How to Write Friendly Email Reminders

Every day, more than 319 billion emails are sent, and the average open rate across all industries is 16.97%. This implies that billions of emails are ignored in inboxes all across the world. So, how can you get your message read without being forceful or spammy? by sending amiable email reminders.

a person using their phone to send a cordial reminder email
One of the best tools for reminding people of forthcoming meetings, missed payments, job applications, significant events, and more is knowing how to compose a polite reminder email. And when done properly, a good one can provide receivers with relief if the tone and timing are just right.

Creating a Kind Email Reminder

When a deadline has passed or when something important is approaching, it is ideal to send a friendly reminder email. Email reminders are best used for:

noting forthcoming conferences or occasions.
pursuing payments or invoices.
bringing attention to missed deadlines.
reestablishing contact with regards to a project.
keeping in mind your goals when preparing for and attending a job interview.
The tone and timing of your email should always be considered, regardless of the goal.

Every email reminder should be courteous and professional, but also urgent and brief. To remind someone of a missed deadline demands a different approach than to remind a colleague of a coffee date. If the circumstance calls for immediate action, such as a missed deadline, you can use direct yet understandable language.

The words “Action Required,” “Request,” or “Reminder” in your subject line quickly grab the reader’s attention and encourage them to take action. While using active language in your subject line is polite, you shouldn’t usually capitalise the entire thing. Particularly if the rest of your communication is nice and conversational, using all caps can come off as confrontational and inappropriate.

Pick active but less urgent terms for reminders that are more informal in nature. In these circumstances, subject lines using the words “Following Up”, “Checking In” or “Next Steps” are useful.

One component of a cordial email reminder is the tone. Additionally, timing must be perfect. These are the most typical time windows for each reminder email, although there isn’t a single optimal time for every circumstance.

How much time should pass before emailing a reminder?

A day or two prior to the scheduled meeting. Give those attending the meeting a few days’ notice so they can prepare everything necessary.
Three to fourteen days before to the event. To increase excitement and make sure that everyone is aware of the timing and schedule, you might send out many reminders before to the event.
Project-specific deadlines are approaching. Give employees more time for complicated projects and less time for straightforward tasks.
One day after the deadline or past due payment. People need to be reminded when it’s on their minds, and you should make it clear that you’re waiting for them to act.
Job application: The Muse advises delaying follow-up for five to ten business days. Before getting in touch with the HR department or hiring manager, ask the person who suggested you for the position for their opinion. Although this may seem like a long time, Indeed discovered that 44% of applicants hear back from employers within a few weeks of applying, while only 37% do so within a week.
Job interview: It’s important to check in the day before an interview if it’s arranged a few weeks in advance to make sure the time still works for everyone. Hiring managers advise waiting until after the predetermined timeframe to send a reminder email if you are meant to be contacted following a job interview. No word yet? Before clicking “send,” hold off for five to seven days.
Now that you are aware of the ideal time to send each reminder email, it is time to consider what to include so that you appear approachable and receive a prompt response.

How to Send a Kind Email Reminder

All emails serving as friendly reminders should be succinct, polite, and unambiguous. You want to be kind enough to persuade others to take action while not being so submissive that your message is ignored. Five essential components make up the finest email reminders.

One. Subject

When sending reminder emails, a strong subject line will go a long way. The recipient should understand the purpose of the reminder and be moved to action. Since salespeople are the best experts on this, why not learn a thing or two from these intriguing sales email subject lines? The key is to keep your subject line short and create urgency so that the receiver understands that it is urgent.

  1. Welcome

Don’t miss the greeting because it sets the tone for the rest of your email.

Use an informal salutation such as “Hi there, Danielle” or “Hey, Jonathan.”
official Greeting: If your business speaks in a more official tone, begin by saying “Hello, Kate.”
Particular Exception Salutation: Starting with “Dear” is typically too formal for a cheerful email reminder, but if it’s your company’s standard greeting, keep with it.

  1. Setting

You should explain the purpose of your email to the recipient in the body of the message. This is where you give background information regarding the project, deadline, payment, meeting, or any other issue that needs a push. If it clarifies your point, include specific names and dates as well as a recent fact about the subject or organisation. Here are a few illustrations of how this section may appear:

We would like to submit all bills as soon as possible because the end of the month (and the quarter) is quickly approaching.
Top Entrepreneurship Tips for New Founders is a post I’m still working on, and I’d love to include your opinions. You’ve managed the past year so effectively with the growth of ABC Company and the most recent fundraising round.
I’m writing to let you know that the Q4 Content Planning meeting is this Wednesday, August 1 at 2 p.m. Eastern Standard Time. I’m eager to begin it with your analytics report.
Please keep in mind to deliver the presentation’s desired slides by the end of the day on Monday, July 30 as you get ready to present. Are you still able to use this?
Request 4.

