Over 319 billion emails are despatched day by day, whereas the common open charge is 16.97% throughout all industries. That implies that billions of emails get neglected 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.

Understanding how you can write a pleasant reminder electronic mail is likely one of the greatest instruments for nudging folks about upcoming conferences, missed funds, job functions, vital occasions, and extra. And when performed proper, one is usually a aid to recipients if you happen to land the suitable tone and timing.

On this publish, we’ll clarify how you can go about electronic mail reminders in a pleasant means and share some stellar examples and templates that can assist you alongside the way in which. And if you happen to’re in a pinch, bounce to the data you want:

Writing a Pleasant Reminder E-mail

Pleasant reminder emails are greatest to ship when one thing vital is arising or when a deadline has been missed. Reminder emails are perfect for:

• Noting upcoming conferences or occasions.
• Following up on invoices or funds.
• Reminding folks about missed deadlines.
• Getting again in contact a few mission.
• Staying high of thoughts when making use of and interviewing for a job.

Regardless of the aim, the primary issues to bear in mind are the tone and timing of your electronic mail.

The tone of each pleasant reminder electronic mail needs to be well mannered {and professional} however pressing and to the purpose. Nudging somebody a few missed deadline requires a special tone than reminding a colleague when to satisfy for espresso. If the state of affairs requires speedy motion, like a missed deadline, you should 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 type, capitalizing your whole topic line is often 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 strains that embrace phrases like “Following Up”, “Checking In”, or “Subsequent Steps” are efficient in these conditions.

The tone is only one component of a pleasant electronic mail reminder. You additionally have to get the timing good. There is not a single greatest time for every state of affairs, however these are the commonest time frames for every reminder electronic mail.

How lengthy do you have to wait earlier than sending a reminder electronic mail?

• Upcoming assembly: One to 2 days forward of time. Give folks concerned within the assembly a number of days of lead time, as they could have objects to prep beforehand.
• Upcoming occasion: Three to 14 days earlier than the occasion. You may ship a number of reminders main as much as the occasion to construct enthusiasm and guarantee everybody is evident in regards to the timing and scheduling.
• Upcoming deadline: Varies by mission. Give folks extra time for a posh mission and a shorter timeframe for a easy activity.
• Overdue fee or deadline: Someday after the due date. You wish to remind folks when it is high of thoughts and present that you simply’re ready for them to take motion.
• Job software: The Muse recommends ready 5 to 10 enterprise days earlier than following up. If somebody beneficial you for the place, verify in with them for perception earlier than contacting the HR group or hiring supervisor. This may increasingly 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 number of weeks out, it is best to verify 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 electronic mail. Nonetheless no phrase? Wait 5 to seven days earlier than hitting “ship.”

Now that you understand the right time to ship every reminder electronic mail, it is time to determine what to incorporate so that you sound pleasant and get a fast reply again.

The best way to Ship a Pleasant Reminder E-mail

All pleasant reminder emails needs to be clear, type, and concise. You wish to be well mannered sufficient to encourage folks to take motion however not so passive that folks ignore your message. The very best electronic mail reminders have 5 core parts.

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 electronic mail topic strains? The primary concept 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 electronic 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 “Whats up, Kate.”
• Particular Exception Greeting: Starting with “Expensive” is usually too formal for a pleasant electronic mail reminder, however keep it up if that is your organization’s default greeting.

3. Context

The physique of your electronic 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 mission, deadline, fee, assembly, or no matter state of affairs wants a nudge. Embody particular names and dates if it helps make clear your message, and point out a latest tidbit in regards to the individual or firm. Listed here are a number of examples of what this part can appear like:

• With the top of the month (and the quarter) quick approaching, we would prefer to get all invoices in as quickly as attainable.
• I am nonetheless engaged on the article, High Entrepreneurship Suggestions 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 yr so effectively.
• I am checking in to remind you in regards to the upcoming This autumn 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 keep in mind to ship the slides you need to incorporate by the top 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 need an instantaneous response, it is useful to wrap your request with a query to encourage folks to take motion straight away.

