Follow Up With a Reminder • Example Letters, Guides and Samples

Guides

Send reminders about meetings and appointments in good time, so that the recipient has sufficient time to prepare or fulfill assignments. You may send other reminders as the need arises. The message should be brief and clearly stated to avoid misunderstandings.

How to write this follow-Up letter:

  1. Get straight to the point, without making an accusation.
  2. Explain the importance or urgency of the matter.
  3. Request action.

Example Letter #1

Copied

It is that time of year when all employees must update their benefits files or risk having changes made that they may not want. You must confirm your benefits status, including which health care option you plan to exercise by September 30.

If you do not state your desires, you will receive the standard benefits package, which may not meet your needs. If you have any questions or need our assistance, please call the employee benefits line at 555-5555, and we will be happy to assist you.

Example Letter #2

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Just a quick note to remind you that John Doe, Vice President of Marketing for Doe Corporation, will be visiting our home offices on Friday, March 6, to discuss current marketing trends.

He also wants to talk about long-range strategies, so it is important that we are prepared with current data. Please have your monthly reports on my desk by Wednesday, March 4, at 10:00 a.m., and be prepared to meet with us Friday morning.

Example Letter #3

Copied

Three weeks ago after purchasing your carpet cleaning system, I gave you the names of four friends who agreed to have a carpet cleaning demonstration in their homes. In return, you agreed to deliver a Doe Bread Maker to my home upon completion of the demonstrations, which I was told would not exceed 14 days.

I have not received the bread maker, and when I called to check on the status of my referrals, your receptionist said that not a single contact had been made. I am left to wonder about the good faith in which we signed our contract. I hope you can restore my confidence in your firm. I do have other friends who might be interested, but I must withhold any recommendation until this contract is settled appropriately.

Example Letter #4

Copied

It is May 15th and your homeowner's dues are ten days tardy. As you know, the Homeowners' Association relies on dues to maintain the grounds, roads and condos in the area. We need your dues to finish the entrance sign which will read, "Doe Estates." At any rate, you will be charged a late penalty of $15.00 and we hope to receive your dues within three days.

Example Letter #5

Copied

I received your call confirming my order two weeks ago today. At that time your secretary assured me my refrigeration element would be shipped immediately from stock. I have not yet received the unit. Without the new unit I cannot open my expanded produce counter in time for the Grand Reopening in one week, on October 9. Please see to it that I receive one Doe P180 refrigeration element on or before October 8.

Write Your Letter Step-by-Step

1 Get straight to the point, without making an accusation.

Sample Sentences for Step 1
  • Two months ago I sent you a claim form from my insurance company. I needed you to fill out my diagnosis, sign it, and return it to me. Since then I have called your office twice to remind you.
  • I just want to remind you that our meeting will be held in the library this month, and not in the conference room.
  • This letter is just to remind you that non-emergency leave applications must arrive in the personnel department at least four weeks before your proposed departure date.
  • When I let the plumber into your apartment to repair the dishwasher on Tuesday, I saw a litter box on the kitchen floor. The lease clearly states that no pets are permitted in your apartment.
  • After our phone call last week, I understood that I would fax an order form to you, which you would return within a day or two, so that we could supply units from our existing inventory before the price rise takes effect.
  • This short note is just to remind you that we have not received your pledge payment of $120.
  • Last month we sent you samples of three of our new products for you to try, along with a form to report your comments.
  • It's hard to believe that the year is almost over, but it is, and the deadline for end-of-year reports is almost upon us.
  • Two weeks ago we sent you a proposal for our new industrial adhesive system for application in your new plant in Springfield, Kansas.
  • I am afraid that some of your charges are now past due.
Sample Phrases for Step 1
  • a form to report your comments
  • a reminder that our meeting will be
  • after our phone conversation
  • am afraid that some of your charges are past due
  • as mentioned in our newsletter
  • assured me it would be mailed shortly
  • deadline is almost upon us
  • hard to believe that the year is almost over
  • have called your office to remind you
  • have not received your pledge
  • lease clearly states that
  • let me remind you that
  • needed you to fill out the paper work
  • please be certain that you have the materials ready by
  • sending you a friendly reminder, because
  • sent you samples of our new products
  • sent you a proposal
  • sent this short note to remind you
  • sent you a claim form
  • thanks for taking on the assignment
  • this is to confirm our agreement
  • this letter is just a reminder
  • thought I would mention that
  • time is running out
  • understood that I would fax an order form to
  • want to remind you that our meeting will be held at
  • when it never came
  • which you would return within a day or two

