Last updated on
February 8, 2023
Reminders are the notion that you have forgotten something. Now amplify this concept in email marketing, and you’ll realize that most product-based businesses rely on successful sales based on reminder emails. Figuring how and when to send a reminder email is a dilemma. It represents the urgency of the matter but also without sounding too rude or straightforward at the same time.
So how do marketers balance the need to satisfy their customers while getting things done first?
In this article, you will learn the easy-to-follow craft of creating a reminder email encouraged by businesses and best practices with legible examples.
A reminder email is a type of email that is sent to remind people of upcoming events, deadlines, or other essential tasks.
A reminder email can be a gentle reminder or just a friendly reminder. It can be sent at any time to remind people about an event or deadline. The email's subject line should be catchy and informative so the recipient knows what it is about.
These emails are usually sent 1-2 days before the event date.
A good reminder email also should have a friendly greeting and be written in a conversational tone. The content of the email subject line should be personalized to include the recipient's name, and it should be clear when the event will occur.
Reminder emails are a great way to get people to take action. Companies use these emails for many different reasons.
For instance, they are also a great way to help people remember something they might have forgotten.
A friendly tone is essential in these reminder emails. It's important not to sound too pushy or aggressive in the email. Emphasis is on the subject line because it will be the first thing people see when they open the email.
Plus, some of the significant benefits of sending a reminder email also include:
It can be confusing not knowing when you should send a reminder email. Sometimes marketers can cross-send an abandonment email as a reminder email, but it will not be as effective because of the intent.
Here are some identified situations companies can benefit from sending an informed reminder email.
Business etiquette is to pay before or at the deadline. Things can go awry or slow down for multiple reasons, mainly when things are being run on a credit basis. But as a seller, you still have the right to earn that money, right? A payment reminder is necessary when a deadline for payment has passed and funds are still questionable.
Advanced technological systems and remote work platforms have allowed employees to collaborate and work together from thousands of miles away. Even working under the same roof, if an employee is behind their schedule, it's a red flag for the management. Sending a reminder email to complete the deadline is crucial instead of falling behind on the project.
Some events, dates, or other deadlines are too important to be missed. What if you had a meeting with an international client but missed it due to another engagement? A gentle reminder email schedules in advance will work wonders for you to stay in the pipeline.
If a potential candidate is running for a new job or needs a follow-up on their interview coming soon, a follow-up reminder email is much appreciated. It gives them a winning chance by being on time or not annoying the manager with tons of messages, either. A carefully timed reminder email for a follow-up will help you stand out (a few days after sending a thank you email for the interview).
Link builders have a lot on their plates regarding link-building campaigns. Despite a high open rate, the actual response rates can be low in recipients' inboxes because your email might have been buried under similar emails. So your prospect is distracted and may never get to open the email.
Most link-building campaigns become successful after a reminder email is sent. So why not give a gentle nudge to your prospect to see how they feel about your previous email?
A marketer always looks for progressive collaborations to boost their brand’s image. A hectic routine can mess up the schedule. Mostly they have to face a situation where they promise to get back with more details only to miss out on the initial message. A reminder email can help to establish the right contacts to see if both parties are on the same page.
The rabbit is out of the hat! Sales reminders are tricky at their best. To attract the attention of potential customers, reminder emails are crucial, and so is the intent of the call to action to convert them without being too nosy.
A simple sales reminder email will do the job as long as you offer a unique selling point with a clear intent to showcase a niche product or service.
Businesses keep on evolving their product’s features and introducing new tools. Sending a product launch reminder email is all about utilizing the most effective means of communication. For instance, sending a web or mobile push notification can also work, but a reminder email should follow.
Promoting content? Email outreach is the most common tactic, similar to link building. Content promotion reminder emails capture the attention of the blogger or the influencer regarding a fruitful collaboration over a podcast, webinar, or even a blog. These emails can be precise and constructive with a clear message and a simple subject line stating the intent.
Digital PR is fast becoming a favorite for trending brands. But it's no easy feat. it can be related to content promotion or sharing a significant achievement, but to do so, you need to contact the respective journalist or PR associate working on the press release. According to Mailshake stats shared, following up after two days increases the chance of getting blacklisted or spam.
