Follow-Up Reminder Email

Meet your polite nudge machine. The Follow-Up Reminder Email Agent is patient, respectful, and always on time — giving recipients a gentle push without feeling pushy.

What It Does

This Agent creates follow-up reminder emails that keep conversations, tasks, or sales opportunities alive. It balances clarity with courtesy, making sure your brand stays visible without overwhelming the recipient. Whether it’s a reminder to complete a signup, schedule a call, or finish a checkout, it delivers a professional touchpoint that feels natural.

When to Use It

Perfect for:

Following up with trial users who haven’t completed setup
Nudging prospects who haven’t replied to your first email
Sending polite reminders about scheduled calls, demos, or deadlines
Keeping your brand top-of-mind in longer sales cycles
Automated “don’t forget” campaigns in CRM or marketing flows

When Not to Use It

Avoid using this Agent when:

You need a first-touch email (use the Welcome Email Agent)
You’re sending a big announcement (use the Product Launch Agent)
You want a direct, high-pressure sales pitch (use the Sales Letter Agent)

Inputs & Configuration

Basic Configuration

Field	Required?	Description	Best Reason to Use	Example
Follow-Up Context	✅	Short description of what you’re reminding them about	Anchors the reminder in a specific action or topic	Input: “Scheduling your demo call”
Recipient Name or Type	Optional	Adds personalization	Helps email feel tailored	Input: “Sarah” → “Hi Sarah, just checking in…”
CTA Goal	✅	Defines the single call-to-action	Keeps the reminder focused	Input: “Book a Call” → Output: “Book your call today”

Advanced Configuration

Field	Required?	Description	Best Reason to Use	Example
Timing Reference	Optional	Frames when the follow-up is happening	Avoids sounding abrupt	Input: “A week after initial outreach” → “Just following up after last week’s email”
Politeness Level	Optional	Controls tone: Gentle, Neutral, Direct	Adjusts formality to audience type	Input: “Gentle” → “Just a quick reminder if it’s helpful”
Audience Type	Optional	Shapes how the reminder is framed	Distinguishes between B2B, B2C, or internal	Input: “Enterprise prospect” → “We’d love to align on your team’s needs”
Word Count Range	Optional	Short, Standard, Long	Keeps emails either brisk or detailed	Input: “Short” → 90-word reminder
Brand Voice	Optional	Overrides tone	Matches reminder to your brand’s persona	Input: “Friendly Mentor” → Softer, encouraging voice
Brand Guidelines	Optional	Overrides everything if present	Ensures adherence to house style	Input: “No exclamation marks, max 120 words”

Brand Voice & Tone

Priority order: Brand Voice > Desired Tone/Politeness > Brand Guidelines
Defaults to polite, professional, concise if none are set
Studio Brand Voices let you keep reminders on-brand and consistent
Custom tone can soften or sharpen the message depending on audience

Using Custom Brand Guidelines

This Agent fully supports house editorial rules:

If you have established Brand Guidelines, they override all other tone settings
Examples:
- “Always use British spelling”
- “Never exceed 120 words”
- “Avoid urgency words like ‘ASAP’”
This ensures all reminders align with broader content strategy, not just marketing goals

Output Format

Opening Line → polite re-introduction
Reminder Message → brief context of why you’re writing
CTA Line → clear next step (only one)
Sign-off → professional, friendly close

Length: 80–180 words (capped unless overridden)
Formats available: Plain Text, HTML, JSON

Quote & Fact Rules

No invented facts or deadlines
If a specific date/time isn’t provided, defaults to “soon” or “in the next few days”
All product or service details must come from input context

Pre-Configured Defaults

Model: GPT-4.1
Tone: Neutral polite
CTA mapping: Strictly from CTA Goal
Word count: Standard (120–150 words)

Safety & Fallbacks

If Follow-Up Context missing → defaults to “just checking in” phrasing
If Recipient Name missing → defaults to neutral “Hi there”
If CTA Goal missing → outputs a polite close without CTA
Always avoids pushy, guilt-based phrasing

Validation Behaviors

Word count clamped at 180
CTA must match provided goal
Politeness Level adjusted if conflicting with Brand Guidelines
Reminder must reference original context at least once

Tips & Tricks

Use Timing Reference to create natural pacing (e.g., “Just following up after our call last week…”)
Keep CTA strong but light-touch — reminders are about nudging, not pushing
Test Politeness Levels with different audiences to see which resonates

Example Use Case

Input:

Follow-Up Context: “Completing account setup”
CTA Goal: “Finish Setup”
Politeness Level: Gentle
Brand Voice: “Friendly Mentor”

Output:
A 110-word reminder email with a soft intro, reassurance, and CTA: “Finish setting up your account today.”

FAQs

Q: Can I add multiple CTAs?
A: No. This Agent supports one CTA per reminder.

Q: What if I want to sound more urgent?
A: Increase Politeness Level to “Direct” — but urgency is capped to avoid pushiness.

Q: Can I use it for internal team reminders?
A: Yes — just set Audience Type = “Internal.”

Troubleshooting

Problem: Email feels too generic
- Fix: Add more context in Follow-Up Context or Key Details
Problem: Tone feels too strong
- Fix: Lower Politeness Level or add Brand Guidelines with tone rules
Problem: Missing CTA
- Fix: Make sure CTA Goal is set (otherwise it skips)

Integration Tips

Works well in CRM workflows (HubSpot, Salesforce)
Use after a Welcome or Product Launch Email as a gentle second touch
Chain with Sales Letter Email for a stronger follow-up stage

Cross-References

Welcome Email Agent → First-touch greeting
Product Launch Email Agent → For announcements
Sales Letter Agent → For persuasive, conversion-focused follow-ups

Support & Feedback

If reminders feel off-brand, adjust Brand Voice or add Brand Guidelines. For persistent issues, send feedback in-app or contact Studio support.