How to Send the Perfect Friendly Reminder Email (Without ...

Hang tight for a few days before sending another message. If it's urgent, you can follow up sooner—just make sure to keep a friendly, patient ... Logo-Full(Color) Skiptocontent English 日本語 Deutsch English Español Português Français ContactSales Login CustomerSupport About AboutUs Careers ContactUs InvestorRelations ManagementTeam Home Software Software TheHubSpotCRMPlatform AllofHubSpot’smarketing,salesCRM,customerservice,CMS,andoperationssoftwareononeplatform. FreeHubSpotCRM Overviewofallproducts MarketingHub Marketingautomationsoftware.Freeandpremiumplans SalesHub SalesCRMsoftware.Freeandpremiumplans ServiceHub Customerservicesoftware.Freeandpremiumplans CMSHub Contentmanagementsystemsoftware.Premiumplans OperationsHub Operationssoftware.Freeandpremiumplans AppMarketplace ConnectyourfavoriteappstoHubSpot.Seeallintegrations Pricing Resources Resources Education Blog Ebooks,Guides&More FreeCourses&Certifications InboundMethodology WhyHubSpot? CaseStudies WhyChooseHubSpot? 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Startfreeorgetademo Sales|6minread HowtoSendthePerfectFriendlyReminderEmail(WithoutBeingAnnoying) WrittenbyKatrinaKirsch Knowinghowtowriteafriendlyreminderemailisoneofthebesttoolsforbeingefficientwithyourtime.It'sperfectfornudgingpeopleaboutupcomingmeetings,missedpayments,jobapplications,importantevents,andmore. Buttocomeacrossasfriendlyandhelpful,insteadofimpatientandpushy,youhavetolandontherighttoneandtiming. Ifyougetbothright,anemailremindercanactuallybearelieftorecipientswhentheweekgetsjam-packed.Noonelikestomissdeadlinesorreschedulemeetings.Butsince31%ofpeoplesaythebestworkdaywouldbeadaywithoutrespondingtoemails,messagesareboundtogetlostorforgotten. Ineveryreminder,therecipientshouldknowexactlywhattheemailisfor,whattheyneedtodo,andbywhen.Awell-writtenreminderwillcutdownonthenumberofmissedappointmentsanddeadlines.Itwillalsomakeyoulookproactiveandprofessional,withoutbeingpushy.Here'showtogoaboutit. WritingaFriendlyReminderEmail Friendlyreminderemailsarebesttosendwhensomethingimportantiscominguporwhenadeadlinehasbeenmissed.Reminderemailsareidealfor: Notingupcomingmeetingsorevents. Followinguponinvoicesorpayment. Remindingpeopleaboutmisseddeadlines. Gettingbackintouchaboutaproject. Stayingtopofmindwhenapplyingandinterviewingforajob. Nomatterthepurpose,themainthingstokeepinmindarethetoneandtimingofyouremail. Thetoneofeveryfriendlyreminderemailshouldbepoliteandprofessionalbuturgentandtothepoint.Nudgingsomeoneaboutamisseddeadlinerequiresadifferenttonethanremindingacolleaguewhentomeetforcoffee.Ifthesituationrequiresimmediateaction,likeamisseddeadline,youcanuselanguagethat'stothepoint,yetkindandunderstanding. Adding"ActionRequired","Request",or"Reminder"toyoursubjectlinedrawsattentionimmediatelyandcanjumpstarttherecipientintoaction.Whileactivelanguageisconsideredgoodform,capitalizingyourentiresubjectlineistypicallynot.Allcapscancomeacrossasaggressiveandoutofplace,especiallyiftherestofyourmessageisfriendlyandconversational. Formorecasualreminders,choosewordsthatareactivebutlessurgent.Subjectlinesthatincludephraseslike"FollowingUp","CheckingIn",or"NextSteps"areeffectiveinthesesituations. Thetoneisjustoneelementofafriendlyemailreminder.Youalsoneedtogetthetimingjustright.Thereisn'tasinglebesttimeforeachsituation,butthesearethemostcommontimeframesforeachreminderemail. Upcomingmeeting:Onetotwodaysaheadoftime.Givepeopleinvolvedinthemeetingafewdaysofleadtime,astheymayhaveitemstoprepbeforehand. Upcomingevent:Threeto14daysbeforetheevent.Youmaywanttosendmultipleremindersleadinguptotheeventtobuildenthusiasmandmakesureeveryoneisclearaboutthetimingandscheduling. Upcomingdeadline:Variesbyproject.Givepeoplemoretimeforacomplexprojectandashortertimeframeforasimpletask. Pastduepaymentordeadline:Onedayaftertheduedate.Youwanttoremindpeoplewhenit'stopofmindandshowthatyou'rewaitingforthemtotakeaction. Jobapplication:TheMuserecommendswaitingfiveto10businessdaysbeforefollowingup.Ifsomeonerecommendedyoufortheposition,checkinwiththemforinsightbeforereachingouttotheHRteamorhiringmanager.ThismayseemlikealongtimebutIndeedfoundthat44%hearfromemployerswithinacoupleofweeksofapplyingandonly37%hearbackwithinoneweek. Jobinterview:Ifaninterviewhappenstobescheduledafewweeksout,it'sbesttocheckinthedaybeforetomakesurethetimestillworksforeveryoneinvolved.Ifsomeonewassupposedtocontactyouafterajobinterview,hiringmanagerssuggestwaitinguntilaftertheagreed-upontimelinetosendareminderemail.Stillnoword?Waitfivetosevendaysbeforehitting"send." Nowthatyouknowtheperfecttimetosendeachreminderemail,it'stimetofigureoutwhattoincludesoyousoundfriendlyandgetaquickreplyback. HowtoSendaFriendlyReminderEmail Allfriendlyreminderemailsshouldbeclear,kind,andtothepoint.Youwanttobepoliteenoughtoencouragepeopletotakeactionbutnotsopassivethatpeopleignoreyourmessage.Thebestemailremindershavefivecoreelements. 1.SubjectLine Succinctsubjectlineswillgetyoufarwhensendingreminderemails.Therecipientshouldknowwhyyou'resendingareminderandfeelcompelledtoact.Salespeopleknowthisbetterthananyone,sowhynottakeatiportwofromthesecatchysalesemailsubjectlines?Themainideaistokeepyoursubjectlinebriefandaddurgencysotherecipientknowsit'stime-sensitive. 2.Greeting Agreetingsetsthetoneforthebodyofyouremail,sodon'tskipoverit. Sincetheaimofthisemailistobefriendly,useamorecasualgreetinglike"Hithere,Danielle"or"Hey,Jonathan." Ifyourcompanytendstousemoreformallanguage,startoffwith"Hello,Kate." Beginningwith"Dear"isgenerallytooformalforafriendlyemailreminder,butstickwithitifthat'syourcompany'sdefaultgreeting. 3.Context Thebodyofyouremailiswhereyoulettherecipientknowwhyyou'reemailingthem.Here'swhereyouprovidecontextabouttheproject,deadline,payment,meeting,orwhateversituationneedsanudge.Includespecificnamesanddatesifithelpsclarifyyourmessage,andmentionarecenttidbitaboutthepersonorcompany.Hereareafewexamplesofwhatthissectioncanlooklike: Withtheendofthemonth(andthequarter)fastapproaching,we'dliketogetallinvoicesinassoonaspossible. I'mstillworkingonthearticle,TopEntrepreneurshipTipsforNewFounders,andwouldlovetoincludeyourthoughtsinthepiece.WithABCcompany'srecentfundingroundandgrowth,you'venavigatedthepastyearsowell. I'mcheckingintoremindyouabouttheupcomingQ4ContentPlanningmeetingscheduledforthisWednesday,August1at2p.m.EST.Lookingforwardtostartingitoffwithyouranalyticsreport. Asyouprepareforthepresentation,pleaseremembertosendtheslidesyou'dliketoincludebytheendofthedayonMonday,July30.Doesthisstillworkforyou? 