Write a gentle reminder email with 8 examples & templates

An average office worker receives around 121 emails per day.  

You aren’t alone in the race. Your competitors are even trying to capture the attention of your prospects.  

Your prospect receives multiple emails in a day. So, your email might get buried in their inbox. Besides, nobody has time in this business world. So, they ought to miss out on many emails in their inbox.  

If you’re feeling thirsty, you must go to the pot. It’s you who want to sell to the prospect. The prospects have many options available, so they have the upper hand. If you want the prospect to purchase your solution, you’ll have to give them more attention. 

Just sending one email and giving up because the prospect still needs to reply won’t work in sales. You’ll end up losing a deal. Therefore, email your prospect a gentle reminder email instead of abandoning a deal. 

Definition of a reminder email  

A reminder email is a form of communication used in professional settings to prompt or remind individuals about upcoming deadlines, events, responsibilities, or actions that must be taken. It includes meeting reminders, tasks, projects, invoices, and more.    

They are essential for maintaining effective communication and ensuring smooth business operations. Reminder emails should be clear, concise, and respectful, providing all the necessary details without being intrusive or demanding. 

Why are reminder emails important?

Reminder emails are crucial as they assist in keeping important tasks, events, and deadlines on top of mind for both you and the person you’re corresponding with.  

Given our busy schedules and overflowing inboxes, losing track of such crucial events takes a lot of work. This is where a reminder email comes in handy.   

Writing a reminder email requires a careful approach as you want to jog the person’s memory without coming across as nagging.  

A kind reminder, or a gentle reminder email, is perfect for maintaining a professional tone while ensuring your message is well-received.   

Writing a reminder email is an art of balance. Remember, the aim is to gently nudge the recipient without appearing too assertive. Use free reminder email templates available online if you need further guidance or examples of reminder emails.   

Remember to properly conclude your emails by using phrases such as “Best Regards,” “Kind Regards,” or “Warm Regards.”

Anatomy of a reminder email   

Every compelling reminder email, like the anatomy of an organism, has a specific structure. Likewise, crafting kind reminder messages involves integrating key elements to make them effective and intriguing. 

Starting with a catchy subject line that grabs attention to a call to action that drives the desired response, each component significantly contributes to the overall success of the reminder email.  

Let’s delve into a reminder email’s anatomy to understand each part’s crucial role.  

A. Subject line 

The subject line of your reminder email is like a newspaper headline – it’s the first thing recipients see and determines whether they open your email.  

Your reminder email subject lines must be clear and engaging, like, “Just a reminder: Don’t forget about tomorrow’s meeting!” 

If you want to write a compelling email subject line for your audience, then check out 60+ best email subject lines. 

B. Body of the email 

It is where you provide the recipient with all the necessary details about what you’re reminding them of. Therefore, including all relevant information tied to your reminder message is crucial. 

Remember to mention the event name, date, time, and location in your reminder email if it’s an upcoming event or meeting. If it’s a gentle reminder about a missed deadline, explicitly mention the missed deadline and the new due date. 

C. Call to action 

Here’s where you gently remind your recipient what they need to do next. It can be as simple as “Please confirm your attendance” for an appointment reminder email or “Please pay the unpaid invoice immediately” for a payment reminder. 

D. Sign-off 

Signing off allows you to end the email politely and professionally. “Kind regards” or “Best regards” are popular choices for email sign-off, but feel free to use whatever fits your professional relationship with the recipient. 

Having taken a peek under the hood of a reminder email, let’s explore how to write a reminder email in various forms and circumstances in the following sections, complete with reminder email templates, samples, and client subject line.  

We’ll discuss everything from how to send a reminder email to crafting the perfect friendly reminder email sample. Stay tuned! 

Different types of gentle reminder emails   

A gentle reminder email comes in various forms, tailored to different situations and objectives. Each type serves a unique purpose, whether it’s an event, payment, or deadline reminder.  

