Reminder Letter

A Reminder Letter is a type of letter that is used to remind someone of a commitment or deadline that they have missed or forgotten, most commonly for missed payments. The purpose of this letter is to maintain a delicate balance between positively stating your request and still retaining the recipient's goodwill.

The Reminder Letter should begin with a simple form, just letting the client know about the forgotten event and including all the relevant details. It's important to maintain the client's goodwill immediately and presume that this was an honest mistake. Confirm your belief that this is the case and that you look forward to receiving the payment in the next few days.

If this is not the first reminder letter, try to prove to the client that you are serious. Use strict legal language and make sure the words "Notice Before Legal Action" are as large as possible. This will ensure that the letter won't be ignored and you will be paid.

The Reminder Letter consists of several parts, including a clear and concise description of the missed commitment or deadline, a request for action, and an expression of goodwill.

When compiling the Reminder Letter, important fields to consider include the recipient's name and address, the date of the missed commitment or deadline, the amount owed, and any relevant invoice or account numbers.

Sample of Reminder Letter

Dear [NAME],

I hope this letter finds you well. I am writing to you today to remind you that payment on your account is overdue in the amount of [amount].

I understand that sometimes things can slip our minds, and I want to give you the benefit of the doubt that this was an honest mistake. I kindly request that you make the payment as soon as possible to avoid any further consequences.

Attached to this letter, you will find an envelope for your convenience. Please make out your check and place it in the enclosed envelope while this reminder has your full attention.

If the amount has already been paid, please disregard this notice.

Thank you in advance for your anticipated cooperation in this matter. I value our business relationship and hope to continue working with you in the future.

Yours sincerely,

[YOUR NAME]

Application examples of the Reminder Letter include reminding a client of an unpaid invoice, reminding a tenant of a missed rent payment, or reminding an employee of a missed deadline.

Strengths of the Reminder Letter include its ability to maintain goodwill with the recipient while still clearly stating the request for action. Weaknesses include the possibility that the recipient may ignore the letter or become defensive.

Related forms to the Reminder Letter include demand letters, collection letters, and past due notices. The main difference between these forms is the severity of the language used and the level of legal action implied.

When submitting the Reminder Letter, it's important to keep a copy for your records and to follow up with the recipient if necessary. The Reminder Letter should be stored in a secure location for future reference.

Overall, the Reminder Letter is an important tool for maintaining positive relationships with clients while still ensuring that commitments and deadlines are met.