4.Request Onceyou'vesetthestagebyprovidingcontext,it'stimetoslideinyourreminderorrequest.Don'tgettoolong-windedhereoryoumaylosetherecipient'sattention.Ifyouwantanimmediateresponse,it'shelpfultowrapyourrequestwithaquestiontoencouragepeopletotakeactionrightaway. Pleasesendyourinvoiceforallworkfromourmostrecentcontracttoyouremail@email.comandCCme.Ifyouhaveanyquestions,youcanreachmeat(222)222-2222. Ifyou'dliketosendinaquoteforthearticle,pleaseshareyouranswertothefollowingquestionandexplainyourreasoningbehindit.Whattipwouldyougivenewentrepreneurstohelpthemsuccessfullyruntheirbusinessthisyear? 5.Sign-off You'vemadeyourmainpointandrequest,soit'stimetosignoffwithafriendlyclosing. Thankyoufortakingthetimetoworkthroughthis. Thankyouforprioritizingthisproject. Iappreciateyoureffortaswefinishthisproposal. Ilookforwardtohearingfromyou. Remembertoincludeaclosingsign-offthatfollowsthesametoneastherestofyouremail. Allthebest Sincerely Thanksagain Regards Thanks Wrapuptheemailwithyourfirstnameforafriendlytone,oryourfullnameforamoreformaltone.Ifyouneedtoprovideadditionalcontext,includeyourjobtitle,companyname,orcontactinformationafteryourname. FriendlyReminderEmailTemplate Draftingyourfirstfewreminderscanbedaunting.Luckily,thisreminderemailtemplatemakesitsimpletofillintheblanksandsendoffawell-wordedmessage.Youcanalsoeasilycustomizethistemplatetosuityourneeds. Tousethetemplate,simplycopyandpastethetext,andfillintheblankswithyourcopy.Remembertoreadthroughthefinalversionbeforesendingittoensurepropergrammarandflow. Hi[RecipientName], Thanksfor[ReferenceaSpecificNicety]. The[RelevantTeam]ispreppingforthe[MeetingName]thiscoming[Day],[Date]at[Time].We'reexcitedtohearyourideasfor[RecipientConnectiontoMeeting].Tomakeeverythingrunsmoothly,I'maskingeveryoneto[YourRequest]by[Date]at[Time]. Iappreciate[RelevantSentiment]. Allthebest, [YourName] FriendlyReminderEmailExample Here'swhattheabovetemplatelookslikewhenfilledin.Remembertoincludespecificrequests,timelines,ordatestoensurethere'snoconfusiononwhatyouneedthepersontodoandbywhen. HiJack, Ihopeyourweekisgoingwell. TheEditorialteamispreppingfortheQ4ContentPlanningmeetingthiscomingThursday,August26that11amET.We'reexcitedtohearyourideasforcombiningourMarketingandEditorialeffortsfortheannualholidaycampaign. Tomakeeverythingrunsmoothly,I'maskingeveryoneinvolvedtosubmittheirpresentationslidesbyMonday,August23rdat5pmET.Ifyouhaveanyquestions,pleasesendthemmyway. Iappreciateyourtimehereandlookforwardtohearingyourideas. Allthebest, Katrina Onceyousendyouremailoff,allthat'sleftistowaitforaresponse.Thetrickypartisknowingwhethertosendanadditionalfollow-upemail. Whileit'sfrustratingtohavetosendasecondorthirdreminderemail,rememberthatpeoplehavealotgoingon.Hangtightforafewdaysbeforesendinganothermessage.Ifit'surgent,youcanfollowupsooner—justmakesuretokeepafriendly,patienttone.Peoplewillbemorereceptivetoyourrequestandappreciativeofthenote,whichisexactlywhatreminderemailsareallabout.   OriginallypublishedJul20,20216:00:00AM,updatedJuly202021 Topics: SalesEmails Don'tforgettosharethispost! RelatedArticles 20LessAnnoyingSynonymsandAlternativesto"PleaseFindAttached" Sales  |15minread SPF,DKIM&DMARC:WhySalesTeamsShouldFollowTheseEmailProtocols Sales  |4minread HowtoLeverageSegmentationtoBoostColdEmailing Sales  |5minread ExpandOffer ctaSalesPlanTemplate Getitnow Getitnow DownloadforLater