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Gentle reminder email example: 12 samples you could try

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Updated on:
December 12, 2022
December 12, 2022
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Want to craft the perfect gentle reminder email? Look no further! This is your go-to guide, offering you smart strategies and examples to help you communicate effectively while maintaining a polite and professional demeanor. This resource stresses the importance of using a friendly tone, clarity of voice, and respect when communicating with clients. We'll show you 12 samples you can model that are applicable for a variety of scenarios (like late payments, for example) - your ticket to writing reminders that get prompt responses without compromising relationships.

It can be difficult to remember everything, especially when we are bogged down with work or personal commitments. That's why reminder emails are so important in both our personal and professional lives.

While most of us are used to sending reminders to ourselves, we may not be so accustomed to sending them to others. And that's where things can get a little tricky.

You don't want to come across as naggy or pushy, but you also don't want the person to forget what you're reminding them about.

It's a delicate balance, but it is possible to write a reminder email that is both polite and effective.

This guide will cover everything you need to know about reminder emails, including 12 gentle reminder email samples, polite reminder email etiquette, and how to write a reminder email that gets results. This is just a very small sample of our free templates - if you are looking for a comprehensive collection of email templates, word templates, pdf templates, google doc templates and much more, claim your 7-day free trial today!

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So let's get started!

What is a Reminder Email?

A reminder email is a message that you send to someone when you want to remind them of something important.

It usually contains a message that says something like, "Hey, I wanted to remind you that you have an appointment with the dentist on Wednesday at 3 pm."

There are two types of reminder emails, the first being reminding someone about something before it happens and the second is reminding someone about something after it has already happened.

The before type would be more like a reminder email for a meeting, while the after type would be more like an overdue payment reminder email.

What’s the Ideal Timing for a Reminder Email?

This really depends on what you’re trying to remind the person about. If it’s something like an appointment or a meeting, you usually want to send the email a day or two in advance.

This gives the person enough time to see the email and put it on their calendar. For things like contract reminders, rent payments or library book returns, you might want to send the email a week or two before the due date.

That way, the person has time to take care of it without forgetting and getting penalized. If the reminder is for things without due dates, you can wait a little bit longer to send it.

Gentle Reminder Email Templates

There are a few different types of reminder emails that you can send, depending on what you're trying to remind the person about.

Here are some gentle reminder email templates that you can use for different situations:

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1. Polite reminder email to boss

Email subject line: Leave Request for September

Hello Matthew,

Hey there! Just wanted to send a polite reminder about my leave request for September. I submitted the request on August 21st and still haven't heard back from you.

I wanted to have the request approved as soon as possible so that I can start making travel arrangements. If you could let me know at your earliest convenience, that would be much appreciated.

Best Regards,


2. Friendly reminder for no response

Subject: Follow-up on Job Application

Hi [Employer],

Thank you again for taking the time to speak with me about the open [position] position at your company. I am very excited about the opportunity to join such a prestigious organization.

I just wanted to follow up and make sure that you received my application materials. I submitted them on [date] and haven't received a response yet.

I would really appreciate it if you could let me know if there is anything else I need to do or if there is any other information you need from me.

Thank you for your time and consideration, and I look forward to hearing from you soon.



3. Gentle reminder message for meeting

Subject: Upcoming Meeting on Wednesday

Hi [Team],

Just wanted to send a quick reminder that we have a team meeting scheduled for this Wednesday at 11 am in the conference room.

The meeting will last for about an hour, and we'll be going over the quarterly budget report. Kindly bring a copy of the report with you to the meeting.

If you have any questions, feel free to reach out to me.

Thank you, and I'll see you all on Wednesday.

Best Regards,


4. Deadline reminder email

Subject: Upcoming Deadline - Project Proposal

Hi [Team],

Just wanted to send a quick reminder that we have a project proposal due next Monday, October 12th. The proposal is due at 11:59 pm EST.

We'll be presenting the proposal to the client on Tuesday, October 13th therefore, it is very important that the proposal is completed and submitted on time.

Kindly come prepared with any questions or concerns that you may have about the project to avoid a missed deadline.

If you have any questions, please don't hesitate to reach out.

Thank you, and I'll see you all on Monday.

Best Regards,


5. Event reminder email

Subject: Upcoming Event - Staff Party

Hi [Team],

Just wanted to send a quick reminder about next week's staff party. It will be on Friday, December 18th, from noon until four in the afternoon in the break room.

We have invited a few special guests, and there will be refreshments provided.

Please RSVP to this email if you plan on attending so we can get an accurate headcount. If you require any further information, let me know.

Thank you, and I look forward to seeing you all at the party.

Best Regards,


6. Overdue payment reminder emails

Subject: Overdue Payment - Invoice #12345

Hi [Customer],

I'm just writing to remind you that your payment for invoice #12345 is now overdue. The payment due date was [date], and we have yet to receive payment.

We would appreciate it if you could make a payment as soon as possible. If you have any questions or concerns, please contact us.

Thank you,


7. Gentle reminder on the below request

Subject: Gentle Reminder - Request for Information

Hi Maryann,

I'm just writing to gently remind you that we have a request for information from you that is overdue. We requested the information about [topic] on [date], and we have yet to receive it.

We would appreciate it if you could provide the requested information as soon as possible. If you require any further information, feel free to contact me.

