How to Write a Reminder Email – with Samples - Flowrite

Learn why reminder emails should be friendly, gentle, and kind, yet professional and ... Also, don't write one of those "Just a reminder… Typeform x SuperchargeyourdailycommunicationFlowriteturnswordsintoready-to-sendemails,messagesandpostinyourpersonalstyle.ExploreFlowriteJoin30,000+others Refreshifyouwanttosubmitanotheremail.Oops!Somethingwentwrongwhilesubmittingtheform.Apr15,2021WritingHowtowriteareminderemail–withsamplesLearnwhyreminderemailsshouldbefriendly,gentle,andkind,yetprofessionalandpolite–andwriteyourownwiththehelpofourreminderemailsamples.LawrieJonesWriterWhetherit'samissingpayment,anurgentmeeting,oraleaverequest,sometimes,you'llneedtosendareminderemail.Reminderemailsshouldbepolite,professional,andpersuasive–gettingyourpointacrosswhileremainingontherightsideofrudeness.Bytheendoftheemail,therecipientshouldknowexactlywhattheyneedtodoandwhen.‍Friendlyreminderemailsarenotoriouslytrickytonail,butthatdoesn'tneedtobethecase.Byreadingthisguideandfollowingourprinciplesforwritingareminderemail,you'llbeabletosendagentlereminderinminutes.Whatisareminderemail?Therearenumerousreasonswhyyoumayneedtosendareminderbyemail.Someofthoseincludeconfirmingattendanceatanupcomingmeetingorinterview,highlightinganunpaidinvoice,orlatework.Emailremindersaretypicallysplitintotwotypes:Anemailsentbeforesomethinghashappened–afriendlyreminderthatameetingisduetohappen,forinstance.Anemailreminderaftersomethinghasfailedtohappen–areminderthataninvoicehasn'tbeenpaidbytheduedate,forexample.Areminderemailhasasinglepurpose:togetsomeonetoact. Whetherit'semailingyouback,callingyouback,sendingyouthework,orpayingyourbill.Attheendoftheemail,theymustknowwhatyouwantthemtodo,howyouwantthemtodoit,andwhen.It'sthatsimple,sowhydosomanyofusfindwritingpolitereminderemailssohard?It'sthemediumthatmakesthemessageachallenge.Unlikephonecalls,emailispassive.Removingthehumanelementcancausecomprehensionproblemsandleadtoavoidanceandalackofaction.Peoplefinditeasiertoignoreanemailthanaphonecall.Sowhatcanyoudo?Whetheryou'recorrespondinginabusinesscapacityorapersonalone, writingaprofessionalemail isanessentialskillyouhavetomaster.Whenwritingareminderemail,thechallengeistostriketherightbalancebetweenbeingprofessional,polite,andpersuasive.Friendlyreminderemailsshouldadheretoemailetiquette'sformalrulesbutensurethatthere'snoroomforconfusion.‍Academicsstudyingemails haveconcludedthatusingthe"appropriatetoneandattitudeinemailscanhelpmitigatethechallengesthemediumpresents."Bybeingprofessional,polite,andpersuasiveyetkind,youcangetpeopletorespond.Ontheotherhand,youremailislikelytobeignoredifitcomesoffasrude,aggressive,orambivalent.Whyarefriendlyreminderemailsimportant?Writingpolitereminderemailsisanecessityinourpersonalandprofessionallives.Emailsarethebusinesscurrencyoftheworld,withover 300billionelectronicmessages senteveryday.Theaverageworkerreceives 121emailsaday,andit'sestimatedthatanincredible(orshocking) 35%ofthesebusinessemailsgounread.Theyalsohave 651unreademailsintheirinbox.That'salotofmissedmessagesandunhappysenders.Howmanyhaveyougot?Ifyoufindyourselfdrowningindigitalcommunications,don'tdespair. ResearchfocusingonR&DinUSfirms foundthat"Innovationadministratorshaveahighernumberofdirectcontacts,aremorecommittedinconversationsandreceivemoremessagesthantheysend."Theyalsofoundthatinnovativepeopleweremorelikelytorespondpromptlyandprofessionally.Whenyouconsiderhowlongittakestoopen,readandrespondtoanemail,it'sunsurprisingthatevenessentialcorrespondencecanbemissed.Butmissingemailscantranslateintolostrevenue,withthe