You applied for a job a week ago but never got a call back since. Though it’s easier to move on and look for opportunities elsewhere, you can consider making one last attempt to get the job by sending a reminder letter to a recruiter.
A reminder letter is a great way to make a follow-up on a concern or responsibility that has not been met. That being said, read on to find out how you can create a good reminder letter in a snap.
Reminder letters can come in handy during various circumstances. Perhaps you ordered a package online but it failed to arrive on time, or maybe you asked a client to submit a document and you’d want to make a follow-up to ensure they don’t forget.
Regardless of your reason for writing, a formal letter should consist of the following components:
1. Heading: A professional business correspondence is usually printed on a corporate letterhead. This contains the name of the company, office address, and contact details. A personal letterhead may be used for informal or casual letterheads as well. But even if you decide not to use a letterhead, you must include the sender’s information nonetheless.
2. Date: The date when the letter is sent should be indicated in the format Month, Day, Year (ex. June 12, 2016). The month must not be abbreviated and all four digits of the year must be included.
3. Address: This refers to the address of the recipient. A professional letter often includes the recipient’s name and title on the first line of the address block as well. The second line states the company or business of the recipient, while the third and fourth lines are designated for the actual address of one’s office.
4. Salutation: This would usually depend on the circumstance at hand. When the recipient’s name and title is known, you can use Dear. Otherwise, To Whom It May Concern will be more appropriate. It’s highly advisable to punctuate your salutation with a colon as opposed to a comma as well.
5. Body: The body, as the longest part of the letter, is typically divided into three subcategories: the introduction, main content, and summary. The purpose of the letter and other necessary information must be specified in this section.
6. Complimentary Close: Some common closing remarks include Sincerely, Best Wishes, Regards, and Cordially. This marks the end of the correspondence and may vary in degrees of formality.
7. Signature: Letters that are hand-delivered or faxed should contain a good amount of space below the closing and above the typed name and title to make room for the sender’s written signature. Reminder emails, on the other hand, simply comprise of the sender’s name and title.
Sometimes, it can be difficult to put our thoughts into words. This makes it hard for us to write a letter without starting over multiple times just to compose the perfect one. Luckily, you could easily construct a good reminder letter in under ten minutes with the help of the following steps:
1. Address your recipient: Though you can address the company or organization in general, it’s always best to inscribe a particular individual for a more personal approach. However, you should also avoid stating one’s name or title if you are uncertain about it. The last thing you would want to do is to send your letter to the wrong person.
2. State your purpose for writing: This should be clearly established in the body of the letter. You can use the phrases I wish to let you know; I understand you have a lot of work, but I want to remind you; When you get a chance, please; and Just checking to see if to remind the reader of an expected action without sounding harsh or impatient.
3. Include additional details to support your claims: In certain cases, you might have some sort of document to support your statements. This can be anything from a sales invoice to a simple receipt. The tracking number or reference number printed in the document may be useful for tracing a package that didn’t arrive. This should be specific and relevant to your main purpose.
4. Specify what you expect will happen in response to the letter: Similar to a complaint letter, you might have other concerns that have to be settled. It’s important to remind the recipient of their responsibilities in the deal along with how you want them to respond. You can also indicate possible consequences that may occur if the recipient fails to fulfill his or her duties accordingly.
5. Send your thanks: You might be feeling a bit frustrated and anxious for being forced to write a reminder letter in the first letter. But even then, you still need to be polite enough to extend your thanks. After summarizing the entire situation to your recipient, you can end the letter with words of gratitude for whatever time and effort was exerted.
Now that we’ve identified the necessary steps to compose a good reminder letter, perhaps we can enhance it a bit more. Here’s how you can improve your letter for the better:
Here are some common instances when you may need to send a reminder letter to a particular entity:
The first thing you would need to is to determine your exact reason for writing. When you’re fully aware of what the letter is for, writing its content will be as easy as pie. You can also choose to download a template and customize its content to suit your requirements. Make sure to provide as much information as possible so that the letter may effectively communicate your message.
A reminder letter is a document you send to a customer or vendor to prompt a particular action. You can use the letter to remind someone of a payment or deadline that has passed or is due soon. This will help raise awareness and keep a recipient informed regarding a matter that he or she may have forgotten.
It’s not unusual to constantly receive reminders in a business setting. That’s because there are many instances where some periodicals and statements are not received until reminders are sent. In fact, some people only acknowledge a given matter after getting a reminder from their clients or superiors. Although this has caused some employees to grow dependent, reminder letters are considered to be a valuable tool in business communication.
The key to writing an effective reminder letter is to remain professional at all times. And with the help of these templates and examples, you can remind clients and colleagues of their duties and still maintain a good relationship!