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.
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