Gentle reminder emails can span various types and tones, from personal to professional. Here are a few examples:    

A. Event reminder emails   

These types of emails give your audience a nudge about an upcoming event. For example, “Just a friendly reminder, the annual company picnic is this Sunday!”    

B. Payment reminder emails (Late payments or missed deadlines)   

Whether you’re a freelancer reminding a client about an overdue invoice or a company gently nudging customers about a missed payment, payment reminder emails are crucial. “This is a gentle reminder that Invoice #1234 is past due.”   

C. Deadline reminder emails   

When a missed deadline can result in severe consequences, a deadline reminder email comes to the rescue. “Don’t forget, your tax return is due by April 15th.”   

D. Appointment reminder emails   

Service providers often send these reminder emails to ensure you remember your appointment. For example, “Your dental checkup is scheduled for tomorrow at 10 AM. See you then!” 

E. Subscription renewal reminder emails   

Subscription renewal reminder emails are sent to customers whose subscriptions are about to end.   

These emails act as a nudge to renew the subscription to continue enjoying the service. A subject line like “Don’t Miss Out! Your subscription ends soon” can be quite effective.   

F. Cart abandonment reminder emails   

These reminder emails are sent to online shoppers who added items to their cart but left the site without making a purchase.   

This reminder email might include a subject line like “Items in Your Cart Miss You” and invite you to complete the purchase.   

G. Content promotion reminder emails   

Content promotion reminder emails are sent to draw attention to new or existing content like blogs, eBooks, webinars, etc.   

These are particularly useful for engaging your audience and driving traffic to your site. For example, the subject line might be “Did You Check Our Latest Blog Post?”    

H. Link-building reminder emails   

Link-building reminder emails are typically sent to website owners or bloggers. It’s a nudge for them to link to your content, which can help improve your website’s SEO. For example, a subject line such as “Our post might be a good fit for your blog” can be used. 

I. Pending interview/Deal reminder emails   

These emails serve as reminders for upcoming job interviews or deals that are yet to be finalized. An upcoming meeting or discussion point might be the central focus. For instance, the subject line could be “Reminder: Interview Scheduled for Tuesday.”    

J. Special offer reminder emails   

Special offer reminder emails are sent to inform or remind customers about ongoing sales or promotions, like a Black Friday sale. For example, a compelling subject line could be, “Hurry, Black Friday Offer Ends Soon!”  

The focus of all these types of reminder emails should be to provide relevant information with a clear subject line and a courteous, engaging tone. 

How to write an effective reminder email?

Writing polite reminder emails is an art. Crafting an effective reminder email requires careful thought and consideration.   

It’s essential to strike the right tone, clearly state the purpose, and provide the necessary details.   

This section will discuss essential tips and best practices to help you write an impactful reminder email that elicits the desired response.  

Here are a few key ingredients to make your gentle reminder email both courteous and effective: 

If you want to write a compelling email subject line for your audience, then check out 60+ best email subject lines.

A. Keep it simple and direct   

A reminder email should be as straightforward as a road sign. It should clearly state its purpose, whether reminding someone of an upcoming meeting or an overdue invoice.   

For example, your subject line could read “Just a kind reminder: Tomorrow’s Zoom Meeting at 10 AM” or “Overdue payment reminder email: Invoice #12345 due today.” 

B. Use a polite tone (Gentle reminder emails)   

We’re all human, and we forget things. So, when writing your gentle reminder email, use a friendly tone and add all the details. A friendly reminder can go a long way in maintaining positive professional relationships.    

C. State the purpose clearly   

Every good reminder email spells out its intent without being ambiguous. For example, “Just a reminder, your quarterly report is due by the end of this week.”    

D. Include necessary details   

Forgetting to include the time for a meeting or the due date for payment can confuse. Ensure your email contains all the necessary details to communicate effectively.    

E. Friendly reminder for no response   

It’s time to send a polite reminder email after sending an email and not receiving response. “I just wanted to bring my previous email back to the top of your inbox.”

From event reminders to payment reminders, these practical examples will guide you in creating effective reminder emails. 

