What is a Reminder Email?<\/h2>\n\n\n\n
A reminder email is a simple email sent to remind clients to take action in one way or another.<\/p>\n\n\n\n
They don\u2019t have to be particularly creative. In fact, reminder emails should be simple, short, and focused. Anything else could distract coaching clients from what they need to do. Using email design<\/a> strategically\u2014like clean layouts, clear headings, and visible CTA buttons\u2014can make all these reminders more effective<\/p>\n\n\n\n The simpler they are, the more you can reuse the same emails repeatedly for different clients.<\/p>\n\n\n\n In our experience, setting up reminder emails can improve your coaching business in many ways. If you automate them, you don\u2019t even have to do them manually each time. You just schedule them once, and they will be sent at the exact time you need them (more on this later).<\/p>\n\n\n\n Here\u2019s why it\u2019s worth sending reminder emails to your clients:<\/p>\n\n\n\n Follow-ups are useful in many scenarios. If you take payments online<\/a>, reminder emails are a great way to let clients know when their invoice is due. This can be as simple as a Google Sheets invoice<\/a> if you don\u2019t want to complicate things.<\/p>\n\n\n\n You can also send reminder emails before an appointment. It\u2019s up to you to decide what frequency is best, but here are some common appointment reminder settings coaches like to use:<\/p>\n\n\n\n You don\u2019t have to set up all of these for your sessions; one or two is more than enough.<\/p>\n\n\n\n Reminder emails can also be used if clients haven\u2019t filled out important documents. For instance, if they need to send files over before their first discovery session<\/a>.<\/p>\n\n\n\n Some coaches may worry about offending their clients, while others may be tempted to vent their frustrations at them in a reminder email.<\/p>\n\n\n\n Here\u2019s how to find the sweet spot and send a professional reminder email when your client\u2019s MIA.<\/p>\n\n\n\n Reminder emails are completely normal in any business so you shouldn\u2019t apologize for sending one.<\/p>\n\n\n\n That means you should avoid writing things like:<\/p>\n\n\n\n I\u2019m sorry to bother you, but I still haven\u2019t received the payment for this invoice.<\/em><\/p>\n\n\n\n It\u2019s easy to think that clients will get annoyed by reminder emails. But the truth is that people are busy, and it can be incredibly liberating for a business to take ownership of those reminders.<\/p>\n\n\n\n When you\u2019re reminding your clients, whether it\u2019s about an appointment or a DMARC for MSPs platform comparison<\/a>, you\u2019re taking one more weight off their shoulders. So why apologize for doing that? <\/p>\n\n\n\n I was guilty of doing this at first, but I\u2019ve learned that apologizing doesn\u2019t solve anything. <\/p>\n\n\n\n On the flip side, reminder emails shouldn\u2019t be used to argue with your client. <\/p>\n\n\n\n We get it\u2013it can be really frustrating when you don\u2019t receive a payment for a job well done. You should be firm in your emails, but stay polite.<\/p>\n\n\n\n Put the focus on the invoice<\/a> that didn\u2019t get paid instead of the fact that the client hasn\u2019t paid.<\/p>\n\n\n\n Here\u2019s what we mean. Instead of writing:<\/p>\n\n\n\n \u201cYou still haven\u2019t paid this invoice.\u201d<\/em><\/p>\n\n\n\n Try this instead:<\/p>\n\n\n\n \u201cThis invoice hasn\u2019t been paid yet.\u201d<\/em><\/p>\n\n\n\n Both sentences communicate the same fact. But as a client, which one would you rather receive?<\/p>\n\n\n\n You should only include the necessary information in a reminder email. These emails aren\u2019t the right time to ask your client how their family is doing or how they enjoyed their latest vacation.<\/p>\n\n\n\n Write only as much information as you need to get your point across, but no more than necessary.<\/p>\n\n\n\n Reminder emails are designed to remind clients to do something.<\/p>\n\n\n\n You should make their lives as easy as possible so that they will take action. For instance, if you\u2019re reminding them to fill out a form, include a link to that form.<\/p>\n\n\n\n Otherwise, they\u2019ll have to dig around trying to find the original email you sent.<\/p>\n\n\n\n Remember that many people receive dozens of emails a day in their inboxes. The easier it is for them to access what they need, the more likely they are to get the job done.<\/p>\n\n\n\n Stuck on how to write your reminder note? Here are six templates you can use in the most common scenarios.<\/p>\n\n\n\n You can send this email a week or a day before a payment is due from your client.<\/p>\n\n\n\n You can also set up a late payment reminder for a week later in case your client forgets. I use PayPal to send invoices and keep track<\/a> of invoice activity. I get a notification email when an invoice hasn\u2019t been viewed yet and I can set up a reminder with that condition.