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How to write a friendly & gentle reminder email (5 templates)

Lawrie Jones
Written by
Lawrie JonesProfessional Tech Writer
Updated on:Jan 04, 2024

If your office is anything like ours, people forget to send documents, sign-off leave, or submit timesheets all the time. When this happens, a friendly reminder is required to get things back on track.

Do you like receiving reminder emails? We don’t. The secret is to push the person to do something (possibly something they don’t want to do) in a very polite way. How? We’ll show you.

You can relax now when we tell you that reminder emails are easy to write if you understand the correct format and how to pitch it professionally. We go through the process step-by-step, making it as simple as possible to write reminder emails that get results. Let’s do this.

Create Amiable and Effective Reminder Emails

Having difficulty in conveying reminders via email? Our email generator is here to assist you in crafting friendly reminder emails!

What are reminder emails?

Reminder emails are simple messages you send when you need someone to do something. Not received an invoice? Send a friendly reminder. Not received a report? Send a friendly reminder. Waiting for your cash? SEND A FRIENDLY REMINDER.

They may have forgotten to send a document, pay an invoice, or acknowledge your job application.

You'll often send gentle reminder emails while waiting for someone to do something for you. It's easy to become frustrated in these cases, but you should always strive to be as professional as possible.

How can you do that? Start by reviewing our 5 gentle reminder email samples!

5 friendly reminder email samples

It’s easier to show you how to do this, so we will. Here are 5 reminder email samples to get you started with writing your own. Read the emails, review the format, and understand how to build your own!

Friendly reminder email to send something

If a colleague, customer, contractor, family member, or friend has forgotten to send something, this reminder email is for you. In it, we offer a warm greeting and explanation about what we want, when, and why. Do not forget the details, or your email could be ignored (it’s happened to us).

In this professional reminder email example, we try not to be pushy. Nobody likes to be bullied into answering, so check your tone of voice before writing a message.

Dear [Recipient's Name],

I hope this email finds you well. I wanted to reach out and remind you about [the item/event/task] that we were discussing earlier.

We are still in need of [the item/event/task] and would greatly appreciate it if you could send it to us as soon as possible. [Provide any additional details or instructions, if necessary]

Thank you for your attention to this matter, and we look forward to receiving [the item/event/task] from you.

Best regards,
[Your Name]

Read also: How to request something emails (5 samples & templates)

Friendly reminder email for unpaid invoice

Show me the money! Unpaid invoices are frustrating and upsetting, but there may be a reason why payment is late, so don't go in all guns blazing. Instead, remind the person of the amount, all invoice details, and how payment is now due.

In this example, we stay calm, and be classy but confidently assert what we want (your money) and by when (immediately!).

Dear [Recipient's Name],

I hope this email finds you well. This is a friendly reminder about an unpaid invoice.

The invoice details are as follows:

Invoice Number: [Invoice Number]

Invoice Date: [Invoice Date]

Amount: [Amount]

Please note that payment for this invoice is now overdue. Kindly arrange for the payment at your earliest convenience.

If you have any questions or require further clarification, please don't hesitate to contact me.

Thank you for your attention to this matter.

Best regards,
[Your Name]

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Gentle reminder email about a job application

If you've spent time submitting a job application but received no response, this email sample is ideal. There's likely to be a fair reason why an application hasn't been acknowledged, so in this sample, we're polite, provide all details, and push for an answer. Fortune favors the brave!

Dear [Recipient's Name],

I hope this email finds you well. I wanted to follow up regarding the job application I submitted on [date]. I understand you must receive many applications and that it takes time to review them all. However, I am very interested in the [job position] and would appreciate an update on the status of my application.

I have attached my resume and cover letter again for your convenience. I believe my skills and experience make me a strong candidate for this role. I am confident that I can contribute positively to your team.

I kindly request if you could provide me with an update on the status of my application. I would be grateful for any feedback or information you may have. Thank you for your attention to this matter.

Best regards,
[Your Name]

Read also: How to write a job application email (5 samples & templates)

Gentle reminder email for vacation request

Everyone loves a holiday, but you can't book until your leave has been agreed! If your boss hasn't yet agreed to your vacation request, send this sample email. Again, there's likely to be a fair reason not to receive a response, so in this sample, we explain why we need an answer and provide a deadline.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to remind you about my vacation request that I submitted on [date]. As I mentioned before, I am looking to take some time off from [start date] to [end date] to recharge and spend quality time with my family.

It's important for me to receive your approval as soon as possible so that I can proceed with the necessary arrangements. I understand that you may be busy, but I kindly request that you review my request and provide me with a response by [deadline]. This would allow me enough time to make the required arrangements and ensure a smooth transition of my tasks to a colleague if necessary.

Thank you for your attention to this matter, and I look forward to hearing from you soon.

