Letter of Reminder

by LeROY WILLIAMS
(TRINIDAD WI)

Can you give me a sample letter for reminder of renewal of maintenance contract?

Answer:

Dear LeRoy,

For a reminder, state the item you wish to remind the reader about and his/her expected action at the start of the letter.

Provide as much information as possible. Repeat all the necessary information – time, date, place, deadlines, purpose and so forth. If the reader has forgotten about what the reminder is about, he or she shouldn't have to go elsewhere in the files to get more information to carry out the action.

In memos, mention in both the subject line and body of the memo the word “reminder.” Otherwise, the reader may think you are sending him new information containing some detail about which he or she was unaware beforehand.

If the reminder is sent due to some change in the original plan or announcement, call special attention to that change. To add emphasis, place that detail alone in a separate paragraph or underline it.

If necessary, request a confirmation.

Below is a sample reminder letter:

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Dear Mr. Clinton:

Recognizing your very busy schedule, I’m sending you this note as a reminder to renew your Cleaning and Maintenance Contract with us. I hope you have been more than satisfied with our service so far. Enclosed is a copy of the original contract for your convenience.

Would you please have your assistant drop me a note or phone if you require further information.

I’m sincerely looking forward to receiving your renewal.

Regards,
Miss Lewinsky