<\/p>\n\n\n\n Finally, it\u2019s important to clearly state the consequences of not paying the invoice. In the second example below, you\u2019ll see what it looks like if you take appointments only once a payment is made.<\/p>\n\n\n\n Subject line: Payment reminder for [invoice number] \u2013 Due on [date]<\/em><\/p>\n\n\n\n Hi [client name],<\/em><\/p>\n\n\n\n This is a friendly reminder that you have a [amount] payment on [invoice number] that\u2019s due for payment tomorrow, on [date].<\/em><\/p>\n\n\n\n You can view this invoice and make your payment here:<\/em><\/p>\n\n\n\n [link]<\/em><\/p>\n\n\n\n Don\u2019t hesitate to hit reply or send me an email at [your email address] if you have any questions.<\/em><\/p>\n\n\n\n [Signoff]<\/em><\/p>\n\n\n\n Subject line: Payment reminder for [invoice number] \u2013 Due today<\/em><\/p>\n\n\n\n Good morning [client name],<\/em><\/p>\n\n\n\n I just wanted to remind you of the [amount] payment on [invoice number] that\u2019s due for payment today.<\/em><\/p>\n\n\n\n You can access and pay your invoice here:<\/em><\/p>\n\n\n\n [link]<\/em><\/p>\n\n\n\n Payment can be made via [payment options].<\/em><\/p>\n\n\n\n Don\u2019t hesitate to hit reply or send me an email at [your email address] if you have any questions.<\/em><\/p>\n\n\n\n [Signoff]<\/em><\/p>\n\n\n\n Subject line: Your payment for [invoice number] is one day overdue<\/em><\/p>\n\n\n\n Hi [client name],<\/em><\/p>\n\n\n\n Hope everything is going well.<\/em><\/p>\n\n\n\n I\u2019m reaching out because I still haven\u2019t received a payment for [invoice number] for [amount due]. This invoice was due on [date].<\/em><\/p>\n\n\n\n You can access the invoice via this link:<\/em><\/p>\n\n\n\n [link]<\/em><\/p>\n\n\n\n Payment can be made via [payment options].<\/em><\/p>\n\n\n\n I\u2019d like to remind you that this payment needs to be completed before our next appointment. <\/em><\/p>\n\n\n\n If you\u2019re having technical difficulties with the invoice or if you have any questions, please hit reply or email me at [your email address]<\/em><\/p>\n\n\n\n [Signoff]<\/p>\n\n\n\n Your reminder email for appointments should include the information about where and when they will happen. <\/p>\n\n\n\n For instance, include the call link if you\u2019re meeting via Zoom<\/a>. If you\u2019re having a phone call, remind them to have their phone charged and ready at the time of the appointment.<\/p>\n\n\n\n If you set up multiple appointment reminders, they can look very similar. Here are two variations for your next session with a client.<\/p>\n\n\n\n Subject line: Appointment Reminder: Your Next Appointment is on [date] [time]<\/em><\/p>\n\n\n\n Hi [client name],<\/em><\/p>\n\n\n\n This is a reminder that your next session appointment is on [date] at [time].<\/em><\/p>\n\n\n\n You\u2019ve scheduled [time frame] and you can join the call via Zoom at:<\/em><\/p>\n\n\n\n [Zoom link]<\/em><\/p>\n\n\n\n Make sure to have Zoom installed on your device before our appointment time.<\/em><\/p>\n\n\n\n [Signoff]<\/em><\/p>\n\n\n\n Subject line: You have a [Name of Session] in one hour<\/em><\/p>\n\n\n\n Hi [client name],<\/em><\/p>\n\n\n\n This is a reminder that your appointment for [name of session] starts in one hour, at [time].<\/em><\/p>\n\n\n\n Your appointment will be via Zoom and will last [time]. Use this link to join the call:<\/em><\/p>\n\n\n\n [Zoom link]<\/em><\/p>\n\n\n\n Make sure to have Zoom installed on your device before our appointment time.<\/em><\/p>\n\n\n\n [Signoff]<\/em><\/p>\n\n\n\n Many life coaches like to use intake forms<\/a> to make client onboarding smooth. But what happens if your client doesn\u2019t fill out their form before your first coaching session<\/a>?<\/p>\n\n\n\n To avoid that situation, you can send them a reminder like this one:<\/p>\n\n\n\n Subject line: Reminder about your intake form<\/em><\/p>\n\n\n\n Hi [client name],<\/em><\/p>\n\n\n\n I noticed the intake form I sent you hasn\u2019t been filled out yet.<\/em><\/p>\n\n\n\n This questionnaire is essential so I can keep the session focused on your needs and make the most of our time together.<\/em><\/p>\n\n\n\n You can access your intake form here:<\/em><\/p>\n\n\n\n [link to intake form]<\/em><\/p>\n\n\n\n Please have this form filled out at least [number of hours] before our first session so that I can prepare adequately to help you get to where you want to be.<\/em><\/p>\n\n\n\n If you have any questions or if you get stuck with this form, don\u2019t hesitate to email me back.<\/em><\/p>\n\n\n\n [signoff]<\/em><\/p>\n\n\n\n Ideally, you should send a reminder email 1-3 days before an appointment or deadline. Optionally, you can also remind clients about meetings on the day.<\/p>\n\n\n\n Your email should include:<\/p>\n\n\n\n Coaches often send session reminders, payment reminders, deadline reminders, and event follow-ups.<\/p>\n\n\n\n Firing a coaching client<\/a> can be a challenging decision but is sometimes necessary to maintain professional boundaries and uphold your integrity.