Politeness can play a significant role in paving the path you need to get excellent results. Perhaps you have an important event slated for a future date, and as the time draws near, you are wondering if people still remember it. It could also be that you are not sure if the people you invited to your program got the mails you sent. You can send a reminder email to enable them to remember. Reasons why you may need to send a reminder email, are varied and include checking up on job applications, reminding someone about overdue payments, a missed deadline, among others. However, a reminder email should not just be written like a regular email. The trick is writing a mail that would be effective in reminding them of what you need them to remember without you coming across as forceful or hostile. The delivery of the email has to be just right so that it can have the desired effect and pass your message across effectively. If you need to write an effective reminder email, you can do so following these guidelines:
Ensure you type in the reminder email subject line: the first step in writing an email is choosing the recipients of the email. Once you have done this, you would need to type in the subject line. This step is important because most emails without a subject line most times go straight to spam. Another reason why a subject line is crucial is that they are the first thing the recipients see from the email and may determine if the recipient would open the email or not.
Include a reminder email greeting: it is best to include a greeting in the body of the message instead of going straight to the reason for your sending the email. If you are very familiar with the recipient, you can use an informal salutation. In contrast, if you are not very familiar with the recipient, you should use a more formal greeting.
Write the reminder email body text: After following the steps above, you are set to write the body of the email. Start the first sentence of the text on a friendly and positive note with something along the lines of “I hope this finds you well.” Next, in the main message, which is where you will state the purpose of your email, try to be very clear and communicate the message you wish to pass across effectively. Lastly, let the recipient know what you need them to do. This would take the form of a request. It would be best if you tried to make your request as polite as possible and offer to answer any questions the recipient might have.
Write the conclusion of the email: After writing the body of the email reminder, you should bring the email to a close using one last sentence and your email signature. You should ensure that the last sentence has the same tone with the body of the email, whether it is formal or informal.
Whenever you are writing reminder emails, it is better to use a polite tone regardless of whether you are familiar with the recipient or not, as this can determine how your email is received. Taking note of the formats listed above and applying them to writing your reminder emails will go a long way in making the receiver take your message seriously or not.