How to write reminder emails: Your boss told you that when you go to the office tomorrow you will have to take care of writing some reminder emails. Having never sent one, however, you would like to read up on how to write reminder emails, so as not to go to work unprepared and avoid making mistakes. If this is indeed the situation you are in right now, know that you have come to just the right place at the right time!
If you give me a few minutes of your free time, I can give you some “tips” on how to write reminder letters that are effective, well written and that are not too direct or, even worse, “intimidating”. You’ll see, even if you’ve never written one, I guarantee you that preparing a reminder email isn’t as difficult as it might seem.
Tell me, are you ready to start? Yup? Perfect! Make yourself comfortable, take your time to concentrate on reading the next paragraphs, strictly follow the advice I will give you and, more importantly, put it into practice. All that’s left for me is to wish you good reading and a big good luck for everything!
When you need to write a reminder email
There are various situations that may require sending areminder email, especially when you have professional relationships with other people: your customers, your collaborators and so on. Therefore, there can be multiple i contexts in which it is necessary to write reminder emails and, usually, all of these are characterized by a common denominator: the much hated delay. Here are some of the main cases in which it may be appropriate, indeed necessary, to write a reminder email.
- Delayed shipping – if you have ordered a product from a supplier or from an online store and the delivery did not take place on schedule, you can send a reminder email to find out why the item has not yet been delivered and, if necessary, ask for a refund if this is no longer available.
- Late payment – if a client or your employer is not paying on time, this can cause you significant problems. Sending a reminder email can be the solution to try to invite the person in question to make a commitment to pay you or, in the worst case scenario, to let you know how long you still have to wait to receive the agreed remuneration.
- I work late – is one of your collaborators late with regards to the delivery of a job? You could send him a reminder email to encourage him (using due tact) to meet the deadlines, so as not to cause problems for the company and his colleagues, in case it is a project that more members of the team are working on.
- Close engagement – if you have organized a meeting, a training event or a meeting, it might be practical to send all those who take part in it a reminder email, through which to remember the place and time of the event, the points that will be treated and other useful information.
Write the subject of a reminder email
Once you have identified the circumstance that prompts you to send a reminder email, you can proceed to draft it. One of the most important parts of the letter you are about to send is thePost subjectsince this summarizes the general theme of the email and allows the recipient to understand why you sent it to them.
When writing the subject of the email, be explicit by going straight to the point of the question (eg. Delayed shipping, Late paymentetc.) and do not use sentences that are too long (roughly use no more than 40-50 characters).
Since this is a reminder email, you could evaluate the possibility of writing the subject, or part of it, using capital letters, so as to give a tone of “urgency” to the message and, if you deem it appropriate, specify that you expect a answer in round or square brackets. For example, if you want to point out to a customer that a payment is overdue, you could write the subject in the following ways: “DELAYED PAYMENT” or “Late payment of the XYZ project [RISPOSTA NECESSARIA]“.
Introduce a reminder email
When the recipient opens the message, the first thing they will notice is the opening greetings you used for enter the reminder email. Oh yes, because even in this kind of letters it is necessary to greet the recipient: the fact that he has been “guilty” of a delay or of any other default against you, should not make you fall into the error of not saying goodbye who is on the other side.
Why would not including greetings be a serious mistake? For at least two reasons: 1) failing to greet the recipient may make you appear rude and disrespectful to them; 2) not greeting him would be counterproductive, because this could get annoyed and further delay sending the response you have been waiting for.
What forms of greeting could you use in a reminder email? It all depends on the type of relationship you have with the recipient of the message: whether it is a person with whom you entertain a confidential relationshipa nice “Hello! How are you?” or “Dear”Could do very well and significantly smooth out the tones.
If, on the other hand, the message is intended for a person with whom you entertain a formal relationship – a customer, a transport company, etc. – it would be more appropriate to use forms of greeting consisting of an adjective of circumstance, such as “Dear“,”Dear” or “Kind“, Followed by the title best suited to the recipient:”Mr“” or “”/ Ms“” As an abbreviation of Mr. and Mrs. Dr. or Dr. as short for Doctor and Doctor, and so on.
If you are undecided about which form of greeting to use, you can opt for a “middle way”: a form of greeting that can work both for less formal and more formal reminder emails, such as “good morning“,”good evening“,”Salutations“, Etc.
Once you have chosen the form of greeting that seems best suited to the email you are sending, remember to insert the comma immediately after the greeting and to go back to proceed with the drafting of the body of the message.
Organize the body of the message
Once you’ve chosen the greeting form to use for the reminder email you’re making, it’s time to organize the body of the messagein which you will formulate your requests and, therefore, you will urge the recipient to perform the requested action: make a payment in your favor, send you the goods requested but not yet received, complete a job and so on.
To facilitate the drafting of the reminder letter, I recommend that you divide the text of the message “virtually” into three “blocks”.
- Initial phrases – use friendly and relaxing phrases right away, so that the recipient of the message does not feel put with his “back to the wall”. Maybe you could use a circumstance sentence, like “I hope he is well” or “Waiting to know how he is“.
- Purpose of the message – explain clearly and directly the reason why you decided to send the email: explain what is the non-compliance that the recipient has perpetrated and for which you have decided to send the reminder (e.g. non-delivery, non-payment, work not delivered in the foreseen topics, etc.) and possibly remind him of the agreements that had been made previously. For example, to solicit a non-payment from a customer, you could use an expression like “I am writing about the delay in payment of the “XYZ” project, for which I should have received a fee equal to [somma del compenso] by [data prestabilita]in the middle [metodo di pagamento scelto].“.
- Call-to-action – after defining the purpose of the message, you must invite the recipient to complete the action you have been waiting patiently for so far: make the payment in your favor, send you the requested item, finish a job, etc. Returning to the example I gave you a moment ago, you could use a phrase like “Please, therefore, proceed with the payment in my favor by [nuova data di scadenza]“. If this seems appropriate to you, you could inform the recipient that if he does not take the requested action, you could take legal action in order to resolve the matter as peacefully as possible for both parties (perhaps after sending more than one reminder email to the same person).
Remember, when writing the body of the message always remember use respectful, gentle and calm tones: While you probably have more than plausible reasons to be angry and annoyed by the behavior of the person you’re sending the email to, try to contain yourself by not adopting harsh language. You would probably end up getting nothing, indeed if on the other side there was a minimum of willingness to collaborate with you, it could be stifled by the tense atmosphere that would cause a too abrupt and direct message. Remember: good manners come first!
Say goodbye in a reminder email
Once you have written the central body of the email, it is time to choose the form of leave more fitting. As you say goodbye, try to be consistent with the tone used in the rest of the message: for example, if you used a form of greeting, such as “Dear Mr.“, It would be appropriate to conclude the email with the formula”With best regards” or “Kind regards“; while if you used a less formal opening greeting, such as “Dear Mr.” or “Good morning sir.“, It would be appropriate to conclude the message with a greeting like”Good continuation” or “Have a good day“.
As this is a reminder email, take this opportunity to encourage the recipient to reply as soon as possible. Before the final greeting, perhaps you could insert a sentence in which you tell the person that you are available to answer any doubts and clarifications and, after having done this, conclude with the greeting “Waiting for your kind reply, I send you my greetings“.
Once you have chosen the form of leave that best suits your email, insert the comma immediately after the greeting, go back, affix yours simple signature (name and surname only) or, if you prefer, the complete signature (complete with contact information) and send the message