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.

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,

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.

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,

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.

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,

Guidelines : Follow-ups

Follow-ups

Guidelines and Alternate Phrases

• State immediately that the letter is a follow-up to earlier correspondence or an earlier commitment. Restate your original message and request for action.
• I wanted to follow up on our earlier decision to….
• As a follow-up to our phone conversation, I wanted to get back to you about our agreement to….
• Identify the first communication by subject rather than by date alone. If an original letter or phone message was lost, misplaced, or misrouted, the reader may not know what you’re talking about.
• Don’t imply the reader is negligent or incompetent.
• Offer an excuse for your reader’s failure to reply–one that will allow him or her to save face for having failed to respond by the specified date or to acknowledge receipt of your request or message. Even a phrase such as, “Could you let me know the status of …” implies some progress.
• Repeat all details–about who, what, when, where, why, how, how much–that were included the first time around. Don’t rely on past correspondence that may not have been received.
• Avoid a nagging, whining, or threatening tone.
• Emphasize the critical need for a response. If you can, find reader incentive for the action. If appropriate, use the if-I-don’t-hear-from-you-by approach; state your next action if no response is forthcoming.
• Enclose a copy of the original letter only when the subject is too long or complicated to be repeated easily in the present reminder. Otherwise, doing so seems to be “proofing yourself” or documenting the reader’s failure to reply or comply.

Example 1: Follow-ups letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Production Staffing in New York

As we discussed in the staff meeting on October 2, we have three unfilled positions in our Production Department in New York, all three of which are critical to proceeding with the Sinclair project. The personnel budget will need to be increased by $88,000, as I have outlined it.

Could you please give me a call to let me know the status of the manpower request submitted September 26?

Example 2: Follow up letter examples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Flyers for the Sales Convention

All information for the flyers to be distributed at the Arapahoe Convention next month is complete and ready for typesetting except the figures for special discounts for bulk film orders.

Have you had time to set up the special discount rates I mentioned in my June 5 memo?

The layout will have to go to the typesetter by Friday, June 18, at the latest. I do hope we can include your information before that date, because the flyer will be much more effective in drawing calls with that special discount rate in black and white before prospective clients.