Use this letter template as a prompt to remind customers or prospects of an important action still needing completion.
Letter
Customer Communications
Customize the letter template with your personalized artwork and contact information.
Suggested merge variables include:
API Documentation:
Letter > Create a Letter > "file"
Standard Envelope Design Templates:
8.5x11 Letter: Design PDF (for 6 pages & less)
Flat Envelope: Design PDF (for >6 pages)
HTML Examples:
8.5x11 Letter: Download HTML
What is the purpose of a reminder letter?
A reminder letter is a communication sent to customers or prospects to prompt them about an important action that remains incomplete. It’s often used for upcoming deadlines, unpaid invoices, expiring services, or required documentation and helps ensure customers stay on track with necessary actions.
What should be included in a reminder letter?
The letter should clearly state the action that needs to be completed, the deadline (if applicable), and any potential consequences of inaction. Additionally, provide instructions or links for completing the action, contact information for any questions, and a friendly closing that encourages prompt response.
When should a reminder letter be sent?
Timing is key for reminder letters. Generally, it’s best to send the first reminder a week or two before the deadline or due date, and a follow-up reminder closer to the date if no action has been taken. This ensures the recipient has enough time to respond without feeling pressured.
How can we make the reminder letter effective?
To increase effectiveness, keep the letter brief, friendly, and focused on the action needed. Use clear language and a polite tone, as this encourages a positive response. Highlight any urgency if necessary, and consider adding a call-to-action button or link to make completing the required action easier.
Should we send reminder letters via direct mail or email?
While email is convenient, sending reminder letters via direct mail can have a greater impact, as it feels more formal and is less likely to be overlooked. Direct mail adds a personal touch and often captures more attention than digital reminders, making it especially effective for high-value accounts or urgent actions. However, if the reminder is time-sensitive, consider using both direct mail and email to ensure prompt delivery.
Can reminder letters be automated?
Yes, automating reminder letters can streamline the process and ensure timely follow-ups. Lob integrates with many CRMs and CDPs, allowing you to schedule reminders at specific intervals. Automation reduces manual effort, minimizes errors, and ensures consistency, especially for recurring reminders like payment due notices or subscription renewals.
