Gentle reminder email example: 12 samples you could try

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
• How to write a reminder email that gets results

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What is a gentle 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 is the ideal timing for a gentle 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 you can use for different situations:

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Polite gentle reminder email to boss

Email subject line: Leave Request for September

Hello Matthew,

Send a polite reminder about your leave request for September. You submitted the request on August 21st and have not received a response.

You want to have the request approved promptly to begin travel arrangements. Please respond at your earliest convenience.

Best Regards,

Anthony

Friendly gentle reminder email for no response

Subject: Follow-up on Job Application

Hi [Employer],

Thank you for speaking with me about the open [position] at your company. I am excited about the opportunity to join your organization.

I am following up to confirm you received my application materials submitted on [date]. I have not yet received a response.

Please let me know if you need any further information or actions from me.

Thank you for your time and consideration. I look forward to your response.

Sincerely,

Jasmine

Gentle reminder email 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,

Anne

4. Deadline reminder email

Subject: Upcoming Deadline - Project Proposal

Hi [Team],

Just a quick reminder that the project proposal is due on Monday, October 14th, 2024, by 11:59 pm EST.

We'll present the proposal to the client on Tuesday, October 15th, 2024. It is important to complete and submit the proposal 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,

John

5. Event reminder email

Subject: Upcoming Event - Staff Party

Hi [Team],

Send a quick reminder about next week's staff party. It will be on Friday, December 18th, from noon until 4 p.m. 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 to attend so we can get an accurate headcount. Contact me if you need any further information.

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

Best Regards,

Patricia

Overdue gentle reminder payment emails

Subject: Overdue Payment - Invoice #12345

Hi [Customer],

This is a reminder that your payment for invoice #12345 is overdue. The payment due date was [date], and we have not yet received payment.

Please make a payment as soon as possible. Contact us if you have any questions or concerns.

Thank you,

Matin

Gentle reminder email on the below request

Subject: Gentle Reminder - Request for Information

Hi Maryann,

Gently remind the recipient that the requested information about [topic], initially requested on [date], has not yet been received.

Provide the requested information as soon as possible. Contact me if you need any further information.

Thank you,

Evans

8. Final humble reminder

Subject: Final Reminder - Invoice #12345

Hi Robert,

Your payment for invoice #12345 is overdue. The payment due date was [date], and we have not received payment yet.

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

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

Organize and settle this invoice immediately to avoid legal action. Contact me if you need further information.

Thank you,

Karen

Second gentle reminder email follow-up after no response

Subject: Follow-Up - Link Building

Hi Thomas,

I'm following up on my previous email about our link-building services. I emailed you a few days ago and haven't received a response, so I want to confirm you received it.

We offer link-building services to improve your website's SEO.

Our team of experts is happy to discuss options and answer any questions you have.

If you're interested in our services or have questions, please contact us.

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

Thank you for your time,

Jeremy

Gentle reminder email for zoom meeting participants

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

Hi [Team],

This is a reminder about our upcoming Zoom meeting on [date] at [time]. The meeting ID is [ID], and the password is [password]. The agenda is attached.

We hope to see you all there!

Kind regards,

Melany

Gentle reminder email for appointment

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,

Magret

Gentle reminder email for no-show coaching session

Subject: Missed Session reminder

Hi there,

Sorry we missed you and that you could not join our regularly scheduled life coaching session. Please cancel 24 hours ahead in the future so we can free up the appointment in our scheduling software and reassign the booking to someone else. Future missed sessions may incur a cost, so please notify us ahead of time.

We will not send a coaching invoice for payment today. However, next time this will be necessary. We look forward to seeing you in future coaching sessions.

Best regards,

Prateek

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Different types of reminder emails and follow-up strategies

Payment reminder emails

Payment reminder emails are essential for freelancers and small businesses to maintain steady cash flow. These emails should be polite but clear, specifying the invoice number, amount due, and the original due date. For example, a gentle reminder email might say, "This is a friendly reminder that invoice #12345 for $500 was due on April 10, 2024."

Using invoicing tools like QuickBooks or FreshBooks can automate these reminders, reducing manual follow-up. Send the first reminder one to three days after the due date, followed by a firmer reminder after a week if payment is still outstanding. Including a direct payment link in the email increases the chances of prompt payment.

