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How To Write A Perfect Gentle Reminder Email – NeoDove

Published on May 14, 2022
Last modified on January 27, 2023

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, 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 reminder emails are, the right time to send them alongside their format. We’ll also be examining how to send a reminder email in various situations as well as sample templates.

What Is A Gentle Reminder Email?

Oftentimes, there are plenty of reasons you may need to send a gentle reminder via email. They can range from confirming an interview, attendance at a meeting, highlighting late work, etc.

Email reminders are typically of two types:

  1. An email that is sent before something has happened. For example, upcoming meetings or appointments. 
  2. An email reminder that is sent after something has failed to happen. For example, invoices that haven’t been paid off by their due date or late work.

A gentle reminder email’s main purpose is to get someone to act.

Check out – Different types of Email Templates

When Should You Send A Reminder Email?

As you have seen, reminder emails are quite useful when something important is coming up. Additionally, they’re also required when something should have happened but did not. 

Here are some situations that could benefit from sending reminders:

1. Late Payments

Fulfilling a payment on time is just standard business etiquette. Things may happen, but you still have a right to your owed dues. 

Don’t feel guilty about sending a reminder if a deadline has passed and you haven’t received promised funds.

2. Missed Work Deadlines

In today’s business world, no worker is an island. If someone fails to complete a task in a promised set of time, entire projects can fall behind.

Keeping this in mind, it’s much better to send a reminder email before too much time passes.

3. Important Upcoming Events

Certain events or deadlines are too important to risk missing. So, you can send a gentle reminder email in advance to ensure everyone stays on track.

4. Vendor Issues

At times, you’re the one who must pay but a vendor may have forgotten to send an invoice. Alternatively, perhaps you’ve ordered something and it hasn’t arrived.

Your business could depend on those invoices or products. As such, it is completely fine to get in touch and check in with the person concerned.

5. Pending Interviews or Job Applications

If you’re actively in the running for a job, a follow-up email could increase your chances of success. 

However, do be careful to not flood the hiring manager with messages. But, a well-timed email could definitely help you stand out.

6. Lapsed Communication

Sometimes situations occur where someone promised to do something and get back in touch but didn’t. 

A reminder email can help re-establish contact. Moreover, you discover if the task just slipped their mind or if you can do anything to help.

How To Send A Reminder Email

Apart from actually sending the 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. 

The Reminder Email Format

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

Step 1 – Selecting a great subject line

The importance of a catchy subject line 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 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 email. You could easily divide the body of your 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 aforementioned action.

Step 4 – Wrap things up and add the finishing touches

Always remember to end your 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 reminder email 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 Reminder Email Templates You Should Know

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

1. Content Promotion Reminder Email Template

Email outreach is a very popular way of promoting content. This is perfect when you’ve just published a new post and want to get more eyes on it.

Subject Line: Re: [Original subject]

Hey [Name],

Just a quick follow-up. Were you interested in an article on [Topic A]? I understand if you have other commitments. But it made me wonder…

If you enjoyed reading [competitor company’s] article, then you would surely appreciate our unique take on the topic.

Not trying to force you into anything. Just hoping to impress!


[Your Name]

2. Late Payment Reminder Email Template

Late payment emails can be a bit tricky. The key lies in providing an incentive for your client to follow through with their payment. More importantly, you should do this without sounding pushy.

This template is especially useful for sending out to your client on the due date of their payment. 

Subject Line: Invoice [number] is due today

Hi [Name],

Just a reminder that payment on invoice [number] (total{sum}), sent on (date), is due today. You can make your payment directly to the bank account specified on the invoice.

If you have any questions, please reply and I’d be more than happy to clarify them.


[Your Name]

3. Event Reminder Email Template

In a similar way to meetings, event reminder emails should be sent out before any event. These are great for informing contacts about a specific event’s time and location, or thanking them for attending.

This particular template is great to use as a follow-up after a person has registered for your event.

Subject Line: Details of confirmation

Hi there,

Thank you for registering for [Event Name]. We are really looking forward to seeing you at 

Location: [Address]

Doors will open at [Date and Time]

Please RSVP to [X name] by [Date].

Hope to see you there!


[Your Name]

4. Business Reminder Email Template

Business reminder emails can relate to all types of work-related messages. 

They are used when your team member/ employee is behind on a task and needs a gentle reminder.

Subject Line: Response Required

Hi [Name],

Your analysis for [Project X] was very helpful. Thank you for carrying out such thorough work.

However, you’re behind on [specific phase of the project]. It was due on [date], and we need it to be completed as soon as possible. This is necessary so we can move ahead with the next phase of the project.

Please let me know the revised completion date for [phase of the project] by the end of the day. If you’re facing any issues completing this stage, be sure to contact me. I will be happy to answer and resolve any issues you may have.

Thank you so much for giving your prompt attention to this matter.


[Your Name]

5. Sales Reminder Email Template

Sales follow-ups can sometimes be just as tricky as late payment reminders. You must provide potential customers with a CTA to convert, all without sounding impatient or bossy.

This template works great for reeling in prospects by giving them additional facts about your company.

Subject Line: A few thing you may not have known about [Your Company Name]

Hi [Name],

I sent you an email some time ago about [Your Company Name] and how I think we’d be a great fit for you and [Their Company].

Did you know that our clients report a [X%] increase in sales when they use our [software]? Additionally, we also offer full training and a 25% discount.

If you’d like to hear about this in greater detail, please let me know. I would be happy to tell you everything you need to know.

I look forward to your response.

[Your Name]

Read: B2B sales email template

6. Meeting Reminder Email Template

Before any professional meeting, it is quite important to send all participants a reminder email. This ensures that nobody forgets about it and refreshes everyone’s memory about what’s to be discussed during it.

This is a template that can be used for all kinds of meetings, online and offline. It includes additional info to remind participants about its purpose.

Subject Line: Re: [Meeting Title]

Hello [Name],

Just sending a friendly reminder regarding our upcoming meeting on [date and time].

I’ve made sure to include a copy of all details about the meeting below. Looking forward to talking soon!

[Details about Meeting]


[Your Name]


Overall, a gentle reminder email is a quick easy way of reaching out to contacts to convey various points.

Remember that the main purpose behind reminder emails is getting a person to act. Be it via emailing back, calling you back, or sending work. 

By the end of the email, they should be well aware of what you want them to do. Alongside this, they should also understand how and when you want them to do it.

The guidelines, reminder email format and templates above should be a great reference to help you get started. Soon enough, you’ll be writing reminder emails that bring results in no time at all!

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