It’s time to slip in your reminder or request once you’ve set the scene by offering background. Avoid talking too much here or you can lose the reader’s interest. In order to get a quick answer, it can be good to frame your request as a question. This will motivate individuals to respond right away.

Please CC me and send your invoice to for any work under our most current contract. You can get in touch with me at (222) 222-2222 if you have any questions.
If you would like to submit a quote for the article, kindly provide your response to the following question and provide a justification. What piece of advice would you provide brand-new business owners to help them successfully run their companies this year?

  1. Ending

Your major argument and request have been presented; now it’s time to conclude on a kind note.

I appreciate you taking the time to consider this.
Thank you for giving this project top priority.
I value your work as we complete our proposal.
I’m interested in hearing from you.
Don’t forget to end your email with a sign-off that matches the tone of the body.

The very best
Thanks once more
Finish the email with your first name if you want to keep it casual, or your complete name if you want it to sound more official. Include your work title, company name, or contact details after your name if you need to provide further context.

email reminder that is cordial

It can be intimidating to write your first few reminders. Fortunately, using this reminder email template will make it simple for you to fill in the gaps and send a message that is well-written. This template is also simple to modify to meet your needs.

Copy and paste the text into the template, then use your copy to fill in the blanks. To guarantee good language and flow, look through the final draught before delivering it.

Good day, [Recipient Name]

Thank you for [Insert a Particular Nicety].

The [Relevant Team] is getting ready for the [Meeting Name] on the [Day], [Date], and [Time] that is coming up. Your suggestions for [Recipient Connection to Meeting] are highly anticipated. I’m requesting everyone to [Your Request] by [Date] at [Time] in order to keep everything running smoothly.

I value [Relevant Sentence].

Happy New Year,

(Your Name).

Check out HubSpot’s email scheduling function to automatically send your polite reminder email to every recipient you need — when you need to — to make emailing even simpler.

Examples of Kind Reminder Emails

  1. A cordial email reminder for a meeting

It may be advantageous for you to share a casual team meeting reminder with your team if they have critical, seasonal meetings that aren’t generally included in their weekly expectations. Give a succinct description of the meeting’s subject, venue, and anticipated outputs.

a cordial reminder Email Cases: Reminder for Meeting

All that’s left to do after sending your email is watch for a reply. Determining whether to send a second follow-up email is difficult.

Here are two of our favourite polite follow-up samples from HubSpot’s 30 free follow-up email templates for reconnecting with your network.

30 free follow-up email templates are provided by Hubspot.

  1. A Kind Reminder of an Upcoming Due Date

Professionals must juggle a variety of duties in order to meet their individual quotas and contribute to the team’s attainment of its goals. If you want to gently remind them of a deadline or deliverable, do so and then inquire about any difficulties they are having.

a cordial reminder Examples of emails for a deadline

  1. A Kind Email Reminder for a Favour

You can occasionally send a friendly email reminder to someone in your network asking for a favour. To accomplish this, make sure you express gratitude for what they have already done for you and briefly describe how the favour will benefit you.

Examples of Kind Reminder Emails: for a favour

The remaining email templates are available for free download if you need more.

You’re prepared to begin writing your own reminder emails now that we’ve discussed the components of a solid email and provided a variety of examples. But bear in mind these final points before you leave.

Friendly Email Reminder Advice

Offer a simple resolution.

Your reminder should give the receiver a brief rundown of what to do next. This can take the form of succinct instructions or a roadmap to a workable solution.

Encourage an answer.

Encourage your recipient to let you know when they have got your message if you believe that your prior communications are not being read or received. This request is simple to make and a fantastic approach to make sure your message is understood.

Friendly Email Mistakes Reminder

circumventing the issue.

When sending a reminder, you should avoid clogging up your email with paragraphs that your customer or coworkers don’t want to read. Make sure your reminder is succinct and clear so that the recipient understands its purpose right away.

sounding very sorry for something.

There’s no need to apologise even though it can seem as though you’re bothering someone by sending the same message repeatedly. Don’t feel bad about letting your polite email reminder remain just that. You might assist someone in recalling an occasion or deadline they intended to attend or meet.

Kind reminder emails are effective

Although it can be annoying to send a second or third email reminder, keep in mind that people have a lot on their plates. Hold off sending another message for a few days. If necessary, you can follow up sooner; just make sure your voice is polite and patient. Reminder emails are all about making people more responsive to your request and thankful of the letter.

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