Best regards,
[Your Name]

Gentle reminder email to a member of staff

If a member of staff you manage hasn't sent you something, you can be a bit forceful and request a response. This reminder email to staff is a perfect template for building your own reminder emails. Adapt it to your situation and writing style.

Dear [Recipient's Name],

I trust this email finds you in good health. I am writing to remind you that I have not yet received [the document/reports/information] that I requested from you [on the specified date/when it was due]. It is important for us to [complete/analyze/discuss] this [task/project/issue] in a timely manner.

I kindly request that you prioritize this matter and provide me with the [document/reports/information] at your earliest convenience. If you require any assistance or have any concerns, please do not hesitate to reach out to me.

Thank you for your attention to this matter.

Best regards,
[Your Name]

How to write effective friendly reminder emails

Writing reminder emails can be tricky, as you have to strike the right tone. Of course, you want to be relaxed and professional, but you must also be confident and clear that you want a solution.

The samples above showcase how to strike the right tone, but you must adapt these emails to each situation.

Before we get into the essential tips, let's explore how to structure your reminder emails.

Reliable reminder emails all share the same format, which has 3 parts:

  1. Reminder email subject line
  2. Bold and assertive body copy
  3. Sign-off and next steps

We can review these to help you build reminder emails that get results.

Reminder email subject line

Your subject line should tell the person precisely why you're messaging. Don't be afraid to add words like "reminder," "for your attention," or "urgent" to your headers.

Think about who you're emailing and what would grab their attention. Whatever you do, don't get angry or aggressive in your subject lines.

Here are some sample reminder email subject lines to provide some inspiration.

  • Reminder: Please can you…
  • Reminder: Invoice outstanding
  • Vacation reminder: Can you respond?
  • Urgent deadline: (insert date)
  • Have you reviewed my job application?

Reminder email body copy

Your reminder email body copy is where you build your case, state your terms, and make your demands. It sounds serious, but we start positively with a pleasant "Hi" or "Hello" and the person's name.

Let's say someone has forgotten to send us an important document. Start by stating the purpose of your message.

"I'm contacting you as the document I requested hasn't arrived. The deadline date was (insert date)."

Next, provide some context for your request and the implications of a delayed response.

"I hoped to use the document as part of a presentation I delivered on (insert date)."

Now, let's get to the request (or demand, if you want to put it this way).

"Can you confirm that you received my original request and that you can send me the document today?"

This is enough, but you can add other details if you want to.

"The cut-off date for me receiving the document is (insert date). So if I don't receive it by then, I won't be able to use it in my presentation, which would be very disappointing."

This reminder email should do the trick. It's accurate and assertive, but you're not pointing fingers or finding blame. Instead, you're presenting a solution, and that's important.

Reminder email sign-off/next steps

The above message is great at grabbing attention and explaining what you want and why. You'll want to finish positively but push for a response.

"I'm hopeful that we can fix this today. Your help is very much appreciated in finding a solution."

This all sounds great. Next, add your contact details and any other information.

"You can contact me at any point to discuss this at (insert details).

Finally, add a sign-off (thanks, kind regards, many thanks, etc.), your name, and your professional email signature, and it's ready to go.

But before you send it, be sure to read through our checklist for writing better reminder emails.

Reminder email checklist (don’t do this)

We’re going to level with you: We hate receiving reminder emails. They can come across as negative, critical, and confrontational. These are all the things you want to avoid doing in your reminder emails.

Here are some of the things you don’t do in reminder emails. (Basically, do the opposite).

  • Don’t address the person in a really formal way. Do use their first name and provide a polite greeting.
  • Don’t be rude or aggressive. Do be positive.
  • Don’t expect your request to be a priority. Do acknowledge there may be reasons why they couldn’t reply.
  • Don’t leave our details. Do provide everything in your emails.
  • Don’t forget a deadline and a CTA. Do tell the person what you want them to do and by when.
  • Don’t miss out on including any attachments or links. Do double-check everything in your emails.
  • Don’t stress out writing emails. Do try HIX.AI's email writing tool.
  • Don’t send without proofreading. Do proofread (obviously).
  • Don’t forget to schedule a follow-up. Do add details to your diary.
  • Don’t be the person who copies EVERYONE into an email. Do treat the person with a bit of respect and allow them to fix the problem.

Some of these tips are about how to act as well as how to write. But it’s all wrapped up in how you’re perceived at work and your professional reputation.


This is a reminder that you should read everything and learn it. If you haven’t go back to the beginning and start again!

Seriously though, we all know that writing reminder emails isn't easy as you have to pitch them professionally but push for an outcome. Trust us though, it absolutely gets easier with practice (trust us), but stick to the format or copy our samples, and you'll be OK. Focus on the future and push for an outcome instead of trying to blame anyone.

It's business, not personal, after all.

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