How to Send a Friendly Reminder Email

2 minute read

Whether it's a missed appointment or an overdue payment, sometimes we all need a little nudge to keep things moving smoothly. That's where the art of sending a friendly reminder email comes in handy. 

And when done right, a good reminder email can be a relief to your recipients—and it all boils down to landing on the right tone and timing.

Crafting the perfect reminder email can be a fine line to walk—you need to be assertive yet polite, direct yet understanding. In this article, we'll dive deep into how to strike that balance and ensure your reminder emails are effective without being off-putting.

Before delving into the specifics, it's important to understand why a friendly tone in your reminder emails is crucial. Not only does it help maintain and foster positive relationships with your contacts, but it also increases the likelihood of your message being well-received and acted upon. 

So, whether you're reminding someone about an upcoming meeting, a pending invoice, or just following up on a previous request, keep reading to learn how to craft reminder emails that are both gentle and effective.

Basics of a friendly reminder email

A reminder email is very similar to a follow up email in terms of its role. Very much like a follow up email, your reminder email is an opportunity to present your case more compellingly, offer additional information, and also serve as a touchpoint that reinforces your presence and interest.

On that note, if you are interested in learning more about how to send a compelling follow up email to get a response, you might want to read this article 👇

friendly reminder email
How to send a follow up email

Let's understand what makes a reminder email friendly. 

The key components include:

  • A clear subject line
  • A polite greeting
  • A concise message
  • A call to action
  • A kind closing

Each element plays a crucial role in ensuring your email is well-received. Let's break these down further.

A clear subject line

Your email's subject line is the first thing the recipient sees, so make it count. It should be straightforward and informative, giving the recipient a clear idea of what the email is about without appearing demanding or aggressive. 

Phrases like "Just a quick reminder about…" or "Following up on our conversation…" strike a nice balance between informative and gentle.

Polite greeting

Starting your email with a friendly greeting sets the tone for the rest of the message. It's a small gesture that can make a big difference in how your email is perceived. Personalizing the greeting using the recipient's name is always a good practice, making the email feel more tailored and less generic.

Concise message

The body of your reminder email should be straightforward and to the point. This is not the place for lengthy explanations or tangents. 

Clearly state what you're reminding the recipient about, providing any relevant details (such as deadlines or important dates) in a clear and easy-to-understand manner. However, do so in a way that doesn't come across as lecturing or reprimanding.

Call to Action (CTA)

After you've stated the purpose of your email, it's helpful to include a clear call to action (CTA). What do you want the recipient to do after reading your email? 

Whether replying to confirm a meeting time, completing a task, or making a payment, your CTA should be direct and easy to understand. However, frame it in a collaborative rather than commanding way to keep the tone friendly.

Kind closing

Ending your email on a positive note is just as important as starting it with a friendly greeting. A polite closing followed by your name adds a personal touch and reinforces the friendly nature of your message. Something as simple as "Looking forward to hearing from you" or "Thanks in advance for your cooperation" can leave the recipient with a positive impression.

Tailoring your reminder email for different scenarios

Now that we've covered crafting a friendly reminder email, we must understand that not all reminders are created equal. The tone and approach you take can—and should—vary depending on the context of the message and your relationship with the recipient. 

For instance, a reminder email to a close colleague about an upcoming meeting could be more informal and lighthearted, whereas a reminder about an overdue payment to a client might require a more formal yet gentle tone. Understanding the nuances of each situation will enable you to tailor your reminder emails effectively, ensuring they are appropriate and well-received.

When sending a reminder email, consider the urgency of the message. If the deadline or event is fast approaching, conveying a sense of urgency in your email is okay. 

However, balancing this with empathy is crucial, acknowledging that the recipient is likely juggling various priorities. Phrases like "I understand that you're busy, but I kindly ask for an update on…" or "I know there's a lot going on, and I appreciate your attention to…" can demonstrate understanding while still conveying the importance of your request. By adapting your tone to fit the scenario, you enhance the effectiveness of your communication.

Friendly reminder email subject lines

When crafting friendly reminder follow up emails, the choice of subject line plays a pivotal role in ensuring your message doesn't get lost in the recipient's inbox. 

A well-thought-out, engaging subject line serves as the first point of interaction and can significantly increase the open rates of your emails. Whether it's for an upcoming meeting, a pending invoice, or to remind someone of an important deadline, incorporating clarity and a touch of personalization can help your email stand out. 

It's important to remember that the context of your reminder might be "undefined" to recipients if they're dealing with a cluttered inbox. Hence, using specific details like dates, names, or direct calls to action can help to quickly convey the purpose of your email, turning an undefined notification into a clear actionable item. 

Crafting subject lines that prompt immediate recognition and urgency, while remaining courteous and professional, will make your friendly reminder emails more effective and appreciated.

Here are some email subject lines we’ve often seen working well:

  • 24 hours left
  • Last chance
  • Invoice overdue
  • Take advantage
  • Are you joining us tomorrow for <event_name>?

