How to Write Gentle Reminder Email [+8 Examples]

Smooth reminder emails are the mandatory evils that all of us should cope with sooner or later or on a routine foundation.

With e-mail advertising rising in reputation and each model sending tons of emails to their clients, unread emails are a big class in any inbox.

In reality, Mailbird discovered that 35% of any common inbox is unread. In different phrases, a couple of in three e-mails are usually not opened on time. Now you’ll be able to slip that essential little bit of communication into your ever-growing inbox or ship a pleasant reminder.

What’s a pleasant reminder e-mail?


Because the title suggests, a pleasant reminder e-mail is a well mannered method of pinging the recipient once more concerning the meant trigger.

The reason being apparent. For instance, you did not obtain a reply, or the recipient merely forgot to open your e-mail. In any case, it isn’t the intention to sound determined and nonetheless stop you from lacking out on what you wished to attain with that first transmission.

Whereas this sounds easy, there are a couple of particulars to get this proper, reminiscent of what the topic line must be, how lengthy the physique of the e-mail must be, and many others.

Let’s focus on this case by case.

Write to boss

This could occur all too actually because the managers/bosses have a lot on their plate.

Merely put, this may be about something: a particular challenge you mentioned earlier, a refund request, payroll, and many others.

Instance topic traces 1. Want your enter for {activity}
2. Awaiting your reply for {activity}
3. Pleasant reminder about {activity}
Physique language Hiya Ethan,

It is only a comply with as much as my earlier e-mail about that {activity}. I await your steerage to maneuver issues ahead. When you want something from my aspect, let me know.


There will be many variations of the e-mail topic line and physique. Nonetheless, the concept is to maintain it quick and candy. Even when there are a number of points that want consideration, current them in a listing as an alternative of writing one paragraph on prime of one other; it helps the recipient to simply perceive what must be achieved.

Overdue fee

Getting paid on time is important for any enterprise. However sadly most of them let go of that ethos in the case of paying on time.

And since it is a delicate topic for either side, a “daring” but “smooth” strategy is essential. The opposite aspect wants to know the seriousness of the scenario, and issues want to maneuver ahead with out the connection getting worse.

Instance topic traces 1. Overdue fee for bill {quantity}
2. Pressing: Fee due for bill {quantity}
3. Motion required: Bill {quantity} remains to be unpaid
Physique language 1. Overdue fee for bill {quantity}
2. Pressing: Fee due for bill {quantity}
3. Motion required: Bill {quantity} remains to be unpaid

However when must you ship this fee reminder?

Many elements come into play right here, reminiscent of how outdated the precise enterprise relationship is, whether or not that is widespread apply with this buyer, and most significantly whether or not you wish to proceed what you are promoting if this particular person is a repeat offender. Primarily based on these elements, you’ll be able to alter the tone and timing of your message.

Typically, the subsequent working day after the due date is right for sending fee reminders. Typically, nonetheless, I cannot prescribe that it’s a must to wait longer than per week.

Suggestions request

Whereas studying is a lifelong endeavor, it’s particularly important for newbies. I bear in mind asking for suggestions on my writing on a contract author’s subreddit in 2020, and I thank that stranger to date for making an enormous distinction.

However what must you do if you aren’t getting a solution to your suggestions request? It may very well be your trainer, a senior, or somebody in your area that you simply admire past bounds.

Instance topic traces 1. Awaiting your useful suggestions on {matter}
2. Suggestions request reminder
3. Reminder: skilled insights wanted
Physique language Hey Michael,

I hope all the things is nice in your finish.

This can be a comply with as much as my earlier put up asking in your suggestions on this {difficulty}. I’m positive I’ll profit enormously out of your skilled expertise on this {matter}.
I look ahead to your useful response.


Furthermore, the skilled generally is a respected skilled, who will get such requests day in and time out. In that case, particularly if it isn’t a private relationship, you too can embody a one-liner, reminiscent of “I am keen to compensate in your effort,” to make it worthwhile for that particular person.

I do know it may be awkward to say that to somebody you do not know, however I’ve come throughout a “superstar author” who was skeptical about giving “free suggestions.”

feedback criticism

Evidently, I turned to different writers (on Reddit) who gave me far more perception than I may ever ask or thank them for.

So it may very well be the identical case with you, which is okay, since such consultants are tremendous busy, and providing fee can get their consideration, particularly should you do not wish to search for different professionals.

Rental reminder

This one might be a favourite with the landlords. You may all the time sound threatening, however it will possibly trigger authorized bother and isn’t advisable.