The ideal timing for sending a gentle reminder email will vary depending on the intent and situation. For a deadline, the best practice is to send an email on the first business day and the very next day after a deadline is missed.
According to Propeller, if a deadline is unclear, wait at least 1-2 weeks after the last correspondence to have more clarity. Indeed recommends waiting for 3 days before sending a reminder email when you haven’t heard back from an interview. You can also schedule reminder emails using Mailmunch and auto-send them.
The most crucial element of a reminder email is the tone. Find a striking balance between intent and urgency. However, the gentler the tone, the better.
First time working on a reminder email? Some ways are listed below to craft well-written reminder emails.
What good is a subject line, after all, it’s a reminder only? But it is also the first thing that appears in the inbox. A great subject line assures the recipient you are human and that the message is essential, not automated.
The recipients may not know you well enough, and your address may not be on the contact list either. Therefore, use power words in subject lines like “Action Required” or “Deadline Closing.” Be precise with the subject line enough to get people’s attention. If it’s a follow-up reminder email, just write “Following Up,” and that will do.
Like any other email, reminder emails should start with a salutation. Make the message easy to understand and professional for a gentle reminder email.
People often find salutations tricky, but this is the easiest part. Take these common tips into account when writing a salutation.
Begin writing the friendly message, the ultimate purpose of the reminder email. Explain the specifics with references, dates, and details to avoid ambiguity. For instance, a big project might be coming up, and the person supposed to work on it needs a gentle reminder.
You can start the body in a similar tone:
While explaining a situation may sound like rough terrain, a reminder email at this point is softer in tone. It helps the small business or the individual of interest you’re communicating with be more valued.
For instance, in case of outstanding payment, you can mention the amount and number of days in the message body.
“We sent an invoice to you on X December 2021. The amount outstanding is $234.”
Explaining the situation goes a long way in the following manner.
“Please pay the invoice immediately, as we are a small business and rely on timely payments. This helps us to ensure our continued support”.
So even if the customer is running behind their payments, it could be due to any legitimate reason, which is why being polite is the best chance of getting a response.
What do you want recipients to do? Tell them in exact words. Whether it's the payment that needs to be paid or a meeting they need to attend, be clear about the date and other specifics. You are less likely to achieve any outcome by making the recipient angry.
“I am contacting you on behalf of the complaint filed about a bad experience at our restaurant. I would appreciate it if you could let me know what happened. We will do our best to offer aid to you”. This example can be used in restaurant management.
If a customer has filed a complaint, a payment deadline is long surpassed, and you do not want to focus on the consequences. Even if the recipient is being unreasonable, keep the tone formal but affirmative, explaining the proceedings you’ll have to follow due to protocol.
Permanently close a reminder email formally and politely. Add your eSignature at the end that mentions your name, designation, and the company you work for. However, the need for a descriptive sign-off may vary based on the situation.
Keeping the guidelines of writing a gentle reminder email in mind, some valuable insight was gathered about things to avoid. Following a structure for reminder emails eliminates the chances of risk. However, common mistakes do occur, which can be avoided.
Trying to be polite does not mean moving around the main subject. A friendly message tone can be firm as well. You’re writing a reminder email with a specific reason, so be precise and clear. This will keep your email structured.
Recipients have received your email but didn’t respond. It can be embarrassing in the case of a payment reminder. It can be embarrassing to remind someone of their dues past the deadline. So whether it's your second or third follow-up reminder email about payment, keep a gentle tone for the email, making it focused.
The purpose of sending a reminder email is to get a prompt response from the recipient. Be clear in your email about the action you expect the recipient to take. Tell the person about the situation and give the solution by asking or politely requesting them.
Sometimes, a recipient may not respond to your reminder email. Therefore a follow-up reminder email rules out the possibility that your email didn't get through or that it was buried so deep in the inbox that the recipient never saw it.
It's time to look at some reminder email templates that will provide you with further direction on reminder letter format and methods.
If you find yourself drowning in digital communication, a reminder email is an effective way to make things work. Respondents may not be ignoring your messages on purpose, but even then, it is ideal to send an automated reminder email, as discussed above, to avoid any trouble with the customer or client.
A voracious reader and a music lover, Ammar has been writing engaging and informative content for over 3 years for B2B and B2C markets. With a knack for writing SEO-optimized content, Ammar ensures the results speak for themselves.