We currently live in a world that needs reminders to drink water. Mobile apps exist to remind us of it, every hour or so. An essential task to a human being, is now something to be reminded of. This is deeply insightful, as we can understand that something even as basic as drinking water slips our mind in this highly busy world. As do many more important things, which we mentally put a pin on, but at one point or the other we miss them. Thus, it is clear that we need to be reminded of important and even mundane things daily.
Reminder calls mails are one such essential part of the sales process hence they are a key element in every sales CRM, as the receiver can be reminded of something important, that they may have missed previously or that they should not miss in the near future. It may be of a personal or a professional aspect. Examples of such mails are the mails we receive from Banks reminding us to pay our credit card bills on or before the due date, or mails reminding us of attending a video conference with our teams at a certain point in that working day.
Scenarios which require a reminder mail:
Here are just some scenarios listed out, where you may need to send a reminder mail.
- Bank/Loan Payment Reminders: When a customer needs to pay their due on time you can send a reminder mail before the due date or if they have missed the date then send a mail post that date, reminding them to pay by a certain date, beyond which they may be required to pay a fine or where their card/bank account may get blocked.
- Work Deadlines: At work, sometimes a task may be very crucial and time bound. In such a case, you can mail to remind the employee(s) to make sure and get the task done on time.
- Job applications/Interviews: When you have been applying for various jobs intent on getting the best one to match your profile, getting prompt responses from the companies would be helpful. In case there is a lapse in communication from their end, you can send follow-up mails, checking on the status of your job application, which would make them respond.
- Vendor Issues: When a vendor that needs to send you some inventory or has sent it but hasn’t yet sent you the invoice for you to file in your system, then you can send them a reminder mail, gently reminding them of the urgency of the matter and how it is affecting your business.
What to keep in mind while framing the mail?
Writing a reminder mail is similar to writing any official mail, you must make sure to maintain a professional and polite tone. Since reminding someone about something is a delicate task, the mail should not come across as rude, because that will only offend the receiver.
- Select the right subject for your mail – Make sure the mail has the appropriate subject line, to make sure the recipient knows the importance of it. You can suffix the subject with “Response Required”, “For Your Immediate Attention” or something to that effect.
- How to greet the recipient – You can greet them with the formal ‘Dear’ or just with ‘Mr/Mrs/Miss’ or can go with the more informal ‘Hi/Hey’.
- The body of the mail – Here you can explain in detail what the recipient needs to do and also include a call-to-action, which will help them to carry out the task immediately.
- End it with a thank you note – Thank them in advance for taking care of the matter, so that this prompts them to do so in a timely manner the next time onwards too.
Hope this has helped you to frame a reminder mail in a professional way, for your business. All the best.