Thank you,


8. Final humble reminder

Subject: Final Reminder - Invoice #12345

Hi Robert,

This is a final reminder that your payment for invoice #12345 is now overdue. The payment due date was [date], and we have yet to receive payment.

Our terms and conditions state that we will assess a late fee of [amount] if payment is not received within [number] days of the due date.

We will be forced to take legal action if we do not receive a payment within the next 48 hours.

We would appreciate if you organize and settle this invoice immediately to avoid this. Should you need any further information, please do not hesitate to contact me.

Thank you,


9. Second email follow-up reminder email after no response

Subject: Follow-Up - Link Building

Hi Thomas,

I'm just writing to follow up on my previous email about our link-building services. I emailed you a few days ago and haven't received a response yet, so I just wanted to make sure that you received it.

Once again, we offer various link-building services designed to help improve your website's SEO.

Our team of experts would be more than happy to discuss the different options with you in more detail and answer any questions you might have.

If you're interested in learning more about our services or if you have any questions, please don't hesitate to contact us.

This will be our last follow-up email. If we don't hear back from you within the next 48 hours, we will assume that you are not interested and will take no further action.

Thank you for your time,


10. Zoom meeting reminder email to participants

Subject: Upcoming Zoom Meeting - [Date] at [Time]

Hi [Team],

Just wanted to send a quick reminder about our upcoming Zoom meeting. It will be on [date] at [time]. The meeting ID is [ID], and the password is [password]. The agenda for the meeting is attached.

We hope to see you all there!

Kind regards,


11. Appointment reminder email

Subject: Appointment Reminder

Hi there,

This is a friendly reminder that you have an appointment with us tomorrow at 2 pm. We'll be seeing you for a follow-up visit to discuss your progress and see how we can best help you moving forward.

We look forward to seeing you tomorrow!

Best regards,


12. No-Show Coaching session reminder email

Subject: Missed Session reminder

Hi there,

Sorry that we missed you and that you were not able to join our regularly scheduled life coaching session! In future please cancel 24 hours ahead so that we can free up the appointment in our scheduling software and reassign the booking to someone else. As a quick reminder, future missed sessions may incur a cost so please be careful in the future and let us know ahead of time.

We won't send over a coaching invoice for payment today, but next time this will have to be the action we take. We look forward to seeing you in future coaching sessions!

Best regards,


How to Write a Reminder Email Template

Reminder messages can be a gentle nudge in the right direction for your recipients, or they can be more direct.

It all depends on your relationship with the recipient and the purpose of the email. If you need to send a reminder email, here are the key areas you should cover:

Reminder email subject line

This is your first chance to get the recipient's attention, so make it count. Write a clear subject line. For example, "Reminder: Invoice #12345 Due on [Date]"

The opening

Start with a greeting, then state the purpose of your email right away. For example, "Hi Jane, Just wanted to remind you that we're scheduled to have a meeting tomorrow at 11 am."

The body

Keep the body of your email short and to the point. If you're sending a reminder for an upcoming event, include all the relevant information (date, time, location, etc.).

If you're sending a payment reminder, include the invoice number and amount due. If the reminder is for something else, be clear about what you're reminding the recipient about.

Here is where you explain the situation, give the solution and action to be taken, and provide a timeline for when you need a response.

The closing

End the email by giving the recipient some benefit of doubt or opportunity for redemption.

For example, "I know you're busy, so I'll just remind you again tomorrow." or "If you have any questions, please don't hesitate to let me know."

Thank the recipient for their time and sign off with your name.

5 Common Email Reminder Mistakes – and How to Avoid Them

Sending too many reminders

If you find yourself sending too many reminders, it might be time to reassess your process. Are there ways you can automate reminders?

Can you set up a system where the recipient receives a reminder automatically? If not, try to space out your reminders so they're not overwhelming.

Being too vague

Don't make the mistake of being too vague in your reminders. The whole point of a reminder is to jog the recipient's memory, so be specific about what you're reminding them about.

The more specific you are, the less likely it is that they'll need another reminder.

Sounding angry or impatient

It's important to remain professional in your reminder emails, even if you're feeling frustrated. Remember, the recipient is not necessarily trying to ignore you or be difficult – they might just be busy. Always remember the nuances in written communication can be lost like the differences between a gentle reminder vs a friendly reminder.

Avoid sounding angry or impatient in your email by keeping your tone friendly and positive. And avoid writing "just a reminder"; instead, use "just a friendly reminder," this way, you sound polite and direct.

Failing to proofread

Before hitting "send," take a minute to proofread your email. This will help you avoid any typos or grammatical errors, and it will also give you a chance to make sure the email sounds the way you want it to.

The last thing you want is for your reminder email to come across as unprofessional because of a simple mistake.

Sending too many emails at once

If you have multiple things you need to remind someone about, try to consolidate them into one email instead of sending several individual emails.

This will help avoid overwhelming the recipient and will make it more likely that they'll actually read your reminder (and act on it!).

Conclusion on Gentle Reminder Emails

A reminder email is a polite way to prompt someone to take action. It's important to be clear, concise, and specific in your email so that the recipient knows exactly what they need to do.

Different situations will call for different types of reminder emails, so be sure to tailor your email to the specific situation.

And finally, avoid making common mistakes like sounding angry or being too vague in your email.

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