It can be difficult to remember everything, especially when we are bogged down with work or personal commitments. That's why reminder emails are so important in both our personal and professional lives.
While most of us are used to sending reminders to ourselves, we may not be so accustomed to sending them to others. And that's where things can get a little tricky.
You don't want to come across as naggy or pushy, but you also don't want the person to forget what you're reminding them about.
It's a delicate balance, but it is possible to write a reminder email that is both polite and effective.
This guide will cover everything you need to know about reminder emails, including gentle reminder email samples, polite reminder email etiquette, and how to write a reminder email that gets results.
So let's get started!
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A reminder email is a message that you send to someone when you want to remind them of something important.
It usually contains a message that says something like, "Hey, I wanted to remind you that you have an appointment with the dentist on Wednesday at 3 pm."
There are two types of reminder emails, the first being reminding someone about something before it happens and the second is reminding someone about something after it has already happened.
The before type would be more like a reminder email for a meeting, while the after type would be more like an overdue payment reminder email.
This really depends on what you’re trying to remind the person about. If it’s something like an appointment or a meeting, you usually want to send the email a day or two in advance.
This gives the person enough time to see the email and put it on their calendar. For things like rent payments or library book returns, you might want to send the email a week or two before the due date.
That way, the person has time to take care of it without forgetting and getting penalized. If the reminder is for things without due dates, you can wait a little bit longer to send it.
There are a few different types of reminder emails that you can send, depending on what you're trying to remind the person about.
Here are some gentle reminder email templates that you can use for different situations:
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Email subject line: Leave Request for September
Hey there! Just wanted to send a polite reminder about my leave request for September. I submitted the request on August 21st and still haven't heard back from you.
I wanted to have the request approved as soon as possible so that I can start making travel arrangements. If you could let me know at your earliest convenience, that would be much appreciated.
Subject: Follow-up on Job Application
Thank you again for taking the time to speak with me about the open [position] position at your company. I am very excited about the opportunity to join such a prestigious organization.
I just wanted to follow up and make sure that you received my application materials. I submitted them on [date] and haven't received a response yet.
I would really appreciate it if you could let me know if there is anything else I need to do or if there is any other information you need from me.
Thank you for your time and consideration, and I look forward to hearing from you soon.
Subject: Upcoming Meeting on Wednesday
Just wanted to send a quick reminder that we have a team meeting scheduled for this Wednesday at 11 am in the conference room.
The meeting will last for about an hour, and we'll be going over the quarterly budget report. Kindly bring a copy of the report with you to the meeting.
If you have any questions, feel free to reach out to me.
Thank you, and I'll see you all on Wednesday.
Subject: Upcoming Deadline - Project Proposal
Just wanted to send a quick reminder that we have a project proposal due next Monday, October 12th. The proposal is due at 11:59 pm EST.
We'll be presenting the proposal to the client on Tuesday, October 13th therefore, it is very important that the proposal is completed and submitted on time.
Kindly come prepared with any questions or concerns that you may have about the project.
If you have any questions, please don't hesitate to reach out.
Thank you, and I'll see you all on Monday.
Subject: Upcoming Event - Staff Party
Just wanted to send a quick reminder about next week's staff party. It will be on Friday, December 18th, from noon until four in the afternoon in the break room.
We have invited a few special guests, and there will be refreshments provided.
Please RSVP to this email if you plan on attending so we can get an accurate headcount. If you require any further information, let me know.
Thank you, and I look forward to seeing you all at the party.
Subject: Overdue Payment - Invoice #12345
I'm just writing to remind you that your payment for invoice #12345 is now overdue. The payment due date was [date], and we have yet to receive payment.
We would appreciate it if you could make a payment as soon as possible. If you have any questions or concerns, please contact us.
Subject: Gentle Reminder - Request for Information
I'm just writing to gently remind you that we have a request for information from you that is overdue. We requested the information about [topic] on [date], and we have yet to receive it.
We would appreciate it if you could provide the requested information as soon as possible. If you require any further information, feel free to contact me.
Subject: Final Reminder - Invoice #12345
This is a final reminder that your payment for invoice #12345 is now overdue. The payment due date was [date], and we have yet to receive payment.
Our terms and conditions state that we will assess a late fee of [amount] if payment is not received within [number] days of the due date.
We will be forced to take legal action if we do not receive a payment within the next 48 hours.
