How to write a friendly reminder email (17 templates to try)

We've all been there, waiting for a response, refreshing our inbox, only to see silence. 

It's frustrating, especially when that follow-up is crucial. 

But what if you could remind politely without being pushy, get the response you need, and keep your relationships intact? 

That's where the power of a friendly reminder comes in (Only if you know the art!)

Also, from years of experience crafting professional emails, I've found that timing is everything.

A recent study revealed that 86% of responses are collected within 48 hours, highlighting the importance of prompt reminders. But don't overdo it, as its effectiveness drops significantly after the first follow-up.

This guide will show you how to craft friendly reminder emails that drive action with zero awkwardness. 

From perfecting the timing to striking the right tone, we'll cover everything you need to know to ensure your reminders get replies — without the stress.

What is a friendly reminder email (and when to use it)?

A friendly reminder is a polite, non-intrusive message in informal or semi-formal settings. 

Whether you're reminding someone about a meeting, payment, or appointment, these reminder emails ensure the recipient stays on track without feeling pressured.

Gentle reminder vs. friendly reminder: Know the subtle difference

People often use gentle or friendly reminder emails based on the tone they wish to strike — formal or casual. 

Let's explore how both terms are used in different contexts:

The phrase "gentle reminder in an email" is often used in formal or business contexts, where diplomacy and tact are key. It's neutral and non-confrontational. "Just a reminder that your payment for invoice #12345 is due tomorrow."

The use of  friendly reminder as a term is ideal for casual contexts like events or non-urgent tasks. It maintains a light, approachable tone. "Hey [Name], just a friendly reminder about our meeting tomorrow at 10 AM."

How to format a professional reminder email (friendly or gentle)

Here is how your reminder emails should be structured:

1. Subject line

The reminder email subject line is your first impression. A compelling one boosts open rates and sets the tone for a polite nudge.

Here are some clear subject line examples for your friendly reminders:

• "Friendly reminder: Your invoice is due [date]."
• "Tick-tock—your appointment is around the corner!"
• "Still on track for our [meeting/event] at [time]?"
• "Time to cross off that task? Reminder for [date]"
• "Just following up—can we confirm [meeting/task]?"
• "Don't forget—[task] is due tomorrow!"

Chasing for high open rates? Read our blog on Cold email subject lines [Examples, tips, and best templates] 

2. Greeting

Starting with a personalized greeting creates a positive tone and encourages engagement.

Example:

• "Dear [Name],"
• "Hi [Name]" (depending on your relationship)

3. Body

Keep your email focused and clear, providing necessary details such as deadlines or meeting times.

4. Call to action (CTA) 

Your CTA should tell the recipient exactly what to do next — politely, but with purpose.

Here are targeted CTA examples tailored for friendly reminder emails:

• "Please confirm your availability for the meeting."
• "Let me know if you'd prefer to reschedule."
• "Add this event to your calendar here [insert link]."
• "Kindly process the payment by [due date] to avoid late charges."
• "Please update the shared document by [deadline]."
• "Let me know once you've completed the task."
• "Please review and sign the contract here."
• "Take 2 minutes to complete the survey here."

5. Sign-off: end professionally

Wrap it up with a friendly, action-oriented email sign-off that encourages response:

• "Looking forward to hearing from you."
• "Thanks in advance for taking care of this."
• "Appreciate your response at your earliest convenience."
• "Let me know if anything's unclear—I'm happy to help!"

Why is sending reminder emails critical for follow-ups and results?

Reminder emails ensure your message stands out and gets the response it deserves.

Here's why reminder emails are essential for businesses:

• Higher response rates: A gentle reminder encourages action, ensuring timely responses and better engagement.
• Preserve relationships: Unlike aggressive follow-ups, reminder emails keep things professional, strengthening relationships.
• Minimize missed deadlines: In industries like sales, healthcare, and consulting, reminders help keep projects on track and appointments met.
• Boost follow-through: Reminder emails act as cognitive triggers, reinforcing important tasks and commitments.

17 Most searched reminder email example templates that win replies to you

Below are plug-and-play-friendly gentle reminder email templates that work across various situations. 

