How to write a reminder email: You organized a “reunion” with all your former schoolmates. You can’t wait for the day when you will meet them again after so many years to find out what career they have undertaken, if they have started a family and so on. To remind them of the date and place of the long-awaited event, you have decided to send them an email as a reminder. Being the first time you send a message of this type, however, you would like to make sure you do not make mistakes and so you would not mind having some “tips” on how to write a reminder email. If this is indeed the case, know that you have just landed in the right guide at the right time!
In the next few lines, in fact, I will provide you with advice on how to effectively write messages through which to send reminders to the respective recipients. I guarantee you that there is nothing complicated in doing this, also because in today’s guide I will guide you step by step in composing this kind of messages: from how to write the subject to how to introduce the email, passing through the body. of the message and final greetings.
So, are you ready to get started? Yup? Very good! Make yourself comfortable, take all the time you need to concentrate on reading the next paragraphs and, more importantly, implement the “tips” that I will give you. I am sure that if you do, you will not have the slightest problem in completing your “business”. I wish you good reading and, above all, good work!
Write the subject of a reminder email
For write a reminder email effective I advise you to start fromobject. This is undoubtedly one of the most important parts of the letter you are about to write, as the subject not only summarizes the general topic covered in the email, but is also the first element that the recipient of the message will read. For these reasons, it is very important to write the subject correctly: if you don’t, the recipient may even decide to trash the message, without even opening it!
In writing the subject of the email, I advise you to be as explicit as possible clearly indicating the purpose for which you sent the message in question. For example, if you want to remind the recipient of the date of the meeting you are holding next week or the training class you previously invited them to, you could use the subject as the subject. event name followed by period or, even better, from date in which it will be held (eg. Editorial meeting next week or Aranzulla Day: new training course [anno]).
If you deem it necessary, you could insert the wording before the name of the event you want to remember MEMORANDUM to give more “emphasis” to the message. Be that as it may, the important thing is get straight to the point, avoid being verbose (it is in the message that you must indicate all the details you want to remind the recipient, not in the subject!), using if possible no more than 45-50 characters.
Introduce a reminder email
After writing the subject of the message, you can finally start writing the text of the email, starting with initial greetings. How do you say? You don’t have a clue how to introduce a reminder email? In reality, you don’t have to resort to who knows what formulas: you simply have to say hello to your interlocutor, just like you do when you write any other email.
When choosing which salutation to use, however, you have to take into account at least a couple of factors.
- Relationship with the recipient – if it’s someone you’ve known for a long time, like a long-time colleague or friend, you can definitely start with a more friendly and conversational tone. If, on the other hand, you have a formal relationship, perhaps because you do not know the recipient in person or because he has an important role (for example, he is your superior), the form of greeting to use must reflect this type of relationship.
- Type of reminder to send – if the purpose of the email is to remember a party with friends or a soccer match with colleagues from your own department (even if you don’t know them all in person), you can safely use a more “relaxed” form of greeting. If, on the other hand, you have to remember a more formal appointment, such as a business dinner or a class you have organized, it would be better to use a more “cold” and detached form of greeting.
After evaluating the above factors, you can choose from several forms of greeting And adjectives of circumstance (the latter to be used only in formal emails). If from the assessments made you determine that the email you are writing is informalyou can start the message with a nice “Hello [nome destinatario]! Everything is fine?“,”Dear [nome destinatario]” or “Hey [nome destinatario]how are you?“.
If, on the other hand, you want to give an imprint formal to the message, perhaps because it is intended for a person you do not know, use a form of greeting consisting of a adjective of circumstancehow “Dear” or “Kind“, Followed by the title suitable for the recipient (ex. Mr./Mrs as an abbreviation of Mr / Mrs; Dr. / Dr. as an abbreviation of Doctor / Doctor, to be used for graduates, etc.) and from his first name And last name.
If you have doubts about which form of greeting to use, perhaps because the relationship you have with the recipient is neither confidential nor formal, you can opt for “hybrid” forms of greeting, such as “Salutations“,”good morning” or “good evening“. Once you have identified the form of greeting that seems best suited to the email you are writing, insert the comma immediately after the chosen name or greeting e go back to proceed with the drafting of the message body.
Organize the body of the message
After you have chosen the form of greeting that seems most congenial to you, you have to move on to drafting the body of the message: it is in this part of the email that you must enter the actual reminder. The advice I can give you is to avoid wasting time in useless chatter: go straight to the point by reminding the recipient of the information you want to bring to his attention.
However, if you want to avoid sounding too direct or even blunt, you can use a linking phrase between the opening greeting and the memo. If it is an email informalyou could use a friendly phrase, like “We haven’t heard from each other in a lifetime, I just wanted to remind you that …” or “It’s really nice to be able to write to you again to remind you that …“. If, on the other hand, you are writing an email formalyou can use a slightly more detached linking phrase, such as “After sending her the invitation to the event XI take this opportunity to remind you that …” or “I guess you are quite busy at this time and I apologize if I disturb you, but I just wanted to remind you of the event I will be holding …“.
Immediately after the connecting phrase, enter the actual memo: clearly indicates the dateL’Nowthe place and possibly also the event name (ex. course, dinner, voyage, meetingetc.) that you want to remind the recipient, perhaps marking all these details in bold (if you remember, I explained how to do it in another tutorial).
Once you have entered the reminder of the event you want to bring to the recipient’s attention, also enter any additional information that might be useful to them or, if you want to avoid “burdening” the email too much with unnecessary details, inform them that you are available to answer any questions and doubts, perhaps using phrases such as: “If you need additional information on this, give me a whistle!“(If you are writing an email informal) or “For any doubts, do not hesitate to contact me: I remain at your complete disposal.“(If you are writing an email formal).
Say goodbye in a reminder email
Once you have finished writing the body of the message, you can finally say goodbye. When choosing which farewell form to use, you need to take into account the tone used in the rest of the email. If you wrote an email informalfor example, it would be appropriate to use a greeting like “Talk to you soon!” or “Good continuation!“. Conversely, if you have kept a tone so far formalit would be much more appropriate to use more “plastered” forms of greeting, such as “With best regards“,”Kind regards” or “with regard“.
If you want, you can seize the ball to ask the recipient to confirm that they have read the message and to let you know if they will participate in the event you have organized. Maybe you could use a phrase like “Let me know if you got the message and if you can come to the event. Talk to you soon!“(If you wrote an email informal) or “Waiting for your kind reply, I offer you my best regards“(If you wrote an email formal)
To conclude the reminder email you just wrote, put the comma immediately after the final greeting, go back and sign the letter using the simple signature (only with name and surname) or with the complete signature (name, surname and contact information). Then re-read the entire message to make sure you haven’t made any mistakes and missed any details, and if everything’s okay, send it. It wasn’t that hard, was it?