• Please ship your bill for all work from our most up-to-date contract to youremail@electronic mail.com and CC me. When 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 yr?

5. Signal-off

You’ve got made your most important level and request, so it is time to log off with a pleasant closing.

• Thanks for taking the time to work by means of this.
• Thanks for prioritizing this mission.
• I recognize your effort as we end this proposal.
• I sit up for listening to from you.

Bear in mind to incorporate a closing sign-off that follows the identical tone as the remainder of your electronic mail.

• All the most effective
• Sincerely
• Thanks once more
• Regards
• Thanks

Wrap up the e-mail along with your first title for a pleasant tone, or your full title for a extra formal tone. If it’s essential to present further context, embrace your job title, firm title, or contact info after your title.

Pleasant Reminder E-mail Template

Drafting your first few reminders could be daunting. Fortunately, this reminder electronic mail template makes it easy to fill within the blanks and ship off a well-worded message. You may also 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. Bear in mind to learn by means of 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 thing run easily, I am asking everybody to [Your Request] by [Date] at [Time].

I recognize [Relevant Sentiment].

All the most effective,

[Your Name].

If you wish to make your emailing course of even simpler, take a look at HubSpot’s electronic mail scheduling function to robotically ship your pleasant reminder electronic mail to each recipient you want — when it’s essential to.

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Pleasant Reminder E-mail Examples

1. Pleasant Assembly Reminder E-mail

In case your group has vital, seasonal conferences that are not usually 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.

When you ship your electronic mail off, all that is left is to attend for a response. The tough half is realizing whether or not to ship a further follow-up electronic mail.

HubSpot is providing 30 free follow-up electronic mail templates to get again in contact along with your community, and under are two of our favourite pleasant follow-up examples.

2. Pleasant Reminder for a Due Date

Professionals should juggle many various tasks to realize their very own quotas, and assist group aim achievement. When you’re on the lookout for a strategy to gently remind them of an vital due date or deliverable, remind them and ask in the event that they’re experiencing any roadblocks.

3. Pleasant Reminder E-mail for Favor

Generally you may ship an off-the-cuff reminder electronic mail to request a favor from somebody in your community. To do that, be sure you’re grateful for what they’ve already performed for you and that you simply briefly define the good thing about the favor.

When you’re on the lookout for further electronic mail templates, obtain the remaining without cost.

Now that we have gone over the makings of reminder electronic mail and shared versatile examples, you are prepared to start out drafting your individual. However earlier than you go, keep in mind these previous couple of takeaways.

Pleasant Reminder E-mail Suggestions

Present a transparent answer.

Your reminder ought to present a fundamental overview of what the recipient ought to do subsequent. This will embrace transient directions or a pathway to an answer they’ll execute.

Encourage a response.

When 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 arduous to satisfy, 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 muddle your electronic mail when paragraphs that your buyer or colleagues do not wish to learn. Make your reminder clear and concise in order that they know what the reminder is for quick — with out beating across the bush.

Coming throughout as unnecessarily apologetic.

It could really feel such as you’re annoying somebody once you’re resending the identical message, however there isn’t any have to apologize. Let your pleasant electronic mail reminder be simply that, and do not feel responsible. It’s possible you’ll assist somebody keep in mind an occasion or deadline they meant to attend or fulfill.

Pleasant Reminder Emails Work

Whereas sending a second or third reminder electronic mail is irritating, do not forget that folks have quite a bit happening. Cling tight for a number of days earlier than sending one other message. If pressing, you may comply with up sooner — simply maintain a pleasant, affected person tone. Individuals shall be extra receptive to your request and appreciative of the word, which is what reminder emails are all about.

Editor’s word: This text was initially printed in July 2021 and has been up to date for comprehensiveness.