Letter of reminder | How to write a Reminder letter

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

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

If the letter of 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.


Letter of Reminder Samples

by LeROY WILLIAMS
(TRINIDAD WI)

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

---------------------------------
Answer:

Dear LeRoy,

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



Regards,
Dax Cheng

Reminder letter Sample

by Michael
(Ghana)

How do I write a reminder letter to remind someone about an interview to be conducted at the embassy.

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Hi Michael,

First of all, I would like to point out that typing letters in ALL CAPS means that you are YELLING!

Please do not do that in an email or an electronic form like this one. I have removed the all caps here.

Now for your question, here is a sample reminder letter you can use:

Dear Miss Angelina Jolie,

Recognizing your very busy schedule, I’m sending you thisnote as a reminder to our interview on 21 September at 2pm to be held at the Ghana Embassy. This interview is regarding the adoption of the orphans twins Jack and Jessica.

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

Thank you and I’m sincerely looking forward to meeting you in person.

Regards
Dax Cheng

The following is another question by another reader. This one asked how to highlight a point again.

Reminder letter for asking the report from my colleague

by Vijayarani
(Chennai,Tn)

I need to send a letter of reminder regarding a report from my colleague. Please tell me how to send the 1st remainder letter and 2nd remainder letter for asking for the report.

1st reminder

Dear Adam,

As I need to send the report on so and so date. So I request you to send the report as soon as possible.


2nd remainder

Till now, I didn't receive your mail. This is due and I need to send tomorrow so kindly send me today as soon as possible.


Answer:

Hi Vijayarani,

The two draft reminder letters are good. However, avoid demanding things from people if you can. A little politeness goes a long way. Explain why you need the report so that they understand your situation. Call the person if you need the report urgently. There may be reasons that the report cannot be completed by your deadline. You need to understand this and work around the problem.

Also, I assume this letter of reminder would be in a email rather that an actual physical letter.

This is what I would do:

1: Physically go to or if you can’t, call the person to explain why you need the report, and by when. Get them to agree on a time when they can provide you the report (yes, this is a site about writing letters, but sometimes, actually talking to someone is better).

2: Send an email summarizing what was said in the phone call.

3: Call or Send another email a day before your agreed deadline to remind the person.

4: If the person does deliver by the agreed time, your situation should be critical, so call them again and follow up with another email.

This is my updated version of your letters:

The first email

Dear Adam,

As discussed this morning, I need to complete the project status update report to our client on (state the date). In order for me to complete the report, I need the actual expense spent in your monthly financial report to compare our budgeted expenses versus the actual.

You have indicated that the monthly financial report cannot be completed before (state the date), which is after our meeting with the client. We cannot delay the client meeting, so we have agreed that you can give me the actual expense spent portion of the financial report by (state the date), which is acceptable. For this, I thank you very much.

I look forward to getting the actual expense spent numbers from you on (state the date).

Again, thank you very much for your help.

----

This is the reminder email that you may send a day before the deadline. You should use the reply function so that the first email (or his acknowledgment of the first email) is in the email history trail.

Dear Adam,

I hope the actual expense spent numbers I need would be ready by tomorrow. If you expect a delay, please let me know.

Thanks.

----

Now, in most cases, you should get the information you need on time.

Regards
Dax

Meeting Reminder

We have an all agency meeting rapidly approaching I've already sent out a letter of reminder and would like to find an appropriate way to enforce that their RSVP is needed.
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Answer:

You can say: Please note that your RSVP is required by the end of the week. We need to know how many people are attending in order to book an appropriate sized venue.

Regards,
Dax

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