How to Send the Perfect Friendly Reminder Email (Without ...

All friendly reminder emails should be clear, kind, and to the point. You want to be polite enough to encourage people to take action but not so ... Sales|6minread HowtoSendthePerfectFriendlyReminderEmail(WithoutBeingAnnoying) WrittenbyKatrinaKirsch Sendbetterreminderemailswithourcollectionof30freefollow-upemailtemplates.GetFreeReminderEmailTemplates Knowinghowtowriteafriendlyreminderemailisoneofthebesttoolsforbeingefficientwithyourtime.It'sperfectfornudgingpeopleaboutupcomingmeetings,missedpayments,jobapplications,importantevents,andmore. Buttocomeacrossasfriendlyandhelpful,insteadofimpatientandpushy,youhavetolandontherighttoneandtiming. Ifyougetbothright,anemailremindercanactuallybearelieftorecipientswhentheweekgetsjam-packed.Noonelikestomissdeadlinesorreschedulemeetings.Butsince31%ofpeoplesaythebestworkdaywouldbeadaywithoutrespondingtoemails,messagesareboundtogetlostorforgotten. Ineveryreminder,therecipientshouldknowexactlywhattheemailisfor,whattheyneedtodo,andbywhen.Awell-writtenreminderwillcutdownonthenumberofmissedappointmentsanddeadlines.Itwillalsomakeyoulookproactiveandprofessional,withoutbeingpushy.Here'showtogoaboutit. WritingaFriendlyReminderEmail Friendlyreminderemailsarebesttosendwhensomethingimportantiscominguporwhenadeadlinehasbeenmissed.Reminderemailsareidealfor: Notingupcomingmeetingsorevents. Followinguponinvoicesorpayment. Remindingpeopleaboutmisseddeadlines. Gettingbackintouchaboutaproject. Stayingtopofmindwhenapplyingandinterviewingforajob. Nomatterthepurpose,themainthingstokeepinmindarethetoneandtimingofyouremail. Thetoneofeveryfriendlyreminderemailshouldbepoliteandprofessionalbuturgentandtothepoint.Nudgingsomeoneaboutamisseddeadlinerequiresadifferenttonethanremindingacolleaguewhentomeetforcoffee.Ifthesituationrequiresimmediateaction,likeamisseddeadline,youcanuselanguagethat'stothepoint,yetkindandunderstanding. Adding"ActionRequired","Request",or"Reminder"toyoursubjectlinedrawsattentionimmediatelyandcanjumpstarttherecipientintoaction.Whileactivelanguageisconsideredgoodform,capitalizingyourentiresubjectlineistypicallynot.Allcapscancomeacrossasaggressiveandoutofplace,especiallyiftherestofyourmessageisfriendlyandconversational. Formorecasualreminders,choosewordsthatareactivebutlessurgent.Subjectlinesthatincludephraseslike"FollowingUp","CheckingIn",or"NextSteps"areeffectiveinthesesituations. Thetoneisjustoneelementofafriendlyemailreminder.Youalsoneedtogetthetimingjustright.Thereisn'tasinglebesttimeforeachsituation,butthesearethemostcommontimeframesforeachreminderemail. Upcomingmeeting:Onetotwodaysaheadoftime.Givepeopleinvolvedinthemeetingafewdaysofleadtime,astheymayhaveitemstoprepbeforehand. Upcomingevent:Threeto14daysbeforetheevent.Youmaywanttosendmultipleremindersleadinguptotheeventtobuildenthusiasmandmakesureeveryoneisclearaboutthetimingandscheduling. Upcomingdeadline:Variesbyproject.Givepeoplemoretimeforacomplexprojectandashortertimeframeforasimpletask. Pastduepaymentordeadline:Onedayaftertheduedate.Youwanttoremindpeoplewhenit'stopofmindandshowthatyou'rewaitingforthemtotakeaction. Jobapplication:TheMuserecommendswaitingfiveto10businessdaysbeforefollowingup.Ifsomeonerecommendedyoufortheposition,checkinwiththemforinsightbeforereachingouttotheHRteamorhiringmanager.ThismayseemlikealongtimebutIndeedfoundthat44%hearfromemployerswithinacoupleofweeksofapplyingandonly37%hearbackwithinoneweek. Jobinterview:Ifaninterviewhappenstobescheduledafewweeksout,it'sbesttocheckinthedaybeforetomakesurethetimestillworksforeveryoneinvolved.Ifsomeonewassupposedtocontactyouafterajobinterview,hiringmanagerssuggestwaitinguntilaftertheagreed-upontimelinetosendareminderemail.Stillnoword?Waitfivetosevendaysbeforehitting"send." Nowthatyouknowtheperfecttimetosendeachreminderemail,it'stimetofigureoutwhattoincludesoyousoundfriendlyandgetaquickreplyback. FeaturedResource 30Follow-UpEmailTemplates Getyourfreereminderemailtemplates. HowtoSendaFriendlyReminderEmail Allfriendlyreminderemailsshouldbeclear,kind,andtothepoint.Youwanttobepoliteenoughtoencouragepeopletotakeactionbutnotsopassivethatpeopleignoreyourmessage.Thebestemailremindershavefivecoreelements. 1.SubjectLine Succinctsubjectlineswillgetyoufarwhensendingreminderemails.Therecipientshouldknowwhyyou'resendingareminderandfeelcompelledtoact.Salespeopleknowthisbetterthananyone,sowhynottakeatiportwofromthesecatchysalesemailsubjectlines?Themainideaistokeepyoursubjectlinebriefandaddurgencysotherecipientknowsit'stime-sensitive. 