It’s one of the most important tools to manage your time efficiently. Knowing how best to send a reminder email is a great way to do that.
This email is great for reminding people about important events, missed payments, job application status, and other matters.
It would help if you used the right tone and timing to make your message seem friendly and helpful, not pushy and impatient.
An email reminder can be a great way to job Interview reminder letter of important date and time when their week is jam-pack.
It is not something that anyone likes to forget or cancel meetings. However, 31% of respondents say that the best day at work would be one without replying to emails. Message can get lost or forgotten.
The recipient of an email reminder should be able to identify the purpose, what it is for, and what they must do.
A well-written reminder can reduce the chances of missing appointments or missing deadlines.
You will look professional and proactive without appearing pushy.
Send a friendly reminder email.
It is best to send reminder emails when you have an important deadline or are preparing for something. For:
Notifying others about upcoming events or meetings.
Follow up on invoices and payments
Notifying people of missed deadlines.
When applying for and interviewing for a job, it is important to keep your mind at the forefront.
Whatever the purpose of the email, it is important to remember the tone and timing.
Every friendly reminder email must be professional, polite, and concise.
A reminder email to remind someone of a miss deadline should be toned differently than reminding them when they can meet for coffee.
You can use plain and understandable language if the situation demands immediate action (e.g., missed deadline).
Add “Action Required,” Request, or “Reminder” in your subject line to grab attention and get the recipient moving.
Although the active language is good form, it is not recommend to capitalize your entire subject line.
If the rest of your message remains friendly and conversational, all caps can make you appear aggressive or out of place.
You can use active words, but they are less urgent for casual reminders.
These subject lines include phrases such as “Following up,” “Checking in,” or “Next Steps.”
A friendly reminder email does not have to be tone down.
Timing is also important. There’s no one best time to send reminder emails in every situation.
Next meeting: A day to two days in advance. Allow people attending the meeting to prepare for it a few days in advance.
You may send multiple reminders to build excitement and ensure everyone is aware of the time and schedule.
Next deadline: Variable depending on the project.
For a more complex task, give people more time, and for a simpler task, less time.
Payments past due or due by the deadline: One day after the due date. It’s important to remind people of this when they’re most likely to remember it and to let them know that you are waiting for them to act.
Job Application: You must wait for five to ten business days before following up with the Muse.
You can check with the person who recommended you for the job before you reach out to the HR department or the hiring manager.
This may seem like a long wait, but we discovered that 44% of applicants hear back from employers within two weeks.
Only 37% receive a response within one week.
Interview: If an interview is schedule for a few weeks in advance, it is a good idea to check in the morning before to ensure that everyone has a reasonable time.
Hiring manager recommend that you wait until the time is up before you send out a reminder email to anyone who is suppose to reach you after a job interview.
Still no word? Wait five to seven days before clicking “send.”
Now that you’ve determined the best time to send reminder emails, it’s time to decide what to include to make your message friendly and receive a quick response.
Get free reminder email templates for friendly friends.
How to send a friendly reminder email
Friendly reminder emails should be polite, clear, and to the point.
While you want to be polite enough for people to take action, your messages should not be ignore. Five core elements make email reminders the best.
1. Subject line
When sending reminder emails, concise subject lines are key to success.
It is important that the recipient understands why you are reminding them and feels compelled to do so.
This is something that salespeople are well-verse in.
So why not learn a few tips from these sales email subject lines? Keep your subject line short and ensure the recipient knows it is urgent.
2. Greeting
Your greeting sets the email’s tone, so ensure you include it.
This email is meant to be friendly, so use a casual greeting such as “Hi there Danielle” or “Hey Jonathan.”
Start with “Hello Kate” if your company uses formal language.
Although “Dear” is a formal greeting for an email reminder, it’s a good idea to use it for friendly messages.
3. Context
The body of an email is where you tell the recipient why you are emailing them.
This is where you give context to the recipient about the project, deadlines, payments, meetings, or any other situation that might be need.
If it helps you clarify your message, include specific dates and names.
Also, mention any recent information about the company or person.
These are just a few examples of how this section could look:
We are close to the end of the month and quarter, so we need all invoices ASAP.
I am still working on the article Top Entrepreneurship Tip for New Founders and would love your feedback.
You’ve done a great job in the past year, thanks to the recent growth and funding of ABC Company.
4. Send an email
After you have set the scene by giving context, it is time to send your request or reminder.
You don’t want to be too lengthy or lose your recipient’s attention. It’s a good idea to include a question in your request to get an immediate response.
You can send a quote to the article by answering the following question.
Please explain why you answered it. What advice would you offer new entrepreneurs to ensure their business success this year?
5. Sign-off
Now that you have made your main point, it is time to close the conversation with a friendly goodbye.
We appreciate you reading this and taking the time to do so.
We are grateful that you prioritized this project.
Your efforts in complete this proposal were greatly appreciate.
I look forward to hearing from you.
Make sure to end your email with a closing message in the same tone.
All the best
Sincerely
Again, thanks
Regards
Many thanks
For a casual tone, wrap the email with your first and last names.
If you prefer a formal tone, use your full name. You can add your job title, company name, or contact information to give more context.
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