Gentle reminder email templates  

To illustrate the concepts discussed earlier, we will provide real-life examples and reminder email samples of various reminder emails. 

A. Event reminder email template   

Subject: “Just a reminder: [Event Name] in 3 days!” “Hi [Recipient Name], We’re excited to see you at the [Event Name] this Friday. Remember to bring your ticket and ID.   See you there! Best, [Your Name]”

This example demonstrates a concise and friendly event reminder email.   

It includes the subject line “Just a reminder: [Event Name] in 3 days!” and a brief message reminding the recipient about the event, emphasizing the importance of bringing their ticket and ID.  

B. Late payment reminder email template  

Subject: “Friendly reminder: Invoice # [Invoice Number] is due” “Dear [Recipient Name], We hope this email finds you well. This is a gentle reminder that payment for Invoice # [Invoice Number] is due on [Due Date]. If you’ve already made the payment, please disregard this email. Kind regards, [Your Name]”

This sample uses a polite and helpful tone to remind the recipient about an overdue payment.   

The subject line reads, “Friendly reminder: Invoice # [Invoice Number] is due,” the email body kindly reminds the recipient of the payment due date and offers gratitude if the payment has already been made. 

C. Content promotion reminder email template    

Subject: “Have you checked out our latest blog post?” “Hi [Recipient Name], Here is our latest blog post with you. We think you’ll find it useful! Here’s the link: [Blog Post URL] Best regards, [Your Name]”

This example showcases a content promotion reminder email.   

The subject line states, “Have you checked out our latest blog post?” the email body invites the recipient to read a recently published blog post, providing a link for easy access.  

E. Link building reminder email template    

Subject: “Our post might be a good fit for your blog.” “Hi [Recipient Name], I recently came across your blog post on [Topic]. Great work! I noticed it could be a good fit for a link to our recent post on [Your Post Topic]. Do you think they’d be compatible? Looking forward to your positive response. Best regards, [Your Name]”

This sample demonstrates a link-building reminder email personalized to the recipient’s blog post. 

The subject line mentions that the sender’s post might fit the recipient’s blog well.   

The email body compliments the recipient’s work and suggests a potential collaboration by linking to the sender’s relevant post.  

D. Appointment reminder email template    

Subject: “Appointment Reminder: [Appointment Detail] at [Time]” “Dear [Recipient Name], Just a friendly reminder about your appointment scheduled for [Date & Time]. If you have any questions beforehand, feel free to reach out. Kind regards, [Your Name]”

This example focuses on a friendly appointment reminder email.   

The subject line clearly states, “Appointment Reminder: [Appointment Detail] at [Time].”   

The email body provides a polite reminder about the scheduled appointment and encourages the recipient to reach out with any questions.   

E. Overdue payment reminder email template  

Subject: “Reminder: Your Payment is Overdue” “Dear [Recipient Name], We’re reminding you that Invoice # [Invoice Number] was due on [Due Date]. Therefore, we request that you address this overdue payment immediately. Thank you, [Your Name]”

In this sample, a reminder email for an overdue payment is presented.   

The subject line reads “Reminder: Your Payment is Overdue,” and the email body politely reminds the recipient that Invoice # [Invoice Number] was due on [Due Date], requesting prompt payment.   

F. Polite reminder email to boss    

Subject: “Following Up on Previous Email” “Dear [Boss’s Name], I’m following up on my email about [Subject] last week. I understand you’re busy, but I would appreciate your input. Best, [Your Name]”

This example showcases a professional and polite reminder email to a boss or superior.   

The subject line states, “Following Up on Previous Email,” and the email body briefly explains the purpose of the follow-up, acknowledging the recipient’s busy schedule and expressing the sender’s request for input.   

G. Follow-up reminder email

Subject: Following Up on Previous Email “Dear [Recipient Name], I hope this email finds you well. I’m following up on my email about [Subject] last week. However, given your busy schedule, I understand it may have slipped through the cracks. I would greatly appreciate your input or response when you have a moment. I appreciate your consideration of this issue. Best regards, [Your Name]”

This template is a follow-up reminder email to ensure that a previous email receives attention.   