You can copy, tweak, and send the reminder email samples:

1. Friendly general reminder template

Here's a friendly reminder email example you can use when checking in casually without sounding too formal.

2. Friendly reminder email for meeting 

Ensure attendance with a short, clear nudge before your scheduled time.

3. Polite payment reminder email template

This gentle overdue payment reminder email helps you follow up without sounding too forceful.

Tip: For overdue payments nearing the final notice stage, use a final humble reminder subject that's respectful yet clear.

4. Appointment reminder email template

This gentle reminder email sample is useful for service-based or consulting businesses to reduce no-shows.

5. Deadline reminder email

This is for internal team tasks or deliverables with a specific deadline.

6. Follow-up gentle reminder email

When you've already reached out and are still waiting.

Read more: How to write a follow-up email to win replies. [Guide]

7. Subscription renewal friendly reminder

The gentle reminder email example below can decrease churn rate and prompt action before service interruption.

8. Event registration reminder

Great for webinars, product launches, or conferences.

9. Contract sign-off gentle reminder

This gentle reminder business email is for nudging clients or stakeholders to review and sign documents.

10. Gentle reminder email to senior management

Respectful and professional to higher-ups who may have missed a message.

11. Abandoned cart reminder email

Re-engage eCommerce users who left items in their cart.

Also check: eCommerce email marketing guide to boost business

12. Gentle reminder email for no response

When you've followed up once, you need to prompt again politely.

13. Gentle reminder email to boss sample

Professional and respectful, ideal for requesting approvals or decisions.

14. Gentle reminder survey follow-up email

Boost response rates for post-event or product feedback surveys.

15. Gentle reminder email for the interview

Use this when following up with a candidate or recruiter about an upcoming or missed interview.

Read in detail: How to write a follow up email after an interview? (Guide).

16. Gentle reminder mail for contribution

A kind nudge when awaiting someone's promised support, input, or donation — while keeping it warm and grateful.

17. Gentle reminder message on WhatsApp

Short and mobile-friendly for casual or local outreach.

Reminder message 1: Friendly + Time-conscious

Hey [Name], 😊 Just a friendly reminder about [task/meeting] tomorrow at [time]. Let me know if you're ready or if you need to move things around.

Reminder message 2: Confirm and go

Hi [Name], just checking in about our [task/meeting] scheduled for tomorrow at [time]. Can you confirm you'll be joining?

Reminder message 3: Conversational + Helpful

Hey [Name]!

Just wanted to gently remind you about [meeting/task] happening tomorrow at [time]. Need anything from me beforehand?

Insightful: 10 Great cold email examples - Learn how to stand out in 2025! .

How to write a friendly reminder email that gets replies?

A soft reminder email is perfect for following up without sounding insistent, and it is especially useful in early-stage nudges or internal communication.

It helps you follow up without damaging the relationship and still get the desired result — a signed contract, a payment, or a reply.

But to make it work, you need to follow a structure that's respectful, purposeful, and easy to respond to.

Here are the reminder email best practices that get replies:

1. Start with a friendly check-in

Don't just dive into the ask. A quick, warm intro builds connection and reduces friction. It shows you care — and that you're not just chasing something.

Example: "Hi [Name], hope you're having a great week! Just wanted to circle back on…"

This simple check-in sets a positive tone and encourages a reply without sounding demanding.

2. Maintain the right tone

Your tone is everything, and it defines how your message is perceived.

Whether you send a polite payment follow-up, a meeting nudge, or even a humble reminder email, your tone should remain respectful, warm, and action-oriented.

Avoid sounding frustrated or passive-aggressive (even if you feel that way).

Use phrases like:

• "Just a gentle reminder…"
• "Whenever convenient…"
• "Kindly let me know if you need more time…"

Avoid:

• "I've been waiting…"
• "Still no response…"
• "You've ignored my last emails…"

Stay composed even if you're frustrated, as it protects the relationship.

3. Personalize your communication

Generic emails are easy to ignore. Personalization, even something as simple as the recipient's name or referencing your last conversation, shows intent and effort.