Customize your tone based on client history. For new clients, keep reminders friendly and informative. For repeat late payers, a more direct approach may be necessary. End with a clear call to action, such as "Please let me know if you need any assistance with the payment process."

Appointment reminder emails

Appointment reminder emails help reduce no-shows and keep your schedule organized. The best time to send these reminders is 24 to 48 hours before the appointment. A simple message like, "Just a gentle reminder about your appointment on May 5, 2024, at 3 PM," works well to confirm attendance.

Adding details such as location, preparation instructions, or a rescheduling link increases client convenience. Tools like Calendly and Acuity Scheduling offer automated reminder features that integrate with your calendar and send personalized emails automatically.

For higher engagement, consider a follow-up reminder on the day of the appointment. This double-touch strategy can reduce cancellations by up to 30%. Always provide an easy way for clients to confirm or reschedule to keep communication smooth and professional.

Meeting reminder emails

Meeting reminder emails ensure all participants show up prepared and on time. Sending a reminder 1-2 days before the meeting is ideal. Your message should include the meeting agenda, time, date, and any necessary links or dial-in information.

For example, a freelancer scheduling a project update call might write, "This is a gentle reminder for our meeting on June 1, 2024, at 10 AM. Please find the agenda attached." Including attachments or links helps participants come ready, making meetings more productive.

To avoid last-minute cancellations, send a brief follow-up 1 hour before the meeting. Tools like Microsoft Outlook and Zoom can automate these reminders. Encouraging recipients to confirm attendance in your email can also improve participation rates.

Follow-up reminder emails after initial contact

Follow-up reminder emails are crucial after sending proposals, quotes, or initial inquiries. These emails should politely nudge the recipient to respond without seeming pushy. A good timeframe is 3-5 business days after the initial email.

For instance, a freelancer might write, "Just a gentle reminder to review the proposal I sent last week. Please let me know if you have any questions or would like to discuss further." This keeps the conversation open and shows professionalism.

Using CRM tools like HubSpot or Zoho CRM can help track email opens and schedule follow-ups automatically. Personalizing follow-up emails with specific project details increases the chance of a response. Always end with a clear next step, such as scheduling a call or providing additional information.

How to write a gentle reminder email template

When writing your gentle reminder email, keep it professional and friendly, ensuring that the recipient understands the urgency of your request without feeling harassed.

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, cover these key areas:

• Subject line
• Timing of the email
• Tone and wording
• Clear call to action

Gentle 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]"

Gentle reminder email 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."

Gentle reminder email body

Keep the body of your email short and to the point. If you're sending a reminder for an upcoming event, include all relevant information, such as:

• Date
• Time
• Location

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.

Gentle reminder email 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.

Best practices for writing gentle reminder emails

Start with a clear and polite subject line

The subject line sets the tone for your gentle reminder email and determines whether it gets opened. Use clear, polite language that signals a reminder without sounding pushy. Phrases like:

• “Friendly reminder about”
• “Quick follow-up on”

work well to keep the message approachable.

For example, instead of a vague subject like “Reminder,” try “Friendly reminder: Invoice #12345 due April 15.” This specificity helps the recipient immediately understand the email’s purpose and urgency. Avoid all caps or excessive punctuation, as these can come across as aggressive.

Make it a habit to personalize subject lines when possible, especially for repeat clients. Using their name or project details can increase open rates. Tools like Mailchimp or HubSpot allow you to automate personalized subject lines efficiently.

Keep the message concise and focused

A gentle reminder email should be brief and to the point. Start with a friendly greeting, then clearly state the reason for your follow-up. Avoid long explanations or unnecessary details that may overwhelm the reader.

For instance, a simple sentence like “I wanted to check in on the status of the payment for invoice #12345, which was due on April 15” is effective. This direct approach respects the recipient’s time while clearly communicating your request.

To maintain professionalism, use short paragraphs and bullet points only if they improve clarity. Grammarly and Hemingway Editor are helpful tools to ensure your writing stays clear and concise before sending.

Use a polite and positive tone throughout

The tone of your gentle reminder email should be courteous and optimistic. Avoid language that sounds accusatory or impatient, which can damage client relationships. Instead, express understanding and willingness to assist if there are any issues.

For example, phrases like:

• “Please let me know if you need any help with the payment process”
• “I understand things can get busy, so just wanted to send a quick reminder”

soften the message and encourage cooperation. This approach increases the chances of a prompt response.

