Have you ever wanted to send a point across to someone, but don’t know how to go about it?

A gentle reminder email could be just what you’ve been looking for. 

In fact, 89% of marketers use email as their main marketing channel for generating leads.

If executed correctly, gentle reminder emails can be a polite, persuasive, and professional way of communicating a point across effectively.

Writing a perfect reminder email can be quite difficult at times. However, that doesn’t always have to be the case. By following our tips and tricks, you’ll be able to send a perfect gentle reminder in minutes.

In this article, we will cover what gentle reminder emails are, and the right time to send them alongside their format. We’ll also be examining how to send a reminder email in various situations, sample templates, and some mistakes you should avoid.

What Is A Gentle Reminder Email?

A gentle reminder email is a polite and friendly message sent to remind someone about a particular task, request, or deadline. 

The purpose of a gentle reminder is to nudge the recipient without being too pushy or demanding. It is usually used in professional settings to ensure that important matters are not overlooked or forgotten.

In a gentle reminder email, it’s important to maintain a respectful and considerate tone. You should express appreciation for the recipient’s time and attention while kindly reminding them of the task. 

You must be firm enough to emphasize the importance of the matter while being understanding of the recipient’s busy schedule.

Check out – Different types of Email Templates

How To Send A Gentle Reminder Email

Apart from actually sending your gentle reminder email, it’s highly important to maintain a friendly tone. 

Ideally, you would want to strike a balance between understanding alongside an undertone of urgency. In simple terms, the gentler you come across, the better.

Once you’ve finalized your intention and ensured it matches your target’s, it’s time to actually write the email. 

We’ve already gone over several situations where it would be suitable to send a reminder email. Now, let’s focus on the actual gentle reminder email format.

Step 1 – Selecting a great subject line

The importance of a catchy subject line for your gentle reminder email cannot be stressed enough. Remember that this is the first thing your recipient will see. You absolutely have to make it count!

You can use any of a variety of power phrases that will captivate their attention. For example, phrases like “Action Needed” or “Response Required,” etc.

Ensure that you include enough relevant information for your contact to understand what you’re reminding them about. Try to keep your subject lines short, concise, and to the point.

Step 2 – Greeting the recipient

In a similar way to the subject line, a salutation is a necessity when sending a gentle reminder email. It helps your message sound professional but also friendlier at the same time.

You may use the standard “Dear” if you don’t know the person or wish to keep things formal. In addition to this, you can also use “Mr.”, “Ms.” or “Mrs.” in other formal messages. 

If you want to establish a more casual tone, opt for a friendly “Hi” or “Hello”.

Step 3 – Writing the content/body

Once you’ve created a proper greeting, it’s time to get to the main point of your gentle reminder. You could easily divide the body of your gentle reminder message into two distinct parts:

1) Explanation for the reminder email: After the greeting, ensure you are brief yet polite. Whatever event/ issue you’re reminding them about, should be explained in 2-3 short and easy-to-understand sentences.

2) A call-to-action (CTA): Once you’ve conveyed the main reason for your email clearly, you add a CTA. A CTA button or link makes it easier for your contact to respond quickly. 

Remember that one call to action is enough for getting your point across. You need your customer’s undivided attention so they can proceed with the aforementioned action.

Step 4 – Wrap things up and add the finishing touches

Always remember to end your gentle reminder emails by giving your recipient the benefit of the doubt. 

A good closing sentence would be “I look forward to your email.” or “Thank you for prioritizing this matter.”

Furthermore, offering related content can be a good way to show your user base that you care. 

For example, sending a friendly gentle reminder message when an offer’s ending soon. This can help you upsell by showcasing certain flagship products.

Finally, the last thing you must do is sign the email. As with your greeting, consider your relationship with the contact and how you want to come across.

Some appropriate sign-offs include “Kind Regards,” “Sincerely,” “Thanks Again,” “Best Regards,” etc.

6 Gentle Reminder Email Templates You Should Know

Here are some gentle reminder email templates that can be used for a variety of situations:

1) Content Promotion Gentle Reminder Email Template

Email outreach is a very popular way of promoting content. This is the perfect gentle reminder email for when you’ve just published a new post and want to boost it.

Subject Line: Stay in the Loop: Exciting Updates Inside – Don’t Miss Out!