2.Greeting Agreetingsetsthetoneforthebodyofyouremail,sodon'tskipoverit. Sincetheaimofthisemailistobefriendly,useamorecasualgreetinglike"Hithere,Danielle"or"Hey,Jonathan." Ifyourcompanytendstousemoreformallanguage,startoffwith"Hello,Kate." Beginningwith"Dear"isgenerallytooformalforafriendlyemailreminder,butstickwithitifthat'syourcompany'sdefaultgreeting. 3.Context Thebodyofyouremailiswhereyoulettherecipientknowwhyyou'reemailingthem.Here'swhereyouprovidecontextabouttheproject,deadline,payment,meeting,orwhateversituationneedsanudge.Includespecificnamesanddatesifithelpsclarifyyourmessage,andmentionarecenttidbitaboutthepersonorcompany.Hereareafewexamplesofwhatthissectioncanlooklike: Withtheendofthemonth(andthequarter)fastapproaching,we'dliketogetallinvoicesinassoonaspossible. I'mstillworkingonthearticle,TopEntrepreneurshipTipsforNewFounders,andwouldlovetoincludeyourthoughtsinthepiece.WithABCcompany'srecentfundingroundandgrowth,you'venavigatedthepastyearsowell. I'mcheckingintoremindyouabouttheupcomingQ4ContentPlanningmeetingscheduledforthisWednesday,August1at2p.m.EST.Lookingforwardtostartingitoffwithyouranalyticsreport. Asyouprepareforthepresentation,pleaseremembertosendtheslidesyou'dliketoincludebytheendofthedayonMonday,July30.Doesthisstillworkforyou? 4.Request Onceyou'vesetthestagebyprovidingcontext,it'stimetoslideinyourreminderorrequest.Don'tgettoolong-windedhereoryoumaylosetherecipient'sattention.Ifyouwantanimmediateresponse,it'shelpfultowrapyourrequestwithaquestiontoencouragepeopletotakeactionrightaway. Pleasesendyourinvoiceforallworkfromourmostrecentcontracttoyouremail@email.comandCCme.Ifyouhaveanyquestions,youcanreachmeat(222)222-2222. Ifyou'dliketosendinaquoteforthearticle,pleaseshareyouranswertothefollowingquestionandexplainyourreasoningbehindit.Whattipwouldyougivenewentrepreneurstohelpthemsuccessfullyruntheirbusinessthisyear? 5.Sign-off You'vemadeyourmainpointandrequest,soit'stimetosignoffwithafriendlyclosing. Thankyoufortakingthetimetoworkthroughthis. Thankyouforprioritizingthisproject. Iappreciateyoureffortaswefinishthisproposal. Ilookforwardtohearingfromyou. Remembertoincludeaclosingsign-offthatfollowsthesametoneastherestofyouremail. Allthebest Sincerely Thanksagain Regards Thanks Wrapuptheemailwithyourfirstnameforafriendlytone,oryourfullnameforamoreformaltone.Ifyouneedtoprovideadditionalcontext,includeyourjobtitle,companyname,orcontactinformationafteryourname. FriendlyReminderEmailTemplate Draftingyourfirstfewreminderscanbedaunting.Luckily,thisreminderemailtemplatemakesitsimpletofillintheblanksandsendoffawell-wordedmessage.Youcanalsoeasilycustomizethistemplatetosuityourneeds. Tousethetemplate,simplycopyandpastethetext,andfillintheblankswithyourcopy.Remembertoreadthroughthefinalversionbeforesendingittoensurepropergrammarandflow. Hi[RecipientName], Thanksfor[ReferenceaSpecificNicety]. The[RelevantTeam]ispreppingforthe[MeetingName]thiscoming[Day],[Date]at[Time].We'reexcitedtohearyourideasfor[RecipientConnectiontoMeeting].Tomakeeverythingrunsmoothly,I'maskingeveryoneto[YourRequest]by[Date]at[Time]. Iappreciate[RelevantSentiment]. Allthebest, [YourName] FriendlyReminderEmailExample Here'swhattheabovetemplatelookslikewhenfilledin.Remembertoincludespecificrequests,timelines,ordatestoensurethere'snoconfusiononwhatyouneedthepersontodoandbywhen. HiJack, Ihopeyourweekisgoingwell. TheEditorialteamispreppingfortheQ4ContentPlanningmeetingthiscomingThursday,August26that11amET.We'reexcitedtohearyourideasforcombiningourMarketingandEditorialeffortsfortheannualholidaycampaign. Tomakeeverythingrunsmoothly,I'maskingeveryoneinvolvedtosubmittheirpresentationslidesbyMonday,August23rdat5pmET.Ifyouhaveanyquestions,pleasesendthemmyway. Iappreciateyourtimehereandlookforwardtohearingyourideas. Allthebest, Katrina Onceyousendyouremailoff,allthat'sleftistowaitforaresponse.Thetrickypartisknowingwhethertosendanadditionalfollow-upemail. Whileit'sfrustratingtohavetosendasecondorthirdreminderemail,rememberthatpeoplehavealotgoingon.Hangtightforafewdaysbeforesendinganothermessage.Ifit'surgent,youcanfollowupsooner—justmakesuretokeepafriendly,patienttone.Peoplewillbemorereceptivetoyourrequestandappreciativeofthenote,whichisexactlywhatreminderemailsareallabout.   OriginallypublishedJul20,20216:00:00AM,updatedMarch162022 Topics: SalesEmails Don'tforgettosharethispost! RelatedArticles TheRidiculouslySuccessfulWaytoIntroduceYourselfOverEmail Sales  |13minread 30BetterAlternativestothe "JustCheckingIn"Email Sales  |8minread 20LessAnnoyingSynonymsandAlternativesto"PleaseFindAttached" Sales  |15minread ExpandOffer ctaSalesPlanTemplate Getitnow Getitnow DownloadforLater