Remember to close your email with a polite sign-off such as “Thank you for your attention” or “Looking forward to your reply.” Maintaining a respectful tone builds trust and professionalism in your communication.

Include a clear call to action and relevant details

Every gentle reminder email should end with a clear call to action (CTA) that guides the recipient on what to do next. Whether it’s making a payment, confirming a meeting, or providing information, the CTA should be specific and easy to follow.

For example, you might write, “Please confirm receipt of this email and let me know if you need an updated invoice.” Including relevant details like invoice numbers, due dates, or links to payment portals helps eliminate confusion and speeds up the process.

Using tools like HelloBonsai, QuickBooks, or FreshBooks can streamline invoice tracking and payment reminders. Include necessary contact information in your email so recipients can respond quickly if they have questions.

5 common gentle reminder email mistakes and how to avoid them

Send too many gentle reminder emails

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.

Be too vague in gentle reminder emails

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.

Sound angry or impatient in gentle reminder emails

Remain professional in your reminder emails, even if you're frustrated. The recipient might be busy, not ignoring you. Remember that nuances in written communication can be lost, such as the differences between a gentle reminder and a friendly reminder.

Avoid sounding angry or impatient by keeping your tone friendly and positive. Instead of "just a reminder," use "just a friendly reminder" to sound polite and direct.

Fail to proofread gentle reminder emails

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.

Send too many gentle reminder 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!).

Frequently asked questions about gentle reminder emails

When is the best time to send a gentle reminder email?

The best time to send a gentle reminder email is usually 3 to 7 days after the original message or deadline has passed. This timing respects the recipient's schedule while keeping your request fresh in their mind. For example, if you sent an invoice due on March 1, sending a reminder around March 4 or 5 is effective without seeming pushy.

Consider the recipient’s time zone and work hours to increase the chance your email is seen promptly. Tools like Boomerang or Mailshake can help schedule reminders at optimal times. Avoid weekends or late evenings unless you know the recipient prefers those hours.

To act on this, set calendar alerts or use email automation to trigger reminders within this window. This approach balances professionalism with persistence, improving response rates while maintaining good client relationships.

What tone should I use in a gentle reminder email?

A gentle reminder email should use a polite, respectful, and friendly tone to encourage cooperation without causing discomfort. Avoid sounding demanding or frustrated, which can damage professional relationships. Phrases like "just checking in" or "a quick reminder" soften the message.

For example, instead of saying "You missed the deadline," say "I wanted to kindly remind you about the upcoming deadline." This subtle wording keeps the conversation positive and open. Including a thank you or expressing appreciation for their time also helps maintain goodwill.

To apply this, draft your reminder and then read it aloud to ensure it sounds courteous. Using templates from tools like Grammarly or Hemingway Editor can help maintain a clear and polite tone that suits your brand voice.

How many gentle reminder emails should I send before escalating?

Typically, sending two to three gentle reminder emails is appropriate before considering escalation. The first reminder can be sent shortly after the deadline. The second one follows about a week later if there is no response. The third reminder should be more direct but still polite.

If after three reminders there is still no reply, you might escalate by calling the client or involving a supervisor, depending on your business context. For freelancers, this might mean pausing work until payment or feedback is received. Always document your communications for reference.

To manage this process efficiently, use CRM tools like HelloBonsai or HubSpot to track sent reminders and set follow-up tasks. This ensures you stay organized and professional throughout the communication cycle.

Can I automate gentle reminder emails, and how?

Automating gentle reminder emails is a practical way to save time and ensure consistency. Many email platforms like Gmail with extensions (e.g., Boomerang), or dedicated CRM tools such as HelloBonsai and Mailchimp, offer automation features to schedule and send reminders based on triggers like due dates.

For example, HelloBonsai allows freelancers to automate invoice reminders that send out at set intervals after a due date passes. This reduces manual follow-up and improves cash flow. Automation also helps maintain a professional image by sending timely, well-crafted reminders without delay.

To get started, choose a tool compatible with your workflow, set up reminder templates with polite language, and configure triggers based on your deadlines. Regularly review and adjust your automation settings to keep communication effective and personalized.

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 require different types of reminder emails. Tailor your email to the specific situation to improve its effectiveness.

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