How to Write a Reminder Letter to Meet a Deadline

Busy people appreciate reminder letters about important deadlines.

Reminder letters about a deadline are a professional courtesy. The tone of the letter depends on the situation. Some reminder letters feature a friendly tone, while others are stern. For example, a supportive tone is appropriate for letters reminding busy parents about the deadline for signing up kids for summer camp. A business letter threatening legal action if a bill isn't paid merits a much different tone. Effective reminder letters are sent well before the deadline to allow time for delivery and the recipient to read the information.

Print this article

Instructions

- 1
  
  Review notes to confirm details about the deadline -- and consequences for missing it. Check and double-check the information for correctness.
- 2
  
  Write the letter with a conversational tone if the letter is meant as a friendly reminder. For a friendly letter, use the first paragraph to start the letter in a light-hearted way, such as making an observation about how springtime is quickly coming to the end, and that means the deadline for signing up for summer camp is fast approaching. For a stern business letter, get to the point immediately by indicating why you are writing and why the recipient must respond to the letter.
- 3
  
  Start the second paragraph by clearly stating the deadline. Give clear, specific information about the deadline, such as Wednesday, December 7, at 5 p.m. ET. The time is optional, but is useful in certain instances.
- 4
  
  Provide clear instructions on how to meet the deadline. Possibilities including sending a payment so that it is received on or before the deadline, or signing up online for a function before the deadline. List other relevant information such as the payment amount due, or other information necessary to complete the task.
- 5
  
  Tell the recipient the consequences for missing the deadline. For example, point out that people registering after the deadline will pay a higher fee or that there are no provisions for late registration.
- 6
  
  End with a complimentary closing such as "Warm regards," or "Sincerely yours."

"The Business Letter Handbook"; Michael Muckian, et al.; 1996

Photo Credit Jupiterimages/BananaStock/Getty Images

Comments

How to Meet Deadlines
You were the type who always pulled all-nighters to cram for exams. Now you're still doing the same thing as deadlines loom,...
Types of Deadline Letters
Whether a person is a chief executive officer of a company or a layperson, chances are that they will deal with a...
How to Write a Letter of Support
Many award, prize and grant applications require letters of support. Letters of support help demonstrate the applicant's excellence or ability to meet...
How to Write a Reminder of Payment Letter
Payment reminder letters are necessary to encourage payment of past-due accounts and should be sent out routinely as a standard accounting practice...
How to Write a Reminder Collection Letter
When you work in collections, you need good communication skills like writing if you plan on collecting your money. How you form...
How to Write a Letter to a Landlord for a Reminder of Renewal Time
If you rent an apartment or a house, then the odds are good that you have a landlord. One of the jobs...
How to Send Collection Letters
Rising sales figures would normally bring a smile to a business owner's face, but not if collecting outstanding accounts receivables has fallen...
How to Confirm a Scheduled Job Interview
Confirming a scheduled job interview involves more than simply picking up the phone and calling. Since you are dealing directly with the...
How to Contact Credit Reporting Agencies About a Death
When someone dies, the credit reporting agencies Equifax, Experian, and TransUnion may not get the news for a long time, if ever....
How to Increase Debt Recovery Rates
A full 15 percent of consumers were late in paying at least one of their credit card bills and a full 8...
How to Stick to Deadlines
Deadlines are always a source of frustration. It seems that when you have a deadline, everything gets in the way. There are...
How to Work With Deadlines
The word "deadline" may bring up a spike of adrenaline in many people. So many of us are natural procrastinators--but by using...
How to Reset an Acura Service Reminder
Most Acura models are equipped with a service reminder that displays on the dashboard panel at regular mileage intervals. The service reminder...
How to Write a Follow Up Letter to a Donor Request Letter
Whoever wisely observed that the difference between try and triumph is a little "umph" could well have been a fundraiser extolling the...
How to Start a Reminder Service
Forgetting is something we all do. It is bad enough when it is someone's birthday, but when it is a business issue...
How to Write a Reminder Letter Online
Reminder letters are useful when contacting clients who may have forgotten to pay a bill, as well as contacting people to remind...
How to Follow Up With a Letter After a Business Meeting
Whether the meeting's been with colleagues or competitors, you're always well-advised to summarize what was discussed and especially what was decided, and...
How to Write a Letter to Change Working Hours
Major life events and health conditions can present a need to alter work schedules. Pregnancy, the birth of a child and other...
What Is the Deadline for Business Taxes?
Business structure not only determines tax status and liability limitations, but also when the business must file and pay their taxes and...

How to Write a Reminder Letter to Meet a Deadline

Other People Are Reading

Instructions

References

More Like This

Comments

You May Also Like

Related Ads

10 Tips for Used Car Shopping

You May Like