averageUKSMEhavingatleastfiveoutstandinginvoices,atanaverageof$11,700.Howmanyoverduepaymentreminderemailshaveyousent?Respondentsmaynotbeignoringyouremailonpurpose.Infact,increasinglysensitivespamfilterscanstickyourcrucialcorrespondenceinajunkfolder–especiallyifitcontainsanattachment.Friendlyreminderemailscanbechallengingtowriteandawkwardtoreceive,sokeepthemconcise. Therecipientneedstodotwothings: Readtheemailandrespond.It'sthatsimple,sothere'snoreasontoovercomplicatesendingthem.HowtowriteareminderemailReminderemailsshouldbeshort,snappy,andtothepoint.Youwantthepersontodosomething,soyoumustbeclear.Youmustbeassertiveandavoidbeingrude.Comingoffasimpoliteisthefastestwayforyouremailtogetdismissedaltogether.Intermsoftone,werecommendyoubeingformalwhensendingkindreminderemails.Ifyou'redealingwithsomethingserious,suchasanunpaidinvoice,youmayneedtorefertotheemailagaininthefutureorevenuseitasevidence,sobeaspoliteaspossible.Ourresearchhasfoundthattherearesixcrucialcomponentsofsuccessfulreminderemails: SubjectlineGreetingSituationSolutionActionSign-offLet'slookattheseingreaterdetailstep-by-step.1.SubjectlineWerecommendbeingclearinyourreminderemailsubjectlines.Oursamplebelowmeanstherecipientcanhavenodoubtwhattheemailisabout. To [email protected] Reminder:Unpaidinvoiceno:SC0856 2.EmailgreetingBeingpoliteandprofessionalistherightapproach.Wewon'tgotoodeepintothenuancesofemailgreetings,butreadourguideon howtostartaprofessionalemail ifyouwanttolearnmore.  To [email protected] Reminder:Unpaidinvoiceno:SC0856 DearSarah, 3.SituationExplaintheproblemandbespecific.Includereferences,dates,anddetails.Beclearandunequivocal. To [email protected] Reminder:Unpaidinvoiceno:SC0856 DearSarah, Iamcontactingyouaboutourunpaidinvoice(SC0856).Wesenttheinvoiceon1January2021.Ourstandardspaymenttermsare28days.Theamountoutstandingis$240. 4.SolutionWe'llbeabitmorekindinthisreminderemailsamplethanyounecessarilyneedtobe.Still,oftenithelps–particularlyifyou'reasmallbusinessandthepersonyou'recommunicatingwithisavaluedclientorcustomer. To [email protected] Reminder:Unpaidinvoiceno:SC0856 DearSarah, Iamcontactingyouaboutourunpaidinvoice(SC0856).Wesenttheinvoiceon1January2021.Ourstandardspaymenttermsare28days.Theamountoutstandingis$240. Pleasecanyoupaytheinvoiceimmediately.Weareasmallbusinessandrelyonourcustomerstopaypromptly.Thisensureswecancontinuetosupportyouandyourbusiness. Sometimestheremaybelegitimateexcusesastowhyanemailorinvoiceisignoredorunpaid.Beingpoliteandprofessionalgivesyouthebestchanceofachievingasatisfactoryoutcome. 5.ActionTelltherecipientexactlywhatyouwantthemtodo.Ifyouwantthemtopayyou,tellthem.Ifyouwanttosetadate,doso.Butresistmakingthreatsorbecomingangry.It'slesslikelythatyouwillachievetheoutcomeyouwantifyoudo. To [email protected] Reminder:Unpaidinvoiceno:SC0856 DearSarah, Iamcontactingyouaboutourunpaidinvoice(SC0856).Wesenttheinvoiceon1January2021.Ourstandardspaymenttermsare28days.Theamountoutstandingis$240. Pleasecanyoupaytheinvoiceimmediately.Weareasmallbusinessandrelyonourcustomerstopaypromptly.Thisensureswecancontinuetosupportyouandyourbusiness. Iwouldappreciateitifyoucouldletmeknowwhenyouhavepaidtheinvoice.Ifyouareexperiencingproblemspaying,pleasecontactmeassoonaspossible.  