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Writing an effective reminder email takes ingenuity. You don’t want to be seen as pushy or impatient, but you need to get your message across. Write friendly emails with greetings and light content. You need to include the necessary content in your reminder email so that the recipient clearly understands what you want. Make sure your email is error-free so your letter makes a friendly and professional impression.
Steps
Set up friendliness
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Welcome recipient. In an office environment, you must use a standard greeting, such as “Dear Sir/Madam”. However, more and more personal email is becoming the norm. Here are some email greetings that can help you establish friendliness at the outset: [1] X Source of Research
- Hi Mr John
- Hello
- Long time no contact
- Greet! [2] X Research Source
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Mention your relationship with the recipient. If you focus only on reminders, your messages may come across as cold. Mention your personal relationship with the recipient using sentences that express the friendship and memories you have together. Refer to the following sentences: [3] X Research Sources
- How are you studying these days?
- How are you?
- I just had an interesting meeting with you last weekend.
- When was the last time we talked? 1 month ago right?
- Last trip was great! We will be together soon.
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Expresses light sentences. This is really necessary for email reminders. If you and the recipient have known each other for a while, it’s a good idea to offer a gentle apology or apologize when you’re only reaching out to them as a reminder. A few suggestions for gentle expressions are as follows:
- I know it’s been a while since we talked, but I wanted to remind you of…
- Things got messy when I had a baby, so now I remember I needed to remind you about…
- I know you’re busy so I don’t want to bother you, but I wanted to remind you of…
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Be polite. If the reminder is important, it’s likely to convey a stressful message. Remember that the recipient has a life of their own. You should say “please” and “thank you” as well as other similar words. You can use the following polite sentences: [4] X Research source
- Sorry to bother you, but I wanted to make sure…
- If possible, please reply to this email as soon as possible when you have time…
- Thank you for taking the time to read and reply to the letter. I’m really grateful.
- I look forward to your reply.
Include the essentials
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Use subject lines. You don’t necessarily have to write a creative headline. It’s best to write headlines that are clear and straight to the point. The subject line will help the recipient understand the main purpose of the email content at a glance. Some suggested subject lines for an ingenious reminder email are as follows:
- Ask about
- Reminder about…
- Upcoming trip/event/etc
- Number of people attending trip/event/etc [5] X Research Source
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Remember to include your reminders. When you try to be friendly and polite, chances are you’ll forget something important, like a reminder that you really wanted to say. Put the reminder at the beginning of the letter, right after the greeting and the relationship statement. For example: [6] X Research Sources
- “Hi Ben,
It’s been a while since we talked. How are your wife and children? My wife and kids keep me busy, but I wanted to ask you about…” - “Dear Miss!
Grandma, I want to send you this message. I’m sorry I’m too busy ma’am. I just wanted to remind you of my granddaughter’s lunch date…”
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Use concise words. Often polite words have lengthy expressions. For example, “Let’s work harder” would be more polite to say “It would be great if you worked harder”. When it comes to formality, the long wording can make the main body of the email confusing.
- Use a simple email layout. For example this structure: Greeting (intro) → Personal relationship → Reminder → Goodbye (conclusion) [7] X Research Source
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Remove unnecessary content. With each sentence and each part of a sentence, you need to ask yourself, “Is it necessary?” In some cases, “necessary” has a broad connotation like “This is necessary so that my email doesn’t have a cold tone”. Eliminate redundant content in emails. [8] X Research Sources
- In general, adverbs (such as “very”, “really”, “really”, “extremely”, and “definitely”) can be omitted to make your message more concise. [9] X Research Source
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End the email with a goodbye. The English word “Valediction” means “goodbye”. [10] X Research Sources The most commonly used goodbyes are “Sincerely”, “Regards”, “Regards”, and “Regards”. Sign your name just below the goodbye line. However, these sentence patterns are too general. You can try the following suggestions:
- Your friend
- Good health
- Wishing you all the best
- A good day
- Reply soon
- I hope to hear from you soon [11] X Research Source
Make sure your email is error-free
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Carefully re-read the content of the email. Even skimming the body of an email once or twice will help detect many of the simple mistakes that arise in the writing process. After composing, you should read the email carefully to correct spelling and grammar errors.
- Many email services offer free spelling and grammar checking. The quality of these support tools will depend on your email service provider. In some cases, these tools may not be very accurate.
- Be sure to check the title, the greeting, and the goodbye (the ending). People often skip these parts and just focus on the body of the email. [12] X Research Source
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Read emails out loud. If you’re writing an important email, or if you really want to be friendly or polite to someone, reread the email from start to finish. Is the tone of voice friendly? If all is well then proceed to send the email. [13] X Research Source
- Rewrite sentences or paragraphs that seem clumsy. Use your best judgment. Each person will have a different assessment, depending on your writing style.
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Have someone else look through the email. For important communications, such as business emails, it’s a good idea to have someone else check the reminder before sending it. If you write a concise email, it only takes a few minutes to spot the tiniest mistakes.
- Ask your online friends to help you read the content of the message. Try sending a text message to an online friend asking them to say “Hi, can you help me read through this short email before I send it? It only takes 1 minute”.
- Remember to thank the reader through the body of your email. Because they are helping you.
X
This article is co-authored by a team of editors and trained researchers who confirm the accuracy and completeness of the article.
The wikiHow Content Management team carefully monitors the work of editors to ensure that every article is up to a high standard of quality.
There are 9 references cited in this article that you can view at the bottom of the page.
This article has been viewed 45,606 times.
Writing an effective reminder email takes ingenuity. You don’t want to be seen as pushy or impatient, but you need to get your message across. Write friendly emails with greetings and light content. You need to include the necessary content in your reminder email so that the recipient clearly understands what you want. Make sure your email is error-free so your letter makes a friendly and professional impression.
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