Sending a reminder email is an essential practice to boost the email response rate. Every business professionals use this practice to take their conversation closer to their end goals.
However, analyzing the recipient’s side, a standard business professional receives 96 emails in a day. So, we must agree that it is a tedious task for the recipient to reply to each email.
Sending a polite reminder email cheers up your recipient and creates an interest in them to respond back.
But how do you politely remind someone to reply?
A polite reminder email can give you endless benefits, whereas a bratty email ruins the game.
A reminder message stated politely can help you rebuild a relationship and move towards your goal, whereas an impolite message can stop the conversation instantly.
Learning about the right emailing etiquette and polite reply techniques are essential for every business professionals. This article will be your guide for writing a polite reminder email and increasing the response rate.
How do you politely remind someone to reply your email?
Everyone around the world appreciates politeness. When you are sending a reminder email to get a reply, you need to be concerned about the time they spend reading your email. We need to follow certain guidelines that can help us write a perfect reminder email that will boost your email response rate.
As an add-on to help you, we have also added some polite reminder email samples in each pointer that will help you relate your situation in a more appropriate manner.
1. Reply in the same email thread
As you saw above, your recipient receives a huge number of emails in a day. Creating a new email thread for your recipient will increase his work and make him ignore your emails. If you send your replies in the same thread, it makes your receiver easier to access the previous email. This ultimately helps you to get a response to your emails and yield high productivity.
Replying in the same email thread also keeps your conversations accountable. You can easily refer to the email anytime and get the clear information you are looking for.
In reference to the above example, Scott received the reminder email in the same thread. This helped Scott get a direct reference from the previous email which saved his time. The sender also continued the story from the previous email. The sender added more value to the email by providing a free trial and a product demo. This will make Scott feel the importance of the email and respond back to the sender.
Along with being polite, the key here is to add more value to your reminder emails.
2. Draft a sweet and simple message with a greeting
Short and simple messages are easier to read. Adding sweet words it makes the email appealing. These tips will help you make your recipient remain interested to read your messages and take the desired action.
Also adding a greeting with your email makes it legit and authentic.
You should always personalize the email to make it feel dedicated to the particular person. Usually, senders automate their emails which lacks personalization features. When a recipient opens an un-personalized email, he finds out to be another junk email and skips it. Sending highly personalized messages keeps your recipient engaged and increase your email response rate.
It is suggested to use an email outreach tool like SalesHandy to send multiple personalized emails.
With SalesHandy you can automate personalized follow-up reminders with the primary email which can make your job seamless. You can use the not replied condition with your follow-up reminder messages and get your reminder emails to work in an automated manner. Apart from not replied condition, you also get the option of not opened and regardless which you can choose according to your recipient’s behavior.
The above example is a reminder email to Amy. Amy works as a customer support associate in a company and has not replied back to a particular support ticket. The sender has sent a short and simple reminder email to get a response on the current status. He also started with a greeting and empathized with the email. The sender has also added the reference ticket number with the email which makes the job easy for the support executive. As a result, this will make Amy more interested in the email and provide great customer support.
3. Use polite words and cover all pointers of your message
Using polite words signifies how concerned you are towards time your reader is investing in your email. Your words decide how your recipient will take action on your email. Drafting a bratty email will move your emails towards the bin or in the worst case SPAM you.
The next essential thing about your reminder email is to clearly state all the purpose of your email. Although it is all about making your recipient reply to your primary email but adding hints and descriptions in the reminder will help you a lot. It can eliminate the long conversation and drive action in a shorter span of time.
You can also add some emotions to your email to improve readability. Also adding rich text at important points like dates and times will create a focus for the recipient.
The above image is one of the best examples of a polite reminder email sample. James was availing the SalesHandy free trial and it’s going to expire soon. However, the sender is not sure if he has used it or not. To follow-up with James, the sender has sent a message in a polite way to remind them to reply to the email. He started by asking his experience with SalesHandy and then suggested a trial extension if he has not used it yet.
4. Use proper formatting and grammar
Proper formatting gives a beautiful look to your emails and grammar enhances the quality. When you are sending a professional email reminder, your email creates an image in your recipient’s mind. You need to showcase it as beautifully as you can. Make a practice of rechecking your email draft and maintaining a generic emailing format before you hit the send button. To avoid silly grammatical mistakes you can use free tools like Grammarly or Hemingway Editor.
More than anything else, It is very essential to make proper word choice before sending your email. You should never hurt anyone’s personal feelings through your emails. This is considered as an improper emailing practice.
The above email is an example of the bad emailing practice. David was expecting a reply from James, but it didn’t go as expected. Now David has planned to send a reminder email to James.
David didn’t take care of proper email formatting, typographical and grammatical errors. Also, he drafted the email in a rude tone. These types of emails are not entertained by anyone. Make sure you don’t draft an email like David and create a negative impression on your recipient. Check out various usual mistakes done in the emails and write down the worst part of the email in the comment section below.
5. Make an action-driven ending in your email
Every email is sent with a particular goal. Sales professionals send it to get prospects, marketers for subscribers, and bloggers for getting readers. However, if you don’t create an actionable hook in your email, the whole message becomes useless.
Add a call to action that can help your recipient take the desired action. While sending a reminder to someone to reply to your email, our goal is how to get someone to respond to your email. You must add a note below showing your dedication and eagerness to hear back from them. This statement impels your recipient to reply to your email and maintain the smooth flow of the conversation.
Adding the importance of an action-driven ending in the email is best stated in the example above. This is a reminder email to a customer whose payment got failed. The sender helped him with alternate payment options and also asked for any type of assistance if he requires. This will make the customer feel satisfied with the service quality and take the necessary actions.
End of the day you want a satisfied customer smiling and replying to your email, isn’t it?
6. Use an email tracking tool
It is necessary to know your recipient’s behavior towards your email. Sometimes you might send too many reminder emails and don’t get any response. That might be due to the unavailability of your recipient or lack of interest. To know the actual reason, it is suggested to use an email tracking tool that empowers you to take action as per your recipient’s behavior. We recommend you to use SalesHandy as it provides unlimited lifetime free email tracking.
If you send an email with an email tracking software, you can analyze the behavior of your recipient towards your email. You can check when and how many times your recipient is getting engaged with your email. With the information, you can plan your reminder messages accordingly.
Now, you know the polite way to remind someone to reply to email, but it’s not always you can get a response soon after your emails. You need to have patience and deal with these calmly. It might take some time. So you need to follow-up with your recipient accordingly.
It is always suggested to maintain the basic email etiquette in every type of professional emails. These etiquettes can help you in getting more benefits from your emails and help you build a personal brand around your network.
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