We would appreciate if you organize and settle this invoice immediately to avoid this. Should you need any further information, please do not hesitate to contact me.
Subject: Follow-Up - Link Building
I'm just writing to follow up on my previous email about our link-building services. I emailed you a few days ago and haven't received a response yet, so I just wanted to make sure that you received it.
Once again, we offer various link-building services designed to help improve your website's SEO.
Our team of experts would be more than happy to discuss the different options with you in more detail and answer any questions you might have.
If you're interested in learning more about our services or if you have any questions, please don't hesitate to contact us.
This will be our last follow-up email. If we don't hear back from you within the next 48 hours, we will assume that you are not interested and will take no further action.
Thank you for your time,
Subject: Upcoming Zoom Meeting - [Date] at [Time]
Just wanted to send a quick reminder about our upcoming Zoom meeting. It will be on [date] at [time]. The meeting ID is [ID], and the password is [password]. The agenda for the meeting is attached.
We hope to see you all there!
Subject: Appointment Reminder
This is a friendly reminder that you have an appointment with us tomorrow at 2 pm. We'll be seeing you for a follow-up visit to discuss your progress and see how we can best help you moving forward.
We look forward to seeing you tomorrow!
Reminder messages can be a gentle nudge in the right direction for your recipients, or they can be more direct.
It all depends on your relationship with the recipient and the purpose of the email. If you need to send a reminder email, here are the key areas you should cover:
This is your first chance to get the recipient's attention, so make it count. Write a clear subject line. For example, "Reminder: Invoice #12345 Due on [Date]"
Start with a greeting, then state the purpose of your email right away. For example, "Hi Jane, Just wanted to remind you that we're scheduled to have a meeting tomorrow at 11 am."
Keep the body of your email short and to the point. If you're sending a reminder for an upcoming event, include all the relevant information (date, time, location, etc.).
If you're sending a payment reminder, include the invoice number and amount due. If the reminder is for something else, be clear about what you're reminding the recipient about.
Here is where you explain the situation, give the solution and action to be taken, and provide a timeline for when you need a response.
End the email by giving the recipient some benefit of doubt or opportunity for redemption.
For example, "I know you're busy, so I'll just remind you again tomorrow." or "If you have any questions, please don't hesitate to let me know."
Thank the recipient for their time and sign off with your name.
If you find yourself sending too many reminders, it might be time to reassess your process. Are there ways you can automate reminders?
Can you set up a system where the recipient receives a reminder automatically? If not, try to space out your reminders so they're not overwhelming.
Don't make the mistake of being too vague in your reminders. The whole point of a reminder is to jog the recipient's memory, so be specific about what you're reminding them about.
The more specific you are, the less likely it is that they'll need another reminder.
It's important to remain professional in your reminder emails, even if you're feeling frustrated. Remember, the recipient is not necessarily trying to ignore you or be difficult – they might just be busy.
Avoid sounding angry or impatient in your email by keeping your tone friendly and positive. And avoid writing "just a reminder"; instead, use "just a friendly reminder," this way, you sound polite and direct.
Before hitting "send," take a minute to proofread your email. This will help you avoid any typos or grammatical errors, and it will also give you a chance to make sure the email sounds the way you want it to.
The last thing you want is for your reminder email to come across as unprofessional because of a simple mistake.
If you have multiple things you need to remind someone about, try to consolidate them into one email instead of sending several individual emails.
This will help avoid overwhelming the recipient and will make it more likely that they'll actually read your reminder (and act on it!).
A reminder email is a polite way to prompt someone to take action. It's important to be clear, concise, and specific in your email so that the recipient knows exactly what they need to do.
Different situations will call for different types of reminder emails, so be sure to tailor your email to the specific situation.
And finally, avoid making common mistakes like sounding angry or being too vague in your email.
A verbal contract (formally called an oral contract) refers to an agreement between two parties that's made —you guessed it— verbally.
Formal contracts, like those between an employee and an employer, are typically written down. However, some professional transactions take place based on verbally agreed terms.
Freelancers are a good example of this. Often, freelancers will take on projects having agreed on the terms and payment via the phone, or an email. Unfortunately, sometimes clients don't pull through on their agreements, and hardworking freelancers can find themselves out of pocket and wondering whether a legal battle is worth all the hassle.
The main differences between written and oral contracts are that the former is signed and documented, whereas the latter is solely attributed to verbal communication.