How to personalize:

• Use the recipient's name or any recent interaction/news in the subject line ("Research indicates that emails with personalized subject lines are 26% more likely to be opened." ​)

• Mention the previous touchpoint ("following up on our call last Thursday…")

Tailor the message to their situation

Here are some friendly reminder samples:

"Just following up on our call from Thursday about the contract…"

Or

"Wanted to check if you had a chance to review the document we discussed last week…"

This builds relevance and trust, increasing your chances of a reply.

4. Be concise and clear

Don't overload your reader with too much information. Stick to the essentials:

A strong reminder email should:

• Say exactly what you're following up on
• Mention any reference numbers, dates, or key details
• End with a specific next step

Example:

"Just a reminder — your payment for invoice #3456 is due on April 5. Kindly confirm once it's processed."

Clarity = action.

The more specific and easy-to-skim your email is, the better the response rate.

Now that you've nailed the content, ensure you send it at the right time and through the right channel.

How to send a reminder email that gets noticed & wins replies?

Send reminders at the right time, on the right platform, and with the right tone to maximize response rates.

Here's a simple guide on how to send a gentle reminder email that encourages action:

1. Pick the right time

Timing is everything when sending reminders.

• First reminder: Send within 48 hours of the initial message if there's no response.
• Second follow-up: Wait 3–5 business days after the first reminder.
• Payment reminders: Send 3 days before the due date, 1 day before, and 1–2 days after if unpaid.

Spacing reminders strategically avoids annoyance while keeping the task on their radar.

You are not required to manage this manually; an automation tool is all you need to scale:

2. Choose the right channel

Different reminders work better through various platforms. Consider the context and urgency.

Email is one of the most effective channels. For example, a Simplicity Lone Beacon case study demonstrated the power of email nurturing to boost webinar sign-ups significantly.

Their email campaigns achieved an impressive 60% open rate and a 12% click-to-open rate, far exceeding industry standards.

3. Use automation smartly

Use email automation tools or AI-powered CRM and automation platforms like Salesmate Sequences to:

• ⏳ Automate multi-step reminders
• 🔄 Trigger emails based on user behavior (like no response or missed deadlines)
• 🎯 Personalize at scale using dynamic tags (e.g., [First Name], [Invoice #])

A powerful automation platform keeps your follow-ups timely and stress-free without sounding robotic.

4. Avoid overdoing it

Sending too many reminders can hurt more than help. Here's the safe formula:

• 2–3 polite follow-ups max
• After that, pause or switch the channel (e.g., a phone call or internal Slack ping)
• Remember: A friendly nudge is effective. A fourth reminder? Probably annoying.

5. Track engagement

If you're using email tools or a CRM, use analytics to your advantage:

• Open rates — If low, tweak your subject line
• Click-throughs — If low, your CTA might need work
• Reply rate — If nonexistent, check your timing or tone

Quick-fix ideas:

• Change from "gentle reminder" to "just checking in."
• Add urgency to the CTA
• Try a more informal subject line for warm leads

Learn more: 15 best email marketing KPIs and metrics that you should track for success.

Polite reminder email etiquette: Do's and don'ts

How Salesmate helps you automate reminder emails & boost reply rates!

Sending it at the right time, with the right message, is what gets results. Salesmate enables you to manage the full follow-up process—efficiently, politely, and at scale.

Some key features you must explore:

• Sandy AI: Write or improve friendly reminder emails in seconds. You set the tone. Sandy does the rest.
• Built-in templates: Use pre-written reminders that get replies from payment nudges to meeting follow-ups.
• Marketing automation: Send reminders when it matters — based on real actions like email opens, clicks, or silence.
• Email sequences: Automate multi-step follow-ups without sounding robotic or repetitive.
• Analytics: Track opens and replies and optimize timing for better performance.
• Omnichannel inbox: Manage email, SMS, and WhatsApp reminders — all in one place.

You don't need to guess what or when to say it. With Salesmate, you follow up smarter with AI.

Conclusion

A well-crafted message can turn silence into action and missed deadlines into closed loops.

Focus on clarity, tone, and timing. Be polite, be direct, and always give the reader a clear next step.

Want to boost outreach, engagement, and lead generation? You can boost results by trying Salesmate with AI-powered writing, smart automation, and lead insights.