Inthecaseofconsistentlatepayers,youmaywishtospecifyadateforpayment.Insomecases,youmaywanttoexplaintheconsequencesifsomeonedoesn'tkindlyrespondtoyou.Itcouldbethatyouoffertheirinterviewslottosomeoneelseorbeginformalproceedingstorecoverlostrevenue.Again:Ifyou'reclearaboutwhatyouwant,thereisnomarginformisunderstanding. 6.Emailsign-offEndyouremailformallyandpolitely.Ifyouneedareminderon howtoendanemailprofessionally,checkoutourguide.  To [email protected] Reminder:Unpaidinvoiceno:SC0856 DearSarah, Iamcontactingyouaboutourunpaidinvoice(SC0856).Wesenttheinvoiceon1January2021.Ourstandardspaymenttermsare28days.Theamountoutstandingis$240. Pleasecanyoupaytheinvoiceimmediately.Weareasmallbusinessandrelyonourcustomerstopaypromptly.Thisensureswecancontinuetosupportyouandyourbusiness. Iwouldappreciateitifyoucouldletmeknowwhenyouhavepaidtheinvoice.Ifyouareexperiencingproblemspaying,pleasecontactmeassoonaspossible.  Sincerely, Andrew ReminderemailsamplesHerearesomestandardandrelativelygentleemailremindersamplesthatyoumightfindhelpful.Theyalsousethesix-pointframeworkwe'veestablishedabove.Whetheryoudrawinspirationfromourexamplesornot,alwaysrememberthecoreaspectsofakindreminderemailthatwe'velaidoutinthisblog.GentlereminderemailtobossAgentleemailremindertoyourbosscanbeasensitivesubject,buttheprincipleisstillthesame.Keepitprofessional,polite,andpersuasive.ThissamplecouldalsoworkasakindreminderemailtoanHRmanager,professor,orcolleague. To [email protected] Re:LeaverequestforAugust HiDavid, Irecentlysentyoualeaverequestfortheweekof1Augustto5August2021.I'mhopingtobookaholidaywithmyfamily. Pleasecanyouconfirmwhethermyleaverequesthasbeengrantedwhenyoucan?  OnceIhaveyourapproval,I'llbeabletobooktheholiday.Ifyouwouldliketodiscussmyrequest,pleaseletmeknowassoonasyoucan. Best, George ReminderemailtoclientSometimes,aprojectcanbeheldupifaclient,contractor,stakeholder,orsomeoneelsefailstoplaytheirpart.Agentlereminderemailtoaclientcangetyourprojectbackontrack. To [email protected] Re:Projectplansignoff HiSusan, I'mgettingintouchtoconfirmwhetheryoureceivedourprojectplan? Theprojectdocumentisacrucialpartofthestrategywe'vecreatedforyouandneedsyoursign-offbeforewestartworking. Ifyoucanreviewthedocumentandletmeknowifyou'rehappywithit,wecanbegin. Ifyouhaven'treceivedthedocumentsorhaveanyquestions,pleasecontactmeassoonaspossible.I'dbehappytotalkyouthroughitandprovideanyadditionalinformationyoumayrequire.  Bestregards, Karen EventreminderemailEventreminderemailsarenecessarytoensureyoureventisasuccess.You'lllikelybesendingoutquiteafewofthese,sothisreminderemailsampleisreassuringlyshort,sweet,andtothepoint. To [email protected] Secureyourspot:Managingchangeinatimeofcrisison1Sep DearRupert, I'mcontactingyoutoconfirmyourattendanceatourevent,'Managingchangeinatimeofcrisis',whichtakesplaceon1September2021. Theeventhasprovedtobepopular,andplacesareindemand.Toconfirmyourspot,pleaserespondinwritingbyreplyingtothisemail.Onceyouhaveconfirmedyourattendance,wewillprovideyouwithallthedetailsyouneedfortheevent. Ifwedonothearfromyouby1August2021,wewillassumeyouarenotattendingandofferyourplacetosomeoneelse.  