It acknowledges the recipient’s busy schedule and politely requests their input or response to the subject matter.  

H. Final humble reminder 

Subject: Final Humble Reminder “Dear [Recipient Name], I hope this email finds you well. I wanted to gently remind you about [Subject] as it remains unresolved. Nevertheless, the matter is essential, and I request your prompt attention and response. I appreciate your patience and co-operation. Best regards, [Your Name]”

This template represents a final humble reminder when previous attempts to address a matter have been unsuccessful.   

It emphasizes the importance of the subject and politely requests prompt attention and response from the recipient.  

These examples provide a good starting point for crafting effective reminder emails.    

Tips for successful reminder emails  

Mastering the art of reminder emails is about more than just crafting the right content. It’s about blending in the secret ingredients that ensure their success. So, let’s unlock this mystery together. 

A. Personalization techniques   

Remember, every email recipient is a person, not a robot. Your email can feel more like a friendly reminder than a nagging reminder by using personalization strategies like AI email writer, incorporating the recipient’s name or mentioning their particular circumstance.    

The touch makes the difference, like adding a little paprika to your pasta sauce.     

B. Timing considerations   

Sending a reminder email at the right time is like baking a cake; timing is everything.  

It’s possible that people will forget the message if it’s delivered too fast. On the other hand, you could come seem as unorganized if you send it too late. 

Consider your audience’s schedule and the nature of your reminder to determine the perfect timing. 

C. Frequency of reminders   

How often should you remind? It’s the eternal question, similar to how much salt is too much salt?  

Send too many reminders, and you risk coming off as annoying. But send too few, and your message may be forgotten. Find a balance based on the nature and urgency of your reminder.   

D. Use of visual elements   

Including visuals in your reminder emails can make them more engaging and easier to understand. 

Think of visuals as the icing on a cake; they add to the appeal. Infographics, relevant images, or emojis can break up text and drive home your points. 

E. Follow-up strategies   

Follow-ups are the hidden heroes of successful reminder emails. If your initial email doesn’t receive a response, sending a follow-up can help get your message noticed.  

It’s like sending out a search party when someone misses a meeting — sometimes, they need a little extra push.   

Mistakes to avoid while writing a reminder email  

While crafting reminder emails, it’s essential to be mindful of common mistakes that can hinder their effectiveness. 

Avoiding these errors will help ensure your reminder emails achieve their intended purpose:  

A. Being overly pushy or demanding  

Avoid coming across as too pushy or demanding in your reminder email. Instead, maintain a polite and respectful tone, focusing on gently reminding and providing necessary information rather than pressuring the recipient. 

B. Neglecting to provide clear instructions or details  

Ensure your reminder email contains clear instructions or details regarding the task, event, or deadline. Neglecting to provide important information may lead to confusion or oversight on the recipient’s part.  

C. Using vague or unclear subject lines  

Craft specific, concise, and concise subject lines that reflect the email’s purpose. Vague or unclear subject lines can result in your reminder email being overlooked or even marked as spam.  

D. Sending too many or too few reminders  

Finding the right balance in the frequency of reminders is crucial. Sending too many reminders can irritate recipients, while sending too few may result in your message being forgotten.   

Consider the urgency of the reminder and the recipient’s preferences when determining the appropriate frequency.  

E. Failing to personalize the email  

Personalization adds a touch of warmth and connection to your reminder email. Avoid the mistake of sending generic, impersonal emails.  

Instead, address the recipient by name and tailor the message to their situation whenever possible.   

F. Neglecting to proofread for errors  

Proofreading is vital to ensure your reminder email is free of spelling, grammar, and formatting errors.  

Neglecting to proofread can make your email appear unprofessional and decrease its impact. Instead, review your email properly before hitting the send button. 