Friendly reminder email template

The process of drafting your initial reminders may seem intimidating. So, we developed a carefully crafted friendly reminder email template (shared below) to make it significantly easier for you. All you need to do is—copy and paste the below template text and fill in the blanks.

Designed with flexibility in mind, it allows you to input your specific details, transforming it into a personalized and effectively worded message—matching the unique requirements of your situation, ensuring that your communication is professional and on point.

Hi [first_name],

I just came across [Reference something specific — LinkedIn post/ product launch/ press release, etc].

Further to [reference previous conversation/email/discussion on a specific topic], our team is gearing up for our meeting this coming [Day], [Date] at [Time]. 

Please let me know if we should include something specific in the agenda. Looking forward to talking to you and the team.  


[Your Name]

Friendly reminder email examples

Friendly meeting reminder email

As a sales rep, if you're looking for a way to gently remind your prospect about an upcoming meeting, here's an example that can help you.

friendly reminder email

Friendly Reminder Email for Payment Overdue

Regarding payment reminders, sending the email a week in advance is a great way to signal that you expect the payment to be made on time. We suggest keeping such emails polite, short, and informative. Here's an example:

friendly reminder email

How long should you wait before sending a reminder email?

One of the trickiest aspects of sending a reminder email is knowing how to follow up if your initial message goes unanswered. It's imperative not to come off as nagging or impatient, which can strain your relationship with the recipient. 

A good rule of thumb is to wait a reasonable amount of time—typically a week or so—before sending a follow-up reminder. This gives the person ample time to respond to your first message without feeling rushed.

In your follow-up, it's beneficial to reference your previous email and reiterate the importance of the request in a friendly and understanding tone. 

You might write something like:

"I hope this message finds you well. I'm following up on my previous email regarding [topic] as I haven't heard back from you yet. I understand you have a lot on your plate, and I appreciate your attention. 

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

This approach shows persistence without aggression, maintaining a polite and professional stance while gently nudging the recipient for a response.

Friendly Reminder Email mistakes to avoid

Avoiding beating around the bush

When crafting a reminder email, it's essential to be straightforward and clear. Often, individuals fall into the trap of adding excessive fluff to their messages, fearing they might appear too direct or impersonal. However, this approach can lead to your core message getting lost in unnecessary details. 

Whether customers or colleagues, recipients typically prefer brevity and clarity. They appreciate emails that respect their time by making the purpose of the reminder immediately apparent without having to sift through irrelevant information. 

Hence, when sending out a reminder, aim for brevity and ensure the reason for your email is evident right from the start, avoiding being indirect or vague.

Being over-apologetic

Another common mistake is including too many apologies in your reminder email. This often stems from a concern that you might be inconveniencing or annoying the recipient, especially if you're following up on a previous message that didn't receive a response. However, excessively apologizing can detract from the professionalism and purpose of your message. 

Maintain a polite yet confident stance instead of imbuing your email with guilt. Remember, the purpose of a reminder is to prompt action or recall toward something that may genuinely be of importance or interest to the recipient. 

By keeping your email positive and direct, you're respecting your recipient's time and reinforcing the significance of your message without undermining it with unnecessary apologies.

Utilizing email reminders effectively in your communication strategy

Incorporating friendly reminder emails into your communication strategy can significantly enhance your ability to stay on top of tasks, deadlines, and commitments. Not only do they serve as a helpful nudge to others, but they also reflect positively on your professionalism and attentiveness to essential matters. 

Using the techniques outlined in this article, you can ensure your reminder emails are practical and warmly received. Remember, the key to a successful reminder email lies in being transparent, courteous, and understanding, allowing you to maintain positive relationships while achieving the desired outcome.

It's also worth noting that technology can be a great ally in managing your reminder emails. Several email management tools and apps offer features like scheduled sending and read receipts, providing more control and insight into your email communications. 

Leveraging these tools can help streamline your process and ensure your reminders are sent and received at optimal times. However, always keep the human element in mind—the ultimate goal is to facilitate smooth and amicable interactions, and a well-crafted email can be just the ticket.

Summing up…

Sending a friendly reminder email is an art that requires a thoughtful balance of clarity, politeness, and tact. From crafting a clear subject line and opening with a polite greeting to maintaining a concise message with a clear call to action and a kind closing, every element of your email should aim to convey your message in a respectful and considerate way. 

Tailoring your tone to suit the context, knowing how to follow up without sounding annoying, and effectively integrating reminder emails into your communication strategy are all crucial components of sending reminders that get results without ruffling feathers. 

Remember, the goal of a reminder email isn't just to prompt an action—it's also to reinforce and build upon the professional relationships essential to your success. With each friendly reminder, you're not just nudging someone towards a deadline or commitment but also showcasing your professionalism, consideration, and respect for their time and responsibilities. 

So, take the time to craft your reminder emails with care, and watch as your communications become more effective, your relationships strengthen, and your professional life flourishes.

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