.

• Thanks for taking the time to work by way of this.
• Thanks for prioritizing this venture.
• I recognize your effort as we end this proposal.
• I stay up for listening to from you.

Bear in mind to incorporate a closing sign-off that follows the identical tone as the remainder of your e-mail.

• All the most effective
• Sincerely
• Thanks once more
• Regards
• Thanks

Wrap up the e-mail together with your first title for a pleasant tone, or your full title for a extra formal tone. If that you must present extra context, embody your job title, firm title, or contact data after your title.

Connected beneath is a template containing a number of pleasant reminder e-mail examples. You should utilize them to observe up with anybody for gross sales, networking, recruiting, or some other scenario.

Pleasant Reminder Electronic mail Templates

How lengthy must you wait earlier than sending a reminder e-mail?

• Upcoming deadline. Varies by venture. Give individuals extra time for a posh venture and a shorter time-frame for a easy process.
• Upcoming occasion. Three to 14 days earlier than the occasion. You’ll be able to ship a number of reminders main as much as the occasion to construct enthusiasm and guarantee everybody is obvious concerning the timing and scheduling.
• Upcoming assembly. One to 2 days forward of time. Give individuals concerned within the assembly a number of days of lead time, as they might have objects to prep beforehand.
• Late fee or deadline. In the future after the due date. You need to remind individuals when it’s high of thoughts and present that you simply’re ready for them to take motion.
• Job software. The Muse recommends ready 5 to 10 enterprise days earlier than following up. If somebody really useful you for the place, test in with them for perception earlier than contacting the HR workforce or hiring supervisor. This will likely look like a very long time, however Certainly discovered that 44% hear from employers inside a few weeks of making use of, and solely 37% hear again inside one week.
• Job interview. If an interview is scheduled a number of weeks out, it’s greatest to test within the day earlier than to make sure the time nonetheless works for everybody concerned. If somebody is meant to contact you after a job interview, hiring managers recommend ready till after the agreed-upon timeline to ship a reminder e-mail. Nonetheless no phrase? Wait 5 to seven days earlier than hitting “ship.”

Ideas & methods for creating pleasant reminder emails

Writing reminder e-mail is about constantly selling the proper message slightly than simply reminding your recipient about your existence. Your emails should present worth and context, show and provides additional proof in your product/service, and clarify why it might be helpful.

Listed below are some normal ideas and methods that you must know to go additional in your follow-up e-mail recreation: 

• Don’t sound apologetic. Guarantee your e-mail doesn’t comprise passive verbiage like ‘I hope this can be a good time’ or ‘Simply checking to see in case you had an opportunity to have a look at my earlier e-mail.’ When sending a reminder e-mail, guarantee you may have a worthwhile message to share;
• Clear call-to-action. Let your recipient know what you need them to do. No matter your objective is, it have to be clearly outlined so the individual is aware of the subsequent step. If you’re seeking to schedule an appointment, it’s advantageous to supply a hyperlink the place it might be scheduled – an automatic assembly affirmation e-mail can observe as soon as the reserving is profitable;
• Be well mannered. There could be a few causes individuals don’t reply to you. They may be too busy, overlook about it, or miss it the primary time. It may be that they don’t seem to be and ghosted you. Irrespective of why, you continue to should strategy your recipients with a well mannered and useful tone, making an attempt to know the explanations for no response. It would take time, so be affected person.

Pleasant reminder e-mail examples

Basic reminder e-mail instance

Networking reminder e-mail instance

Pleasant reminder emails: Greatest practices

Here’s a checklist of greatest practices to observe when writing a pleasant reminder e-mail:

Select a transparent topic line

An e-mail topic line that clarifies your message’s objective will improve the probabilities of individuals opening your e-mail. In case you’re reminding a buyer about an occasion, for instance, you would possibly need to embody the occasion title in your topic line.

Moreover, you may incorporate highly effective phrases and phrases like “vital” or “response wanted” to catch the reader’s consideration and stand out in a crowded inbox.

Be transient

Brevity is one thing to observe all through all of your e-mail advertising campaigns, however particularly when writing reminders. Few individuals will learn your reminder in case you bury it in a wall of textual content.

Your contact received’t care how vital the knowledge is that if it takes greater than a few minutes of their time to learn by way of it, so get to the purpose quick.

Be pleasant but direct

As you’re implying that your buyer could have forgotten to do one thing, it’s vital to tread flippantly and undertake a pleasant tone. In any other case, you danger offending or irritating them.

Nonetheless, you don’t need to go overboard and seem disingenuous. When writing, do not forget that this can be a business-buyer relationship, and your goal isn’t to change into the reader’s buddy.

Discover the proper sending time

Timing may be crucial component of e-mail success. The time you wait to ship a delicate reminder e-mail will rely largely on the scenario.

For instance, a day after the due date is often acceptable when sending fee reminder emails. Ready too lengthy earlier than sending your reminder can even hinder your probabilities of getting a response. The extra time passes, the much less your prospects will bear in mind they’d one thing to finish.

An awesome answer to discovering the proper timing is to A/B take a look at the supply date and time. That is while you ship two variations of a reminder to completely different viewers segments, various one component at a time, then analyze efficiency metrics, equivalent to open charge, to see which model resonates higher.

The proper time to ship an efficient e-mail will range case by case, equivalent to in the beginning or very finish of the enterprise day.

Embrace a name to motion

Though your predominant objective is to remind individuals of one thing, there’s all the time room for added suggestions or engagement.

Including a CTA button inside your e-mail or while you log off will assist the reader resolve the problem simply.

Comply with up greater than as soon as if vital

It doesn’t matter in case your reminder is a few lacking fee or a product launch, don’t be afraid to observe up in case you really feel your message is vital, useful, and price studying.

Mixed with good timing, a second follow-up e-mail would possibly get your prospects to take motion and full the duty at hand, even when that’s telling you they’re not enthusiastic about buying or can not make an occasion.

Use it as a advertising alternative

When attainable and in context, add pictures or hyperlinks of featured merchandise. You can even promote upcoming presents or give an incentive to hitch your social media channels.

Bear in mind when including pictures to make sure they’re the proper dimension for all e-mail service suppliers, equivalent to Gmail, Outlook, and iCloud. A poor viewing expertise could flip readers away out of your model and to a competitor’s.

References