G. Neglecting to follow up when necessary  

Sometimes, initial reminder emails may need to be answered. It’s crucial to make sure you’re paying attention to any necessary additional communication. A well-timed and polite follow-up email can ensure your reminder is noticed and addressed. 

By avoiding these mistakes, you can enhance the effectiveness and professionalism of your reminder emails, increasing the likelihood of achieving the desired response.

How Salesmate can help send gentle reminder emails

Salesmate has helped thousands of businesses in maintaining a friendly yet professional tone in their communications, especially when sending gentle reminder emails. Salesmate, with its advanced features like Campaigns, Sequences, and Automation Journeys, stands out as a powerful platform in crafting and shooting these polite follow-up emails.

Friendly and professional follow-ups with sequences

Salesmate’s Email Sequences feature is your go-to tool for setting up a series of automated, yet personalized emails. This ensures your gentle reminders reach your contacts at just the right time, at regular intervals, without coming across as pushy or impersonal.

Imagine sending a sequence that starts with a soft nudge about an upcoming deadline and escalates to a more direct reminder as the date approaches. Each email can be crafted to reflect a friendly tone, ensuring your professional relationship remains intact.

Personalized campaigns for targeted reminders

The Campaigns feature in Salesmate allows you to tailor your reminder emails to specific segments of your audience. Whether it’s a gentle nudge for an event registration deadline or a polite reminder about an outstanding invoice, personalization is key.

By using proper syntaxes, drag-and-drop email builder, and targeted content, your emails will resonate more with recipients, making them feel more like a personal note than a mass broadcast.

Streamlining with Automation Journeys

Automation Journeys in Salesmate take the hassle out of manual follow-ups. Set up triggers based on recipient actions, such as email opens or link clicks, to send follow-up reminders automatically. This not only saves time but also ensures that your gentle reminders are timely and relevant.

For instance, if a contact hasn’t opened your initial email, an Automation Journey can trigger a friendly follow-up, perhaps with a different subject line or a more engaging message.

By leveraging Salesmate’s comprehensive suite of features, you can transform the way you send gentle reminder emails.

From personalized sequences that feel like one-on-one conversations to automated journeys that ensure no follow-up is missed.

Salesmate is the perfect partner for maintaining effective, friendly, and professional communication with your contacts.

Tools and software for sending reminder emails   

When it comes to sending reminder emails, technology is our best friend. So, let’s explore the tools and software that can simplify this process:  

A. Email marketing platforms   

The best email marketing platform Salesmate CRM offers a variety of features that can help in crafting, sending, and tracking reminder emails. You can track emails and measure it’s performance with different email marketing KPIs. 

It comes with customizable email templates and analytical tools that help you measure your email’s effectiveness.  

Selecting the appropriate platform is crucial in meeting your specific needs and catering to the size of your audience. 

B. Automation tools   

Automation tools like Salesmate are heaven-sent for those who need to send many emails but need more time to send each one manually. 

It can automate the process of sending reminder emails based on specific triggers and conditions, such as upcoming event dates or missed deadlines. 

You can also use the Email sequences feature of Salesmate to send automated follow-up emails at timely intervals.  

C. Creating reusable email templates in minutes   

You can use Salesmate’s drag-and-drop email builder to create attractive, reusable email templates in minutes.  

A well-designed template saves time and ensures consistency in your communication. It’s like baking your favorite cookies with a cookie cutter – once you’ve created a great shape, why not use it again?   

So, there you have it! These tools and software can turn to send reminder emails from a daunting task into a piece of cake. 

The right tools can make our personal and professional lives much easier. 

Incorporating phrases like “friendly reminder,” “kindly note,” or “just a quick follow-up” in your emails can significantly impact how your message is received.

Salesmate’s features empower you to use these phrases effectively, ensuring your reminders are seen as helpful nudges rather than unwanted intrusions. 

Frequently asked questions (FAQs)

For many, reminder emails are unfamiliar territory. So, let’s explore the frequently asked questions to provide clear answers and eliminate any misunderstandings.