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How many times have you sent an email and thought, “should I have said X instead?” And then it gets your wheels turning: “Did I make myself clear? What did I mean by Y? Was that sentence a good way to start?” These kinds of questions can lead to hours of useless research. In this article, we’ll look at how you can send an effective reminder email to clients to get a quick reply.
How to write the best reminder email to get a quick response from the client?
The first step to writing the best reminder email for your client is to be polite but firm. This is a tricky balance to strike, but it’s also essential if you want your reminder emails to be successful.
So how can you write a friendly-yet-assertive reminder email? The answer lies in being specific and concise.
Here are some tips to help you:
1. Reply in the same email thread
If you haven’t heard from a client after a few days of waiting, replying to the email thread is one of the best ways to get their attention. A reply in the same thread is quick and easy.
This way, they can see that you’re still interested in working with them if they need further information or clarification about what was discussed during your initial consultation call.
2. Send them an action-driven email
Send your client an action-driven email with a purpose and a call to action. This can make them respond, as direct calls to action are difficult to ignore in most situations.
3. Say it in the Subject line
You should use the subject line to tell the client that they haven’t responded and why you need them to.
- Be actionable. If something specific about their project hasn’t been completed yet (like an empty section on a website), then mention it here, so they know exactly what needs fixing.
- Keep it short. You don’t want them scrolling through paragraphs of text before getting to the point; just remind them quickly in a few short sentences about what is pending, then ask for their response with another sentence or two.
Reminder Email Templates
Here are some situations when you might need a follow-up with your client:
1. Follow up after a proposal submission
- Follow up after a proposal submission
You can send the first reminder email after submission, but don’t wait too long. It’s better to follow up between 2 and 7 days after you submit your proposal.
- Ask for feedback on your proposal.
Ask if they have any questions, and thank them for their time reviewing it (even if they didn’t end up using your service).
Template 1:
“To: Client Email
Subject: Follow Up on Status of the Proposal by X
Hi [client name],
I just wanted to follow up with you on the proposal we submitted last week. We’ve been working hard on it, and we’d love to know if there’s anything you think we could do to improve it. Also, please let us know if you have any questions or concerns! We want this to be an excellent fit for both of us.
Regards”
Template 2:
“To:
Subject: Follow Up on the Proposal by X
Hi [client name],
I hope you had a great weekend! Just wanted to follow up with you on the proposal we sent last week. We’ve worked hard on it and are excited to get your feedback.
If it’s okay with you, I’d like to set up a call on Monday to discuss it. We can chat about the goals of your project, the timeline, and how we can best help you achieve them.
Looking forward to hearing from you!
Regards”
2. A reminder that you’re waiting for a response
Your email should be a subtle reminder that you’re waiting for a response without being pushy or aggressive.
- Don’t be too passive: Don’t wait for them to take the initiative and get back to you; initiate contact yourself.
- Don’t be too apologetic: Make sure your tone is professional but warm.
- Don’t be too informal: This is still business—even if it feels personal because we’re talking about relationships with your clients.
Template 3:
“Hey [client name],
Just wanted to get a quick update after our last conversation.
I’m still waiting on a response from you on [topic]. Please let me know if you need anything else or if there’s anything I can do to help you decide!
Regards“
3. Touching base after a while of inactivity
The best way to touch base with your client is to ask them how they are doing and if they have any questions. You can also check in on their project to see if there is anything that you need to adjust or change.
It’s important not to come off as pushy or demanding when reaching out after some time has passed since the last time you communicated with them.
Template 4:
“Hi (client name),
I hope you’re doing great! I know it’s been a while since we last talked, so I wanted to check in and ensure you’re still enjoying our service. I know sometimes things can get busy, so if you need some time to catch your breath, don’t hesitate to reach out.
Thanks for being a fantastic client!
Regards“
Template 5:
“Hey there, [client name]!
We just wanted to check in with you and see how things are going. Are you happy with our service? If not, we want to know! We’re always looking for ways to improve—and if there’s something we can do better, we want to know about it.
We’re always here for you and would love to hear from you if you have any questions or concerns!
Regards“
4. Request for an overdue payment:
Template 6:
“Hi [client name],
We haven’t heard from you in a while. We hope all is well with your business. We wanted to remind you of the outstanding payment for [job number].
This overdue invoice has been pending for 30 days. Please clear the same immediately. Please let us know if you have any questions or concerns!
Regards”
Template 7:
“Hey [client name],
Just wanted to send a quick reminder that we haven’t received your payment yet. We’ve sent you several emails, but if you’re still having trouble paying, let us know, and we’ll help you.
Thanks & Regards”
Template 8:
“Hi [name],
Just a friendly reminder that we haven’t heard from you yet about your outstanding invoice. We appreciate your business and want to ensure we don’t lose it! Please let us know if there’s anything we can do to help you or any additional information we need on file to get this taken care of as quickly as possible.
Regards”
Conclusion
We have covered a lot of ground here, so if you feel overwhelmed, don’t worry! The goal was to give you some tools for thinking about the best ways to reach out to clients by email, along with some actionable tips on how to get started using those tools today.
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