Over 319 billion emails are despatched day by day, whereas the common open fee is 16.97% throughout all industries. That signifies that billions of emails get missed in inboxes in every single place. So what are you able to do to get your message opened with out being pushy or spammy? By sending pleasant reminder emails.
Figuring out how you can write a pleasant reminder e mail is without doubt one of the greatest instruments for nudging individuals about upcoming conferences, missed funds, job purposes, necessary occasions, and extra. And when carried out proper, one is usually a aid to recipients for those who land the precise tone and timing.
On this put up, we’ll clarify how you can go about e mail reminders in a pleasant method and share some stellar examples and templates that will help you alongside the best way. And for those who’re in a pinch, bounce to the knowledge you want:
Writing a Pleasant Reminder E-mail
Pleasant reminder emails are greatest to ship when one thing necessary is developing or when a deadline has been missed. Reminder emails are perfect for:
- Noting upcoming conferences or occasions.
- Following up on invoices or funds.
- Reminding individuals about missed deadlines.
- Getting again in contact a couple of venture.
- Staying high of thoughts when making use of and interviewing for a job.
Regardless of the aim, the principle issues to bear in mind are the tone and timing of your e mail.
The tone of each pleasant reminder e mail ought to be well mannered {and professional} however pressing and to the purpose. Nudging somebody a couple of missed deadline requires a special tone than reminding a colleague when to fulfill for espresso. If the scenario requires instant motion, like a missed deadline, you need to use language that is to the purpose but understanding.
Including “Motion Required”, “Request”, or “Reminder” to your topic line attracts consideration instantly and may jumpstart the recipient into motion. Whereas lively language is sweet kind, capitalizing your whole topic line is usually not. All caps can come throughout as aggressive and misplaced, particularly if the remainder of your message is pleasant and conversational.
For extra informal reminders, select phrases which can be lively however much less pressing. Topic traces that embody phrases like “Following Up”, “Checking In”, or “Subsequent Steps” are efficient in these conditions.
The tone is only one factor of a pleasant e mail reminder. You additionally must get the timing good. There is not a single greatest time for every scenario, however these are the commonest time frames for every reminder e mail.
How lengthy must you wait earlier than sending a reminder e mail?
- Upcoming assembly: One to 2 days forward of time. Give individuals concerned within the assembly a couple of days of lead time, as they might have gadgets to prep beforehand.
- Upcoming occasion: Three to 14 days earlier than the occasion. You possibly can ship a number of reminders main as much as the occasion to construct enthusiasm and guarantee everybody is obvious in regards to the timing and scheduling.
- Upcoming deadline: Varies by venture. Give individuals extra time for a fancy venture and a shorter timeframe for a easy process.
- Overdue cost or deadline: In the future after the due date. You wish to remind individuals when it is high of thoughts and present that you just’re ready for them to take motion.
- Job software: The Muse recommends ready 5 to 10 enterprise days earlier than following up. If somebody really helpful you for the place, test in with them for perception earlier than contacting the HR group or hiring supervisor. This will look like a very long time however Certainly discovered that 44% hear from employers inside a few weeks of making use of and solely 37% hear again inside one week.
- Job interview: If an interview is scheduled a couple of weeks out, it is best to test within the day earlier than to make sure the time nonetheless works for everybody concerned. If somebody is meant to contact you after a job interview, hiring managers recommend ready till after the agreed-upon timeline to ship a reminder e mail. Nonetheless no phrase? Wait 5 to seven days earlier than hitting “ship.”
Now that you realize the proper time to ship every reminder e mail, it is time to determine what to incorporate so that you sound pleasant and get a fast reply again.
Learn how to Ship a Pleasant Reminder E-mail
All pleasant reminder emails ought to be clear, type, and concise. You wish to be well mannered sufficient to encourage individuals to take motion however not so passive that folks ignore your message. One of the best e mail reminders have 5 core components.
1. Topic Line
A very good topic line will get you far when sending reminder emails. The recipient ought to know why you are sending a reminder and really feel compelled to behave. Salespeople know this higher than anybody, so why not take a tip or two from these catchy gross sales e mail topic traces? The primary thought is to maintain your topic line transient and add urgency so the recipient is aware of it is time-sensitive.
2. Greeting
A greeting units the tone for the physique of your e mail, so do not skip over it.
- Informal Greeting: Use a extra casual greeting like “Hello there, Danielle” or “Hey, Jonathan.”
- Formal Greeting: If your organization makes use of extra formal language, begin with “Hey, Kate.”
- Particular Exception Greeting: Starting with “Pricey” is usually too formal for a pleasant e mail reminder, however keep it up if that is your organization’s default greeting.
3. Context
The physique of your e mail is the place you let the recipient know why you are emailing them. This is the place you present context in regards to the venture, deadline, cost, assembly, or no matter scenario wants a nudge. Embrace particular names and dates if it helps make clear your message, and point out a latest tidbit in regards to the particular person or firm. Listed below are a couple of examples of what this part can seem like:
- With the tip of the month (and the quarter) quick approaching, we might wish to get all invoices in as quickly as doable.
- I am nonetheless engaged on the article, Prime Entrepreneurship Ideas for New Founders, and would love to incorporate your ideas within the piece. With ABC firm’s latest funding spherical and progress, you have navigated the previous 12 months so properly.
