When writing a reminder email, the challenge is to strike the right balance between being professional, polite, and persuasive.
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So what can you do? Whether you're corresponding in a business capacity or a personal one, writing a professional email is an essential skill you have to master. People find it easier to ignore an email than a phone call. Removing the human element can cause comprehension problems and lead to avoidance and a lack of action. It's that simple, so why do so many of us find writing polite reminder emails so hard? It's the medium that makes the message a challenge. At the end of the email, they must know what you want them to do, how you want them to do it, and when. Whether it's emailing you back, calling you back, sending you the work, or paying your bill. An email reminder after something has failed to happen – a reminder that an invoice hasn't been paid by the due date, for example.Ī reminder email has a single purpose: to get someone to act.An email sent before something has happened – a friendly reminder that a meeting is due to happen, for instance.Some of those include confirming attendance at an upcoming meeting or interview, highlighting an unpaid invoice, or late work.Įmail reminders are typically split into two types: There are numerous reasons why you may need to send a reminder by email.
If they don't want to email you, offer a chance to reach you via phone. Provide multiple opportunities and prompts to encourage them to reply to you. In some cases, there may be legitimate reasons why someone isn't responding to you. Tell the person what you want them to do and by when. You want a response and an action that delivers the outcome you want. Provide a solutionĪlways be clear about what you want the recipient to do. Also, don't write one of those "Just a reminder…" emails. If you want to, you can soften the blow a little ( you may have missed my previous email), but you don't need to. It's easy to apologize (it's what we do, right?), but it won't help your email reminder. Keep your gentle reminder emails polite, friendly, and focused. You know they received the email (and they probably do too), but don't name and shame. You're writing a reminder for a reason, so get to the point quickly. Before we sign-off, here are five common email reminder mistakes and how you can avoid them.
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The samples above should provide some valuable guidelines on how to structure friendly reminder emails. 5 common email reminder mistakes – and how to avoid them
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