Verbal contracts are a bit of a gray area for most people unfamiliar with contract law —which is most of us, right?— due to the fact that there's no physical evidence to support the claims made by the implemented parties.
For any contract (written or verbal) to be binding, there are four major elements which need to be in place. The crucial elements of a contract are as follows:
Therefore, an oral agreement has legal validity if all of these elements are present. However, verbal contracts can be difficult to enforce in a court of law. In the next section, we take a look at how oral agreements hold up in court.
Most business professionals are wary of entering into contracts orally because they can difficult to enforce in the face of the law.
If an oral contract is brought in front of a court of law, there is increased risk of one party (or both!) lying about the initial terms of the agreement. This is problematic for the court, as there's no unbiased way to conclude the case; often, this will result in the case being disregarded. Moreover, it can be difficult to outline contract defects if it's not in writing.
That being said, there are plenty of situations where enforceable contracts do not need to be written or spoken, they're simply implied. For instance, when you buy milk from a store, you give something in exchange for something else and enter into an implied contract, in this case - money is exchanged for goods.
There are some types of contracts which must be in writing.
The Statute of Frauds is a legal statute which states that certain kinds of contracts must be executed in writing and signed by the parties involved. The Statute of Frauds has been adopted in almost all U.S states, and requires a written contract for the following purposes:
Typically, a court of law won't enforce an oral agreement in any of these circumstances under the statute. Instead, a written document is required to make the contract enforceable.
Contract law is generally doesn't favor contracts agreed upon verbally. A verbal agreement is difficult to prove, and can be used by those intent on committing fraud. For that reason, it's always best to put any agreements in writing and ensure all parties have fully understood and consented to signing.
Verbal agreements can be proven with actions in the absence of physical documentation. Any oral promise to provide the sale of goods or perform a service that you agreed to counts as a valid contract. So, when facing a court of law, what evidence can you provide to enforce a verbal agreement?
Unfortunately, without solid proof, it may be difficult to convince a court of the legality of an oral contract. Without witnesses to testify to the oral agreement taking place or other forms of evidence, oral contracts won't stand up in court. Instead, it becomes a matter of "he-said-she-said" - which legal professionals definitely don't have time for!
If you were to enter into a verbal contract, it's recommended to follow up with an email or a letter confirming the offer, the terms of the agreement , and payment conditions. The more you can document the elements of a contract, the better your chances of legally enforcing a oral contract.
Another option is to make a recording of the conversation where the agreement is verbalized. This can be used to support your claims in the absence of a written agreement. However, it's always best to gain the permission of the other involved parties before hitting record.
Fundamentally, most verbal agreements are legally valid as long as they meet all the requirements for a contract. However, if you were to go to court over one party not fulfilling the terms of the contract, proving that the interaction took place can be extremely taxing.
So, ultimately, the question is: written or verbal agreements?
Any good lawyer, contract law firm, or legal professional would advise you to make sure you formalize any professional agreement with a written agreement. Written contracts provide a secure testament to the conditions that were agreed and signed by the two parties involved. If it comes to it, a physical contract is much easier to eviden in legal circumstances.
Freelancers, in particular, should be aware of the extra security that digital contracts may provide. Many people choose to stick to executing contracts verbally because they're not sure how to write a contract, or they think writing out the contract terms is too complicated or requires expensive legal advice. However, this is no longer the case.
Today, we have a world of resources available at our fingertips. The internet is a treasure trove of invaluable information, platforms, and software that simplifies our lives. Creating, signing, and sending contracts has never been easier. What's more, you don't have to rely on a hiring a lawyer to explain all that legal jargon anymore.
There are plenty of tools available online for freelancers to use for guidance when drafting digital contracts. Tools like Bonsai provide a range of customizable, vetted contract templates for all kinds of freelance professionals. No matter what industry you're operating in, Bonsai has a professional template to offer.
A written contract makes the agreement much easier to prove the terms of the agreement in case something were to go awry. The two parties involved can rest assured that they're legal rights are protected, and the terms of the contract are sufficiently documented. Plus, it provides both parties with peace of mind to focus on the tasks at hand.
Bonsai's product suite for freelancers allows users to make contracts from scratch, or using professional templates, and sign them using an online signature maker.
With Bonsai, you can streamline and automate all of the boring back-office tasks that come with being a freelancer. From creating proposals that clients can't say no to, to sealing the deal with a professional contract - Bonsai will revolutionize the way you do business as a freelancer.
Why not secure your business today and sign up for a free trial?