I like to think that I have a memory like a steel trap, one that’s as sharp as a tack, or one that’s like any other cliche phrase you can think of, but that’s not always the case. I’m only human and I forget details and dates from time to time, even if they’re excruciatingly important. That’s just the way it is. And it’s on days like today, when I feel like my brain is being pulled in a hundred thousand different directions, that I truly appreciate reminder emails!

Did you make an appointment with a busy client 23 days ago? Are you missing important paperwork that was supposed to be forwarded to you by now? Send a reminder email to refresh your contact’s memory! It would be a shame if your client forgot to write down your lunch meeting and ended up being a no-show or if that crucial document remained missing forever. Despite what I’ve heard some people say, reminder emails are NOT insulting or annoying (unless you go out of your way to make them as such). There’s nothing wrong with sending a quick follow-up note!

Here’s an example: “Hello Bob! I am emailing you to confirm our appointment tomorrow afternoon at Chili’s. I look forward to meeting with you! Please let me know if you have any questions prior to our meeting and I’d be more than happy to answer them. Thanks!”

Perhaps “Bob” uses one of these!

See how easy and painless that was? There was not a condescending thing about it, and I’m sure that good ol’ Bob would appreciate the friendly follow up. A reminder email reinforces your professionalism (when written tactfully) and keeps you top of mind. If Bob DID remember the meeting on his own and didn’t need your reminder (perhaps because he wrote it on his handy little pocket organizer), then it’s no big deal and he’d probably just think of you as tactful and organized. However, if Bob completely forgot about your meeting because he had a zillion other appointments that week, then you’ll be giving him time to cancel or reschedule!

Of course, people do push projects to the back burner or intentionally ignore you, and those individuals aren’t likely to respond to reminder emails. For the rest of your contacts (like me), they probably just forget every once in awhile and would benefit from a simple, friendly reminder when a due date approaches!

About the author

Kyrsten Ledger

Kyrsten is a promo expert with a passion for branding . Her vast knowledge of promotional giveaways and marketing has led to several articles and published work for PPB Magazine, a publication from the Promotional Products Association International.