<\/p>\n\n\n\n Signs that it might be time to consider parting ways with a client include:<\/p>\n\n\n\n It\u2019s essential to have an open and honest conversation with your client about any concerns before making a decision. Make sure that your expectations toward them are clearly communicated, and if they still fail to complete them, bring it up in an email or the next time you talk to them.<\/p>\n\n\n\n If the issues persist and negatively impact the coaching process, it may be time to part ways professionally and ethically<\/a>. Always communicate your decision respectfully and with the client\u2019s best interests in mind.<\/p>\n\n\n\n Luckily, automating your reminder emails can prevent many of these issues. Plus, they make follow-up an easy, set-up-and-forget process. <\/p>\n\n\n\n Here\u2019s the simplest way to automate your reminder emails.<\/p>\n\n\n\n There\u2019s one more mistake that life coaches make with reminder emails\u2014sending them manually!<\/p>\n\n\n\n If you\u2019re still sending manual reminder emails, you\u2019re setting yourself up to forget or let stuff fall through the cracks. You\u2019ll likely need reminders\u2026 to send out reminders.<\/p>\n\n\n\n Paperbell is a tool that runs your entire coaching or consulting business<\/a>, including your reminders! In fact, they\u2019re baked right into it, so you\u2019ll never have to send one manually again.<\/p>\n\n\n\n It allows you to fine-tune your reminders triggered by different types of appointments or purchases. You can put whatever text you like in these emails, so borrow liberally from the examples above! Paperbell also makes it easy to manage payments, contracts, and scheduling<\/a>. It\u2019s free with your first client<\/a>\u2014sign up now to try out all features.<\/p>\n\n\n\n Editor\u2019s Note: This post was originally published in November 2021 and has since been updated for accuracy.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":" As a coach or consultant, you\u2019ve probably had to deal with a dreaded late payment from a client or even no-shows at sessions. These things happen, but not because your clients have bad intentions. The truth is that your clients probably have a lot going on, and they\u2019re forgetting to do these important tasks. This […]<\/p>\n","protected":false},"author":47,"featured_media":234615,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_et_pb_use_builder":"off","_et_pb_old_content":"","_et_gb_content_width":"","om_disable_all_campaigns":false,"footnotes":""},"categories":[70,30],"tags":[],"class_list":["post-234614","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-most-popular-templates","category-coaching-business-tips-strategy"],"acf":[],"_links":{"self":[{"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/posts\/234614","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/users\/47"}],"replies":[{"embeddable":true,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/comments?post=234614"}],"version-history":[{"count":24,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/posts\/234614\/revisions"}],"predecessor-version":[{"id":251169,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/posts\/234614\/revisions\/251169"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/media\/234615"}],"wp:attachment":[{"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/media?parent=234614"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/categories?post=234614"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/tags?post=234614"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}Why You Might Need to Send Reminder Emails<\/h2>\n\n\n\n
\n
When Should You Send Reminder Emails?<\/h2>\n\n\n\n
\n
How to Write Reminder Emails for Coaching Clients<\/h2>\n\n\n\n
1. Don\u2019t Apologize<\/h3>\n\n\n\n
2. Stay Polite<\/h3>\n\n\n\n
3. Keep It Focused<\/h3>\n\n\n\n
4. Make It Easy to Take Action<\/h3>\n\n\n\n
6 Reminder Email Templates to Send to Coaching Clients<\/h2>\n\n\n\n
Payment Reminder Emails<\/h3>\n\n\n\n
Early Payment Reminder<\/h3>\n\n\n\n
Same-Day Payment Reminder<\/h3>\n\n\n\n
Late Payment Reminder<\/h3>\n\n\n\n
Appointment Reminder Emails<\/h3>\n\n\n\n
Appointment Reminder Email 24 Hours Before<\/h3>\n\n\n\n
Appointment Reminder Email to Send One Hour Before<\/h3>\n\n\n\n
Intake Form Reminder Email<\/h3>\n\n\n\n
Reminder Emails FAQs<\/h2>\n\n\n\n
When Should You Send out a Reminder Email?<\/h3>\n\n\n\n
What Should a Reminder Email Include?<\/h3>\n\n\n\n
\n
What Are the Different Kinds of Reminder Emails Coaches Need to Send?<\/h3>\n\n\n\n
When is It Time to Let a Client Go?<\/h2>\n\n\n\n
\n
How to Automate Your Reminder Emails Using Paperbell<\/h2>\n\n\n\n
Paperbell also allows you to eliminate payment reminder emails, as clients always pay at the time of their booking. Plus, payment plans and subscriptions<\/a> are charged to your client\u2019s card automatically. This means you don\u2019t have to remind them to pay you; it\u2019s all handled automatically!<\/p>\n\n\n\n![\"how](\"https:\/\/paperbell.com\/wp-content\/uploads\/2021\/11\/how-to-send-a-reminder-email-pin.png\")
<\/figure>\n\n\n\n