Sending out emails is widely used all around, for personal use and for internal and external communication amongst business organizations. Sometimes it could be much more convenient and cost-effective rather than calling or using regular posts. With emails, you are able to attach files like documents and videos. So reaching out to anyone as long as they have an email address is so easy to do.
But oftentimes, when we send out emails, we require a response from the recipient. Especially if this is of urgent nature. But after several days of no response, you need to more or less contact again the recipient. You can try calling, or sending a reminder email. This may have other purposes as well too. To learn more about this, let us discuss this further below. And if you need to start working on this, we’ve got a list of free reminder email samples that you can download on this page.
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What is a Reminder Email?
Due to the urgency we sometimes require email recipients to respond to the email we have sent them. So this is where you start sending them a reminder email, to act upon the initial email you have sent. A reminder email isn’t limited to prompting a response, but this kind of email could also be used in several ways, especially for businesses like credit card companies, telecoms, power companies, and many more. Reminder emails are often sent to their subscribers or clients to remind them to pay for their bills once the due date is about to lapse or has past its due date. Or if you want to remind someone to RSVP regarding a certain event or meeting.
The contents of the email would usually depend on the purpose of the initial email that has been sent to the recipient. When no action has been made after a few days, a reminder email will serve as a follow-up to prompt action from the person concerned.
How to Create a Reminder Email
It might be quite a challenge to compose a reminder email as you need to send it at the right time with the right content. As much as possible this email must follow the right etiquette and should be persuasive enough to get the recipient to act upon it. Each reminder email is different in nature, but we’ve got several tips that can help you create a well-crafted email for your recipient or client.
1. Purpose of the Email
First, determine why you need to send a follow-up in the first place. If you need to remind a client to pay for a credit card bill that is several days past due, or you need to follow up on an attendance then how you proceed and the tone of your reminder email will matter.
2. When To Send the Email
There must be a standard number of days before you can send a reminder email to a client to give the recipient time to check on the email, and take action. Some would send a reminder when deadline is coming to a close especially if you need to finalize the number of guests for a function, or the email is sent a few days after the deadline to remind the client to pay their dues.
3. Email Content
The email content should be not too long, concise, and direct to the point. Explain the problem or situation and be specific about it. For unpaid billing or invoices include references, dates, and details. Also, tell the recipient exactly what you want them to do. If you want them to settle their bill, tell them and include a deadline. But resist making threats or becoming angry. If you need the recipient to reply to an invitation let them know, and if they fail to send any sort of communication, you will have to cancel their participation.
4. Alternative Contact
At the end of the email, offer alternative contact in case the recipient may want to reach you aside from an email. You can include the office address or telephone numbers.
5. Course of Action
There is a limit on the email reminders you can send to a recipient and if no action has been taken, then the next thing to do is try other alternatives. For instance try to call the client so you are able to personally speak to them, or impose the terms and conditions that they are aware of. This works specifically for those who are unable to pay what is due.
What is a Gentle Reminder?
This is a rather polite way of reminding someone. Sometimes it is referred to as a prelude to something unpleasant if left unsettled.
How Many Email Reminders Can You Send?
You can send around 2 or 3 email reminders at a certain interval to make sure the recipient is able to read the email.
Why are Reminders Important?
Reminders in general are important to remind you of tasks that need to be completed, and to help you meet deadlines. It is human nature to forget, but with automated reminders, you will be able to accomplish things more efficiently.
A reminder email is a kind of email used to follow up with the recipient. Sometimes it can’t be helped when they missed reading their emails or have totally forgotten to reply. It is one way of keeping in touch with the recipient to remind them to take action. To make it easier for you to prepare this email, download our free templates now!
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