Home Language Learning The best way to Write a Skilled Reminder Electronic mail

The best way to Write a Skilled Reminder Electronic mail

The best way to Write a Skilled Reminder Electronic mail


People have imperfect reminiscences. That’s why reminder emails exist. All through your profession, you’ll doubtless write a number of reminder emails. These are emails that point out subjects which were mentioned earlier than, akin to skilled requests, conferences, and dialogue factors, to forestall the recipient from forgetting about them. Reminder emails are additionally helpful in your non-professional life, whether or not it’s asking somebody to RSVP for an occasion, planning for a visit, or nudging somebody about an appointment.

What’s a reminder e mail?

A reminder e mail is distributed to remind the recipient to take a selected motion or to make sure they haven’t forgotten one thing. In skilled and educational arenas, reminder emails are sometimes despatched to ensure conferences are scheduled, paperwork are shared, info is acknowledged, and deadlines are met. Reminder emails are a kind of skilled e mail and share a couple of similarities with different kinds {of professional} emails like gross sales and follow-up emails.

When must you ship a reminder e mail?

A reminder e mail is normally a follow-up message that helps a previous e mail. For instance, when you e mail a colleague to schedule a gathering and don’t hear again, you may ship a reminder e mail to reiterate the assembly request.

Reminder emails don’t essentially must comply with emails. It’s also possible to ship one after a telephone name or an in-person dialog. At any time when it is advisable remind the recipient about one thing you’ve beforehand mentioned, a reminder e mail is suitable.

When to ship a reminder

Listed here are a couple of instance situations that may be resolved via a reminder e mail:

  • A late cost from a consumer
  • An upcoming deadline
  • Documentation that must be signed
  • An upcoming assembly
  • Occasions
  • Lapsed communication

When not to ship a reminder

Don’t ship a reminder e mail if it’s been lower than 24 hours because you despatched your preliminary e mail. Preserve this in thoughts because the minimal size of time it’s applicable to attend earlier than sending a reminder e mail—in some instances, it could be applicable to attend longer.

4 suggestions for writing a reminder e mail

Use knowledgeable tone

A reminder e mail, like several correct e mail, must be written in a direct, skilled tone. Don’t be accusatory or chiding in a reminder e mail; the purpose is to not disgrace the recipient into compliance however to easily remind them a couple of assembly, name, or one other matter that could possibly be forgotten within the fray of day-to-day skilled life.

Be direct

Along with being well mannered {and professional}, be direct. Make a selected request, akin to asking them to e mail you entry to a selected doc or to say “sure” to a scheduled assembly of their calendar, and state this request straight.

Timing is essential

An applicable period of time to attend earlier than sending a reminder e mail relies upon largely on the urgency of your message. For tight deadlines, ship reminder emails roughly 24 hours after your preliminary communication. For much less urgent points, it’s high quality to attend a couple of days earlier than sending a reminder e mail. Take into account how lengthy it’s been since your preliminary communication in addition to how a lot time you’ve gotten earlier than your deadline—if that deadline is quickly approaching, sending a reminder e mail sooner, slightly than later, might help them keep away from lacking it.

In any time-sensitive reminder e mail, embrace a transparent timeline. In your timeline, embrace the date of your preliminary dialog, the deadline, and some other related dates.

Don’t apologize

Lastly, don’t apologize for sending a reminder e mail. Merely give the recipient a short rationalization to your e mail and politely ask them to take motion.

The best way to write a well mannered reminder e mail

Use the next format as a template for efficient reminder emails.

Topic line

Use a transparent topic line to your reminder e mail. The recipient ought to know what the e-mail is about earlier than they even open it. Listed here are a couple of examples of fine reminder e mail topic strains:

  • Reminder: Please submit your signed onboarding paperwork by Thursday, 9/28
  • Following up: Our assembly subsequent Tuesday at 11 a.m.
  • URGENT Motion Required: Ward Avenue challenge


Begin your e mail with a typical skilled greeting, akin to Hello, Hi there, or Pricey adopted by the recipient’s identify.


