Tip #3: Make a Specific and Actionable Request I’m reaching out because I need your response soon.I’m reaching out because I’m unable to proceed with the project until I receive that document from you.I haven’t received payment from you yet.Here are some phrases you can use to state the problem without using accusatory language: Instead, try starting your sentences with “I” or “we”, rather than “you”, so it doesn't feel like you're blaming them for not responding sooner. Avoid language like “you missed the deadline” or “you’re late with your payment”, even if these things are true. Try not to say anything that implies the other person is at fault. I think we’re going to achieve a fantastic final product. Thank you for your great work on the project so far.Thank you so much for taking the time to chat with me last week.I hope everything’s been going well since the last time we spoke.You can mitigate the risk of coming across as pushy or unprofessional by starting with a friendly check-in to establish a rapport with the other person. So what exactly should you include in your reminder email? Here are six tips for writing a courteous, but effective, email.
In most cases, it makes sense to wait at least a week after your most recent correspondence before sending a follow-up email. On the other hand, if you’re in a scenario without a clear deadline, it’s best practice to wait a little longer before sending an email. You can follow up after a single business day, or even on the same day as your last communication, if the action you're waiting on is extremely time-sensitive. The situation is slightly different if the scenario is urgent. The longer you wait, the more awkward the situation becomes, and the more likely it is that the action you’re waiting for will be delayed. If you’re reminding someone about a deadline you’ve agreed upon, it's best practice to send a reminder email on the first business day after the deadline has passed. The ideal timing for sending a reminder will vary depending on the situation. How Long Should You Wait Before Sending a Reminder Email? In general, whenever you find yourself waiting for someone and you haven't checked in with them in a while, it might be a good idea to send them a reminder email. In these types of scenarios, it makes sense to send a reminder email to see if the favor is still on the table, but you should do so in a courteous and kind way.ĭon’t forget that they’re going out of their way to do something for you. That way, you can ask for RSVPs and make sure nobody forgets to put the event on their calendars.Ī trickier scenario is if someone has promised to do you a favor and hasn't followed up on it. You could also send your colleagues a reminder email about an upcoming meeting or event. In that case, it makes sense to send a reminder to make sure nothing has been forgotten or lost in the system. Similarly, you might be working with a vendor who hasn’t delivered the goods or services they’ve promised. If there's a more serious reason why they weren't able to meet the deadline, your email will give them an opportunity to explain the situation and discuss alternative options. Most likely, your client has forgotten the deadline, and your message will prompt them to complete the payment. In that scenario, it makes sense to send a reminder to ensure that they complete their task soon.Īnother scenario is when you're working with a client who hasn’t paid for your services on time.Īfter the payment deadline has passed, it’s better to send a reminder than to keep waiting. If your coworker fails to finish a task by a specific date, you might find yourself unable to move forward with your own work. One common scenario is when you're dealing with a missed deadline. There are many situations in which you might need to send a reminder email. When Should You Send a Friendly Reminder Email? It prompts a faster response in a courteous way and it re-establishes a line of communication, so you and the person you're emailing can stay on the same page. When Should You Send a Friendly Reminder Email?Ī reminder email is a friendly email you send to someone to request that they act.įor example, if your client has missed a payment deadline, you might send them a reminder message to ask when you can expect their payment.Ī reminder email has two purposes.
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