Thanks to Sanebox for sponsoring BrettTerpstra.com again this week! This one is longer than the usual sponsored post, but full of great tips whether you use SaneBox or not (but you should!).
Effective communication is key in the workplace. With it, we can complete tasks on time and meet sales goals. Yet, essential messages can sometimes get lost in our busy inboxes.
This is where reminder emails come into play—they serve as gentle nudges to keep tasks on track without being overly intrusive. Crafting a reminder email that is polite, clear, and actionable requires finesse. Luckily, these best practices and examples can help you write an effective reminder email that helps you achieve your goals without sounding rude.
1. Begin with a Polite Greeting
Start your reminder email with a courteous greeting to set a positive tone. Whether you’re addressing a colleague, client, or team member, a friendly salutation can go a long way in fostering goodwill.
Example
Subject: Friendly Reminder: Upcoming Team Meeting
Dear [Recipient’s Name],I hope this email finds you well. I wanted to gently remind you about our upcoming team meeting scheduled for [date and time]. Your presence and input are highly valued, so we look forward to you joining us.
2. Provide Context
Clearly state the purpose of your email and provide relevant context to jog the recipient’s memory. Be concise yet comprehensive, ensuring that the recipient understands why the reminder is necessary and what action is expected from them.
Example
As our project deadline is approaching, it’s crucial that we finalize the presentation slides by [deadline date]. Your expertise in [specific area] will be invaluable in ensuring the success of this project. Please review the attached draft and provide your feedback at your earliest convenience.
3. Be Specific
Specify the task or event that requires attention, including any pertinent details such as deadlines, locations, or action items. Avoid vague language that could lead to confusion or misunderstanding.
Example
Please submit the quarterly sales report by [deadline date]. This report is essential for our planning and decision-making processes. Please don’t hesitate to reach out if you require any assistance or additional information.
4. Include a Call to Action
Clearly outline the steps the recipient needs to take and any deadlines associated with those actions. A call to action provides clarity and encourages prompt response or action.
Example
To confirm your attendance, please RSVP by clicking on the following link: [RSVP link]. If you cannot attend, kindly let us know so we can make the necessary arrangements.
If you are concerned your call to action may not be strong enough or elicit a timely response, you can always use the SaneReminders feature from SaneBox to help you follow up later on. Think of it like a timer: you specify the information with an @sanebox.com email in the To or CC line, and SaneBox takes care of the rest.
5. Express Appreciation
Express gratitude for the recipient’s cooperation and assistance. Acknowledging their efforts reinforces positive behavior and encourages continued collaboration.
Example
Thank you for your attention to this matter and for your continued dedication to our team’s success. Your contributions are truly valued and appreciated.
6. Use a Polite Closing
End your email with a polite closing that leaves a positive impression. A courteous farewell demonstrates professionalism and respect for the recipient’s time.
Example
Once again, thank you for your cooperation. We look forward to your prompt response. Please don’t hesitate to contact me with any questions or concerns.
Avoid Email Reminders Altogether With SaneBox
Writing an effective reminder email requires a balance of politeness, clarity, and specificity. However, your workplace can avoid lost messages and overloaded inboxes altogether by utilizing a mailbox management app like SaneBox.
SaneBox is an incredible inbox management tool that can save you hours per week thanks to seamlessly organizing and filtering emails. Once you set up SaneBox, the email management tool will classify incoming messages into folders based on their importance. This way, you can quickly view essential messages that require a response and leave the rest for later.
Effective communication is the cornerstone of productivity and success in any endeavor. Don’t be the reason someone needs to send you reminder emails: gain control over your email with SaneBox. Check out SaneBox today and save $25!
