Sending the occasional friendly reminder email is not only a good way to stay on top of your work, but can also be used as an icebreaker at networking events. It’s perfect for nudging people about upcoming meetings or missed payments and easy enough that you could send one from bed if you wanted! Here is Digitally Global’s take on how to create a friendly email!
A well-written email reminder is a relief to recipients. The tone of voice should be witty rather than pushy when it’s about making sure the recipient doesn’t forget anything important and they know exactly what action needs to be taken, and by when. Sending friendly reminder emails is a great way to stay on top of things and maintain your customer’s goodwill. Send them out when something important is coming up or if they have missed their deadline. Reminder emails are great for:
- Upcoming meetings or events
- Following up on payment
- Reminding about missed deadlines
- Getting back in touch on a project
- Applying and interviewing for a job
A friendly reminder email should be polite and professional but urgent and to the point. You can use language that’s to the point, yet kind and understanding when nudging someone about a missed deadline. Remember to use a friendly tone in email reminders, but be aware of the timing too.
Five Elements Of a Friendly Reminder Email
Keep your friendly reminder emails clear, kind, and to the point. You want to encourage people but are not so passive that they ignore your message. The best email reminders have five core elements:
Subject lines that are succinct and distinct will get you far when sending reminder emails. Make sure to include the reason for your email, as well as a sense of urgency to compel them into action. Subjects should be brief with an added sense of urgency so recipients know it’s time-sensitive.
It’s important to set the tone right off the bat, so don’t skip over your greeting. If you want a friendly email that will leave people smiling then try one of these tips: “Hi there” or “Hey.” For something more formal consider starting with “Hello” and going from there. Finally, if it feels too informal for an office setting start out with “Dear”.
In the body of your email, you inform your recipient why they are receiving an email from you. This part includes the context of the project, deadline, payment, meeting, or any situation that needs a nudge. Include specific names and dates if it helps clarify your message and mention anything recent that has happened.
Once you’ve set the stage, slip in your reminder or request. If you want an immediate response, it’s helpful to wrap your request with a question that encourages people to take action right away.
It is best to sign off with a friendly closing. The closing sign-off should follow the same tone as the rest of the email. Wrap up the email with “Best” if you’re feeling chatty or leave things more formal by signing off with just your first name.
Sending a follow-up email is never easy. You’re not sure whether to send it or not and if you do, how long should you wait before sending another one? The best course of action when trying to decide on this is going with your gut instinct – If the situation feels urgent enough for them to need an additional reminder from you then by all means contact them again! But also keep in mind that people have hectic lives too so don’t stress yourself out unnecessarily just because they haven’t responded yet. For creating a good email campaign click here!