As an alternative, the strategy must be professionally assertive.

Instance topic traces 1. Pressing motion wanted: Overdue lease
2. Unpaid rental reminder
3. Motion required: unpaid lease for {month}
Physique language Hey George,

I hope you might have an amazing day.

I observed that {month}’s lease remains to be unpaid for {property handle}. I perceive issues will be troublesome at instances.

Nonetheless, I want to know the anticipated fee date and would respect the well timed funds as stipulated in our rental settlement.

I respect your consideration and await a immediate reply.


Occasion reminders

Occasion managers are below immense strain to make their initiatives profitable. And the soul of any occasion is the workforce. Subsequently, it’s needed for occasion managers to substantiate attendance effectively upfront as a way to supply spare seats to others.

These reminders must be impactful and pleasant, with clear wording asking for a response or cancellation of their seat.

Instance topic traces 1. Motion required to substantiate participation in {occasion}
2. Reminder: Do not miss {occasion}
3. We’re ready in your response earlier than {occasion}
Physique language Hiya Florence,

We’re tremendous excited to welcome you to our upcoming {occasion} on {occasion date}. You may verify your presence by replying to this e-mail.

Please observe that we’ll supply your home to another person if no response is obtained from you by {time, date}.

We hope you perceive and hope to see you once more quickly.


Whereas I’ve made it look a bit extra critical, you’ll be able to soften the tone based mostly in your scenario.

Assembly reminder

Encountering absenteeism is a “critical” downside for a lot of corporations, particularly distant ones. I will not delve into the dialogue of whether or not they’re productive, however the truth is that not less than a couple of conferences are wanted for wholesome collaboration.

And whereas there are all kinds of recollections on computer systems and smartphones, “forgetting all of it” has occurred to many people.

So here’s a assembly reminder template to make sure it’s attended at full capability.

Instance topic traces 1. Word: upcoming assembly on/at {time/date/place}
2. Essential: assembly reminder
3. Consideration required: upcoming assembly
Physique language Hey Thomas,

Only a fast reminder of the upcoming assembly on {time/date} at {place}. Undergo the agenda and write down what you particularly wish to focus on. Your presence and lively participation are enormously appreciated.


Job utility reminder

Functions are the least answered. The rationale may very well be the sheer quantity of incoming requests and the truth that most employers do not trouble sending respectable rejection emails.

Both method, it may be complicated for the applicant. So sending one or two reminders can do no hurt.

Instance topic traces 1. Re: Software for {job_title} – Subsequent steps?
2. Any progress with the appliance for {job_title}?
3. Did I get the position of {job_title}?
Physique language Hey Stefan,

It is a fast follow-up on the standing of my {job_title} utility. Are there updates? Or do you want one thing from my aspect?


Deadline reminder

All of us cope with deadlines in all enterprise domains, with pleasant reminders having an essential use case right here.

Instance topic traces 1. Deadline warning: {challenge} should be accomplished in {X days}
2. Pressing Reminder: Deadline Approaching for {Challenge}
3. {challenge}: X days left till the deadline
Physique language Hey Lucy,

A fast reminder that we’re counting all the way down to {challenge}’s deadline on {due date}. Make certain all the things is on monitor and be happy to ping me for assist.


Utilizing AI instruments to write down emails

The most effective factor about emails is that they don’t seem to be flagged for AI content material as is the case with publications. Emails are messages, and all that issues is how effectively you’ll be able to ship the message.

That is the place AI instruments like ChatGPT, Bard or Bing may help you write it.

Whereas ChatGPT is freemium, Bing and Bard are 100% free.

deadline reminder template

These instruments are conversational AI engines. You may discuss to them as you’d your assistant to refine the output.

write chatgpt email

Nonetheless, as with every AI instrument, the output can generally be somewhat off. In brief, these instruments can actually assist, however can not utterly substitute human intervention.

Watch out with these reminders!

Reminiscences are helpful and serve their objective. I usually get approached with emails a few attainable partnership with Geekflare. Since I am a author who has no say in administration, I normally ahead these to the outreach.

Nonetheless, I sometimes neglect a couple of, and what works in these conditions are mild reminders (generally a couple of🙂).

So preserve sending these reminders to your prospects as a result of they do work.

This was our information to pleasant recollections with a couple of templates to get you began. And should you get caught, the instruments we have mentioned could make sending emails a breeze.

PS: within the discuss of (AI) city, ChatGPT? Here is Geekflare’s ChatGPT repository to assist notice its true potential.

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