2 Explain the importance or urgency of the matter.

Sample Sentences for Step 2
  • I cannot receive reimbursement from my insurance company until I send in the completed form.
  • The conference room, you will recall, had been booked by the engineering team, and we felt it would be better to change our venue than our meeting time.
  • Coordinating leave, particularly during holiday periods, is challenging, but we will accommodate you wherever possible.
  • Did I perhaps misunderstand? I have been unable to reach you on the phone, and am becoming concerned that time is running out if you want the units at the old price.
  • We understand how easy it is to overlook something like this, but at the same time we depend on our pledges to pay for our programming. Your contribution makes a real difference.
  • Your opinions are tremendously important to us, because we rely on them to make changes in our formulations and product lines.
  • We are aware that many other important projects also demand your attention, but unfortunately this one won't wait. You were given this assignment because we know that you will be able to get it done on schedule.
  • We thought you might appreciate this reminder to review the proposal. We believe it is a good one, and would like to do business with you.
  • I realize that it can be difficult to process all invoices by their payment due dates, but we cannot maintain our favorable credit terms unless we receive payments on time.
Sample Phrases for Step 2
  • a great help to have you take on this assignment
  • am becoming concerned that time is running out
  • cannot maintain our reputation if time
  • cannot receive reimbursement until
  • depend on our pledges to pay for
  • did I misunderstand
  • do want to accommodate you whenever possible
  • if you want the old price
  • is company policy
  • knew that you would be able to get it done on schedule
  • must be submitted on time
  • other important projects demand your attention
  • please arrive on time and be ready to contribute your ideas
  • realize it can be difficult
  • really want to assist you in this matter
  • rely on them
  • this meeting is especially important
  • this won't wait
  • thought you might appreciate this reminder
  • unable to reach you on the phone
  • understand how easy it is to overlook something like this
  • vital to the company's operations
  • will rely on you
  • will stop by in the next few days to assure
  • your contribution makes a real difference
  • your opinions are tremendously important to us

3 Request action.

Sample Sentences for Step 3
  • I am enclosing a duplicate form in case the original has been misplaced. Kindly complete and return it to me as soon as possible.
  • We will see you in the library on Friday at 11 a.m.
  • Thank you for your cooperation.
  • Kindly remove the animal from the premises.
  • I really want to assist you in this matter. Please send in your order or call me at 555-5555 at your earliest convenience.
  • We have enclosed a postage-paid envelope for your convenience, and we hope you will continue to support us.
  • Would you please write your comments on the duplicate form enclosed, and drop it in the mail? Thank you for your help.
  • Thank you for your many contributions.
  • Even if you do not choose our proposal, we would appreciate your comments. I have enclosed a prepaid envelope for your convenience.
  • I have enclosed a copy of your statement for review. Please authorize payment as soon as possible.
Sample Phrases for Step 3
  • am enclosing a duplicate form
  • arrive promptly
  • authorize payment as soon as possible
  • call me at your earliest convenience
  • drop it in the mail
  • for your many contributions
  • have enclosed a copy of your statement for review
  • have enclosed a prepaid envelope for your convenience
  • hope you will continue to support us
  • kindly complete and return it to me as soon as possible
  • must be submitted on time
  • place your order by
  • please review this information
  • please comply immediately
  • send your order
  • thank you for your cooperation
  • thank you in advance for your help
  • will see you then
  • will pick you up at
  • will you please write your comments on the duplicate form
  • you can help us by