Within the first part of your reminder e mail’s physique, state the explanation why you’re sending a reminder. This could possibly be a fast recap of a dialog you had with the recipient or a sentence or two explaining why you’re reaching out. In any case, hold this part quick and direct.

Proposed resolution/name to motion

The second half of your reminder e mail’s physique ought to embrace the precise reminder. That is the place you state what the recipient must do and the date by which it must be achieved. Relying on the subject and time-frame, you too can state that the motion have to be taken “ASAP” or at their earliest comfort.

Relying on the e-mail’s content material, you too can inform the recipient to e mail or name you with any questions they’ve.


End out a reminder e mail with knowledgeable sign-off, akin to:

  • Finest regards
  • Sincerely
  • Finest

Comply with your sign-off along with your skilled signature.

5 reminder e mail examples

Reminder e mail to a supervisor

Topic: Re: PTO from 10/12 through10/20

Hello Rosalie,

I wished to comply with up on my PTO request for October 12 via October 20. Have been you in a position to get clearance with HR for me to take this day without work?

Please let me know as quickly as you may, as I have to safe reservations for a lodge and flights if the PTO is accredited.




Reminder e mail to a consumer

Topic: Design approval

Hi there Karoline,

Thanks for the short suggestions on these mock-ups. Please ship your notes or approval of the proposed design replace by EOD Friday so our inventive workforce can transfer ahead with their belongings for the e-mail marketing campaign.

When you have any additional questions or want clarification, I’m all the time obtainable on e mail or Slack.



Design Lead

Design Company

Assembly reminder e mail

Topic: Wanting ahead to our name at 2 p.m. immediately

Hello Darien,

I hope this e mail finds you properly. I’d prefer to remind you about our standing name this afternoon. I’m trying ahead to discussing our progress in your renovation challenge and listening to your suggestions.

If it is advisable reschedule our name, please accomplish that by selecting one other date and time in my calendar right here: [link to calendar].


Vittorio Manoy


Development, LLC

Pressing reminder e mail

Topic: URGENT: Motion required by Oct. 1

Pricey Sumit,

We recognize your online business and have been proud to name you “considered one of ours” for the previous three years. We hope you’ll proceed to speculate with Capital Firm. Nevertheless, so as to take action, we’d like you to replace your investor account and authorize two-factor authentication. That is to guard your delicate knowledge and guarantee safety compliance.

When you have any questions concerning the replace or how we hold your knowledge protected, please reply to this e mail. If you’re unable to replace your account and authorize two-factor authentication by October 1, your account shall be placed on maintain till you full the replace.

Thanks a lot to your cooperation—we’re excited to proceed investing with you.


Esther Clark

Safety Administration Assistant

Capital Co.

Fee reminder e mail

Topic: Reminder: Please pay Bill #008

Pricey Ms. Teplitsky,

It is a light reminder that Bill #008 is overdue. Please full your cost as quickly as attainable.

If you happen to imagine this e mail is in error, please ahead it to Santos Bautista, Head of Bookkeeping, at [email address] with a short rationalization of the error.



Admin. Assistant, Net Internet hosting

Reminder emails FAQs

What’s a reminder e mail?

A reminder e mail is a message despatched to remind the recipient about an upcoming occasion, motion merchandise, or beforehand mentioned topic.

When must you ship a reminder e mail?

Ship a reminder e mail at the very least sooner or later after your preliminary communication with the recipient. If you’re reminding them a couple of deadline, it can be useful to ship the reminder e mail at the very least 24 hours earlier than the deadline.

What ought to a reminder e mail embrace?

A reminder e mail ought to embrace the next:

  • An eye catching, clear topic line
  • A greeting
  • A concise rationalization of why you’re sending the e-mail
  • A transparent, direct request or reminder
  • An expert sign-off and signature

What are the completely different sorts of reminder emails?

  • Assembly follow-ups
  • Missed cost reminders
  • Motion requests
  • Resuming lapsed communication
  • Assembly reminders



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