[tab name=’Guidelines’]

Guidelines : Reminders

Reminders

Guidelines and Alternate Phrases

• State up front the item you wish to remind the reader about and his/her expected action.
• Just a reminder to you that….
• Just a note to confirm you will be….
• Make the reminder as complete as the first announcement. Repeat all necessary information–time, date, place, purpose, topics of concern, deadlines, and so forth. If the reminder changes a reader’s mind about the event or the action, he or she shouldn’t have to go elsewhere in the files to get information to reverse the decision or 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 former plan or announcement, call special attention to that change. To add emphasis, place that detail alone in a separate paragraph or underline it.
• Please note we had originally….
• This location is different from the one we had previously discussed on the phone.
• There’s been a CHANGE! Please re-mark your calendars….
• Request confirmation, if necessary.
• Would you please phone me before May 6 if we can count on you to participate?
• Would you please have your assistant drop me a note or phone if you plan to attend?
• The enclosed form is for your convenience in replying.
• If we don’t hear from you by May 6, we will assume you will be unable to join us in this effort.

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[tab name=’Example 1′]

Example 1: Example of reminder letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Holland:

Recognizing your very busy schedule, I’m sending you this note as a reminder that you were going to select a list of the executives who will participate in our upcoming management seminar on August 4-5. Enclosed is another consensus form for your convenience in checking off the names.

Holland, if it’s possible for this list to get to us prior to July 1, we could distribute the pre-reading assignments in plenty of time for those traveling managers to complete the work without undue hardship.

I’m sincerely looking forward to working with you on this project.

Regards,
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[tab name=’Example 2′]

Example 2: Confirmation letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Career Open-House Reminder

This memo is to remind you of the Career Open House scheduled for April 2 in the main lobby reception area of the first-floor plaza. Company representatives will be on hand to talk with visiting college seniors and answer their questions about career possibilities with Gilbert Gas. If you know of college seniors interested in our company, please feel free to invite them.

Although this event is not open to present employees, a similar presentation to meet your career development needs will be scheduled later in the summer.
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[tab name=’Example 3′]

Example 3: Appointment reminder

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Exhibitors:

Only a few days are left in the 19– Expo seniority selection period–the special time we set aside for you as senior exhibitors to select your booths for the March 2-5 Delstar show.

I just wanted to remind you that on October 1 we will begin assigning booth spaces on a first-come, first-served basis to all those companies on our waiting list. Seniority will hold no special privileges at that time.

So if you’re looking for excellent booth space at a great show that can pay big dividends, send me your signed contract and deposit today.

Thanks. We’re all looking forward to a great show!

Sincerely,
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[tab name=’Example 4′]

Example 4: Business reminders document

Memorandum

TO:

FROM:

DATE:

SUBJECT: Reminder for Toastmaster’s Meeting

Remember the Toastmaster’s Club will meet Tuesday, October 14, at 11:45 a.m. in the Oak Room rather than the usual Teak Room at the Marietta Club.

Please call Karen Harris (ext. 225) by Monday, October 13, to make lunch reservations.

As we decided last week, we will be discussing a new meeting day and publicity ideas for extended company involvement.
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[tab name=’Example 5′]

Example 5: Letter reminder

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Colleagues:

The Renal Journal Club will meet on Tuesday, October 12 — not Monday as previously announced in the newsletter–at 7:30 p.m. in the Cedar Room at Capper Hospital. The topic this month will be “Vitamin and Mineral Supplements for Renal Patients.”

Let me remind you we need confirmation of attendance (call Sharon Wilemon, ext. 2456) from anyone who will need us to make reservations for overnight lodging.

See you on Tuesdady, October 12, for an informative meeting.

Cordially,
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