When do you need to send a reminder email sample?
Especially when it relates to business, a reminder email sample needs to be not just friendly, but professional and effective as well. Keep in mind that when composing the email, you’re dealing with professionals and consequently, the email should have a professional tone.
This is specifically true for the first remainder email since your contact’s lack of response may have just been an oversight. One reason why it’s described as a “friendly” reminder email sample is that you always want to salvage your relationship with the contact despite the oversight.
Here are the most common instances why you need to send an email reminder:
- Late payments
Payments run businesses and without payments, businesses stop. There’s a need to send an email reminder sample when payments don’t come on at the time they’re expected.
- Late work
Teamwork is important for the group to succeed. When a team member doesn’t finish his work on time, it affects the entire project. You must send a polite reminder email sample to these members in a tactful way informing that they’re behind schedule.
- Following-up on your job application
People who have sent their job applications should make it a point to follow-up on them, after a grace period. There’s nothing wrong with sending an email reminder. This could even demonstrate your interest in the job applied for which the employer will take note of.
- Late shipment
If your ordered shipments don’t arrive, you must let the seller know about the delay of the shipment, especially if it’s an inconvenience to your business. Should the item ordered be out of stock, as a buyer, you have the right to request for a refund.
- The recipient’s inaction
It’s alright to send such an email to someone who promised something but failed to deliver in the time agreed upon. For some reason, they may have forgotten, so sending a friendly email reminder sample is quite appropriate.
- A significant milestone or event approaches
An event reminder email sample to someone about an upcoming and important milestone or event which requires attendance is okay too. Write a gentle and polite reminder about the event which could be a meeting or an important deadline.
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Types of reminder email samples
A reminder email sample is extremely versatile as you can use it for various purposes. For events, you can use an event reminder email sample to up your RSVP. This increases the open rate of your event marketing emails. Of course, writing emails is a subtle art which requires some expertise in composing and tact.
If you want people to read your entire email, and actually attend your event, make sure it’s an effective and convincing one. Here are some of the best types of reminder email samples:
These are reminder emails disguised as news. Always release any updates about an upcoming event like a new chef, speaker, and so on. Those invited will appreciate your informing them about such changes. It can also breathe life into your special event while increasing the open rate of your reminder emails.
To make the most of this format, plan to send the email ahead but save a feature or element of the program. You can then broadcast this after posting the invitations. Announcement reminders are also an excellent way to make any changes to the program like switching venues at the last minute.
With this one, you can take some pointers from experiential event planners like. Insert the storyline of your event into the email itself. You can inform those attending about what to wear (attire or costumes), how to act or simply set a mood for the event.
Although a great party can speak for itself, convincing people to attend it is another thing. You can write an even reminder email sample a week before the event with a catchy message which will engage the readers.
As the format implies, you send this type to those running out of time to do something. For instance, you can remind those who didn’t respond to your initial invite to the fast-approaching event date. When sending this format, make sure it should draw out a little “Fear of Missing Out” without begging for an RSVP.
An incentive is a thing which encourages or motivates others to do something. Giving these out is a truly solid way to encourage social influencers to attend your event. First, you need to know the types of incentives that you can use for leverage, then let the people know through your email.
You can even encourage attendance by linking the event hashtag to something that sparks curiosity rather than including an RSVP button. Having this format highlights your brand’s “human nature,” enforces the design elements of your event, and lures your readers in so they would like to learn more about it.
Metaphorically speaking, it becomes “a mystery wrapped up in a cupcake.” Sending an unexpected element of surprise in your guest’s inbox is an easy way for you to acquire a brand new fan. If you make the email entertaining enough, send it to everyone!
This is perhaps one of the most famous of all the reminder emails. It’s direct-to-the-point and is very honest. It’s quickly written too. Use it to remind people close to you about an event that they should not miss. In other words, this email is for those individuals that the sender cares for very much.
Tips for writing reminder email samples
It’s recommended that you create a set of reminder email samples templates for different events. With these, you don’t have to start fresh every time you need to send a specific kind of message. Furthermore, you can easily customize these templates to include any extra new details.
To start creating your friendly reminder email sample, here are some tips:
- The subject line
After preparing your list of email recipients, the next step is to consider the subject line of your reminder. Don’t even think of skipping the subject line because messages without the element usually go straight to the Spam folder.
The subject line is essential as it’s the very first thing that your recipient sees. If your recipients have many emails, this part determines whether they will open your message or not. For this, it’s important that you get the attention of the recipient.
You can use phrases like “Response Required” or something equally eye-catching here. Don’t forget to include the name of the project since there may be other projects involved.
Never take for granted the importance of the salutation as it’s to display your courtesy. Your recipients will receive your email much better to address them by name. If you’re personally acquainted with the recipient, it’s alright to use some type of informal greeting. Otherwise, you need a formal one. You can address the recipient by their position if you do not know their name.
- The body or contents of the email
You’re now ready to write the body of your reminder email and it’s here where you would discuss the main message. You may subdivide the content of your reminder email into many parts including;
First sentences: Being a friendly and gentle reminder, you have to start on a positive note. Doing this keeps the message amiable and pleasant with a polite but friendly tone. If you cannot think of a specific statement, then just mention something friendly.
Main message: This is the part where you would communicate to the recipient the message of your reminder email. Think clearly about the message you want to convey. Explain what you’re reminding the recipient of, like maybe a late shipment that’s long overdue and when you should have received it.
Call to Action: Also, tell the recipient what it is you would like them to do. A reminder email is also known as a request to the recipient to perform the required or desired action. In some cases like late shipments, you might prefer to ask for a refund. In the message, you can also offer assistance to the recipient in answering questions relevant to the subject matter.
- Wrapping up your email reminder
The final part of your reminder email is the closing message. There is no need to make this part too lengthy. In fact, one meaningful sentence will already suffice. If you adopted a formal tone in the prior parts, then you have to do the same in the closing message. Conversely, if you started informally, then do so likewise. Attach your signature in your closing statement too.
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