Kindregards, Emma MeetingreminderemailMeetingrequestsshouldalwaysbepersonalized.Youcanbemorespecificabouttheimportanceofameetingandtheimplicationsofnotattendingcomparedtotheeventemail.Thisexamplecanalsobeturnedintoanappointmentreminderemail. To [email protected] Reminder:Contractreviewmeetingon16May DearStephen, Youhavebeeninvitedtoameetingtodiscussyourcurrentcontractfrom10:00am–11:30amon16May2021. Iwouldbegratefulifyoucouldconfirmtometodaythatyoucanattendthemeeting. Themeetingisachanceforyoutodiscussyourcurrentcontractandanypotentialchallengesyoumayhavehadwithourservice.Ifthetimeordateisinconvenient,pleaseletmeknowassoonaspossibletomakealternativearrangements. Sincerely, Philip OverduepaymentreminderemailPaymentremindersare(sadly)alltoocommon,withlatepayersaproblemfacingallbusinesses.Thekeyhereistoremoveemotionandresistthetemptationtogetangry.Statethefacts,givethemtheoutcomesandtellthemwhatyouneedthemtodo.  To [email protected] Unpaidinvoice:PR00989 DearAndrea, Iamcontactingyouaboutourunpaidinvoice(PR00989).Wesenttheinvoiceon14February2021.Ourstandardpaymenttermsare28days.Theamountoutstandingis£300. Pleaseconfirmthatyouhavereceivedthisemailandletmeknowwhenwecanexpecttoreceivepayment.Ifwedonotreceivethepaymentwithin7days,wemaynotbeabletocontinuetoprovideourservices. Ifyouareexperiencingdifficultiesmakingapayment,pleasecontactmeusingmyemailaddressordirecttelephonenumber. Sincerely, Saul 5commonemailremindermistakes–andhowtoavoidthemThesamplesaboveshouldprovidesomevaluableguidelinesonhowtostructurefriendlyreminderemails.Beforewesign-off,herearefivecommonemailremindermistakesandhowyoucanavoidthem.1.GettothepointBefriendlybutfirm.You'rewritingareminderforareason,sogettothepointquickly.Bedetailed,specific,andstructured.2.AvoidembarrassmentYouknowtheyreceivedtheemail(andtheyprobablydotoo),butdon'tnameandshame.Keepyourgentlereminderemailspolite,friendly,andfocused.3.NeverapologizeIt'seasytoapologize(it'swhatwedo,right?),butitwon'thelpyouremailreminder.Ifyouwantto,youcansoftentheblowalittle(youmayhavemissedmypreviousemail),butyoudon'tneedto.Also,don'twriteoneofthose"Justareminder…"emails.4.ProvideasolutionAlwaysbeclearaboutwhatyouwanttherecipienttodo.Youwantaresponseandanactionthatdeliverstheoutcomeyouwant.Tellthepersonwhatyouwantthemtodoandbywhen.5.EncouragecommunicationInsomecases,theremaybelegitimatereasonswhysomeoneisn'trespondingtoyou.Providemultipleopportunitiesandpromptstoencouragethemtoreplytoyou.Iftheydon'twanttoemailyou,offerachancetoreachyouviaphone.Stillwonderingabouthowtowriteagentlereminderemail?WithFlowrite,youcanturnshortbulletpointsintoaready-to-sendreminderemailwithAI.Requestearlyaccesstosendfriendlyreminderemailsfasterthanever. SuperchargeyourcommunicationwithFlowriteTurnwordsintoready-to-sendemailsandmessages.ExploreFlowrite Howtowriteafollow-upemail–withsamples&template Learnhowtowriteafollow-upemailafternoresponsewiththehelpofourfollow-upemailsamplesandtemplate. Howtowriteaprofessionalemail–5easysteps&5bestpractices Learninghowtowriteaprofessionalemailisaninvestmentinyourcareerandthesesimplesteps,bestpractices,andexampleswillhelpyougetstarted. - - SuperchargeyourdailycommunicationExploreFlowrite Refreshifyouwanttosubmitanotheremail.Oops!Somethingwentwrongwhilesubmittingtheform. Sharethearticle RelatedarticlesNoitemsfound.Weusecookiestoanalyzesiteperformanceanddeliverabetterexperienceforvisitors.Learnmore.Gotit!Fastercommunicationawaits Thankyou!Yoursubmissionhasbeenreceived!Oops!Somethingwentwrongwhilesubmittingtheform.ProductupdatesReadthelatest→AboutFlowriteGettoknowus→CompanyupdatesWritingProductivityBlogGettheinsights→#flowrittenProductProducttourBrowserextensionWebappExamplesBetaloginCompanyAboutProductupdatesBlogCareersWe'rehiring!FAQMoreWallofLovePrivacyContact