- I am checking in to remind you in regards to the upcoming This fall Content material Planning assembly scheduled for this Wednesday, August 1 at 2 p.m. EST. Trying ahead to beginning it off along with your analytics report.
- As you put together for the presentation, please bear in mind to ship the slides you need to incorporate by the tip of the day on Monday, July 30. Does this nonetheless be just right for you?
4. Request
As soon as you have set the stage by offering context, it is time to slide in your reminder or request. Do not get too long-winded right here or it’s possible you’ll lose the recipient’s consideration. If you would like a right away response, it is useful to wrap your request with a query to encourage individuals to take motion immediately.
- Please ship your bill for all work from our most up-to-date contract to youremail@e mail.com and CC me. If in case you have any questions, you may attain me at (222) 222-2222.
- If you would like to ship in a quote for the article, please share your reply to the next query and clarify your reasoning behind it. What tip would you give new entrepreneurs to assist them efficiently run their enterprise this 12 months?
5. Signal-off
You have made your foremost level and request, so it is time to log off with a pleasant closing.
- Thanks for taking the time to work by this.
- Thanks for prioritizing this venture.
- I admire your effort as we end this proposal.
- I sit up for listening to from you.
Keep in mind to incorporate a closing sign-off that follows the identical tone as the remainder of your e mail.
- All the very best
- Sincerely
- Thanks once more
- Regards
- Thanks
Wrap up the e-mail along with your first identify for a pleasant tone, or your full identify for a extra formal tone. If you have to present further context, embody your job title, firm identify, or contact data after your identify.
Pleasant Reminder E-mail Template
Drafting your first few reminders could be daunting. Fortunately, this reminder e mail template makes it easy to fill within the blanks and ship off a well-worded message. You can too simply customise this template to fit your wants.
To make use of the template, merely copy and paste the textual content, and fill within the blanks along with your copy. Keep in mind to learn by the ultimate model earlier than sending it to make sure correct grammar and circulation.
Hello [Recipient Name],
Thanks for [Reference a Specific Nicety].
The [Relevant Team] is prepping for the [Meeting Name] this coming [Day], [Date] at [Time]. We’re excited to listen to your concepts for [Recipient Connection to Meeting]. To make every little thing run easily, I am asking everybody to [Your Request] by [Date] at [Time].
I admire [Relevant Sentiment].
All the very best,
[Your Name].
If you wish to make your emailing course of even simpler, try HubSpot’s e mail scheduling characteristic to robotically ship your pleasant reminder e mail to each recipient you want — when you have to.
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Pleasant Reminder E-mail Examples
1. Pleasant Assembly Reminder E-mail
In case your group has necessary, seasonal conferences that are not sometimes a part of their weekly expectations, it might profit you to share an off-the-cuff group assembly reminder. Briefly define the subject, location, and anticipated deliverables wanted to carry the assembly correctly.
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When you ship your e mail off, all that is left is to attend for a response. The difficult half is understanding whether or not to ship a further follow-up e mail.
HubSpot is providing 30 free follow-up e mail templates to get again in contact along with your community, and under are two of our favourite pleasant follow-up examples.
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2. Pleasant Reminder for a Due Date
Professionals need to juggle many various tasks to realize their very own quotas, and assist group aim achievement. In case you’re on the lookout for a approach to gently remind them of an necessary due date or deliverable, remind them and ask in the event that they’re experiencing any roadblocks.
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3. Pleasant Reminder E-mail for Favor
Typically you may ship an off-the-cuff reminder e mail to request a favor from somebody in your community. To do that, ensure you’re grateful for what they’ve already carried out for you and that you just briefly define the advantage of the favor.
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In case you’re on the lookout for further e mail templates, obtain the remaining totally free.
Now that we have gone over the makings of reminder e mail and shared versatile examples, you are prepared to begin drafting your individual. However earlier than you go, bear in mind these previous couple of takeaways.
Pleasant Reminder E-mail Ideas
Present a transparent answer.
Your reminder ought to present a primary overview of what the recipient ought to do subsequent. This will embody transient directions or a pathway to an answer they’ll execute.
Encourage a response.
In case you suppose your earlier messages aren’t being obtained or learn, encourage your recipient to inform you after they’ve obtained your message. This ask is not onerous to meet, and it is a great way to make sure your message is obtained.
Pleasant Reminder E-mail Errors
Beating across the bush.
You wish to get to the purpose when sending a reminder, so do not litter your e mail when paragraphs that your buyer or colleagues do not wish to learn. Make your reminder clear and concise so that they know what the reminder is for quick — with out beating across the bush.
Coming throughout as unnecessarily apologetic.
It might really feel such as you’re annoying somebody if you’re resending the identical message, however there isn’t any must apologize. Let your pleasant e mail reminder be simply that, and do not feel responsible. Chances are you’ll assist somebody bear in mind an occasion or deadline they meant to attend or fulfill.
Pleasant Reminder Emails Work
Whereas sending a second or third reminder e mail is irritating, keep in mind that individuals have quite a bit happening. Cling tight for a couple of days earlier than sending one other message. If pressing, you may comply with up sooner — simply maintain a pleasant, affected person tone. Folks can be extra receptive to your request and appreciative of the be aware, which is what reminder emails are all about.
Editor’s be aware: This text was initially revealed in July 2021 and has been up to date for comprehensiveness.
