Writing friendly reminder emails can be tricky. You don't want to appear pushy or impatient, but your message has to get across. Use a friendly tone in emails with gentle greetings and expressions. Include the reason you're sending the reminder email so recipients know what you want. Make sure there are no mistakes in the email so that you not only appear friendly, but professional as well.
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Part 1 of 3: Using a Friendly Tone
Step 1. Greet the recipient
In a business situation, you may "should" use a formal greeting, such as "Dear." However, personalized email is being used more and more often. Some email greetings that can help create a friendly tone include:
- Hi!
- Hi, friend
- Long time no see
- Hey!
Step 2. Allude to your relationship with the recipient
If you only focus on the reminder, your message will appear cold. Allude to a personal relationship with the recipient by including phrases that reflect friendships and shared experiences. This includes:
- How is school?
- Hi friend how are you?
- Last weekend was so much fun.
- When was the last time we talked, a month ago?
- Our last trip was really fun! We have to do it again.
Step 3. Refine your expression
This is especially important for the reminder section of the email. If you haven't been in touch with the recipient for a long time, it's best to apologize or provide an excuse for only calling them to remind them. Some examples of subtle expressions include:
- I know we haven't talked in a long time, but I wanted to remind you of…
- The arrival of a new baby has kept me busy, I just remembered to remind you…
- I know you're busy, so I don't want to bother you, but I wanted to send a reminder…
Step 4. Be polite
If the reminder is important, you may come across as pushy. Remember that the recipient is busy with his life. Always say “please” and “thank you” with appropriate expressions. You may want to include polite phrases such as:
- I'm sorry to bother you, but I wanted to make sure…
- Please reply to this email as soon as possible…
- Thank you for taking the time to read and reply to this reminder email. I really appreciate it.
- I'm waiting for your reply.
Part 2 of 3: Listing Requirements
Step 1. Use column headings
You don't need to write a smart heading column. Column headings that are clear and unequivocal will be more useful. That way, the recipient can know the purpose of the email at a glance. Some common choices for friendly reminder emails include:
- Check
- Quick Reminder about…
- Upcoming trips/events.
- Count travel/event attendees.
Step 2. Remember to include a reminder
When you try so hard to be polite and friendly, you may forget something important, like a reminder. Write a package reminder at the beginning of the email, after the greeting and personal relationship sentence. For example:
-
Hi, friend,
We haven't talked in a long time, Ben. How are your wife and children? My wife and child have kept me busy, but I wanted to ask you about…”
-
Hi!
Grandma, I've been meaning to send this message for a long time. I'm sorry for being too busy. I want to remind Grandma about our lunch…”
Step 3. Use concise language
It is true that polite language requires longer sentences. For example, the phrase "Work harder" would be more polite if you wrote "It would be better if you worked harder." While polite, long sentences can make the focus of your email unclear.
Use a simpler structure for your emails. Maybe something like this: Greeting (opening) → Personal Relations → Reminder → Closing greeting (closing)
Step 4. Edit unnecessary information
For each sentence and part of the sentence, ask yourself, “Is this necessary?” In some cases, “necessary” may have a broad meaning such as “This is necessary so that my email doesn't sound cold.” Remove unnecessary parts from the email.
In general, adverbs (such as "very," "very," "really," "once," and "of course") can be removed to make your email more concise
Step 5. End the email with a closing greeting
"Blessings" means to say "goodbye." The closing greeting includes expressions such as "Greetings," "Sincerely," "Sincerely," and "Greetings." Your signature should be written after the closing greeting. A general closing greeting like this might seem formal. You might want to try something like:
- your friend
- your friend
- send regards for success
- Have a nice day
- your turn
- I look forward to hearing from you
Part 3 of 3: Making Sure There Are No Errors In Email
Step 1. Double check your email
Even skimming an email once or twice will cut down on basic errors that may pop up as you write them. After you compose your email, double-check the spelling and grammar in your email.
- Many email providers have spelling and grammar check features. The quality of the feature depends on the email provider. In some cases, this feature may not be very accurate.
- Remember to check the title, greeting, and closing (closing) fields. You will probably forget about this and just focus on the content of the email.
Step 2. Read the email aloud
If you're writing an important email, or if you want to appear polite and friendly to someone, read your email from start to finish aloud. Does it sound like a conversation? If so, your email is ready to be sent.
Rewrite sentences or passages that sound awkward. Use your best judgment when evaluating this. Each person will have a different view depending on the way you talk
Step 3. Have someone else read your email
For important communications, such as business purposes, you may want to ask someone else to check the reminder email before sending it. If your email is concise, it will usually take only a short time and it will be easy to spot even the smallest of errors.
- Check online messaging services. Email friends online and ask questions like, “Hi, can you read the short email I need to send? It won't take long."
- Remember to always thank everyone who reads your email. After all, they help you.
