Creating a friendly reminder email that avoids sounding rude or pushy is essential whether you're communicating with colleagues, clients, or customers.
These emails serve to remind recipients about meetings, events, or other important engagements without creating unnecessary exclusivity at the outset.
It's crucial to strike a balance between being courteous and ensuring that the message prompts timely action.
Enlisted below are some tips and practices that will help you to land a polite yet actionable tone through emails:
A friendly reminder email is a communication sent to remind someone about a commitment, task, event, or deadline in a courteous and non-intrusive manner. These emails are typically used in professional settings, such as workplaces or business interactions, but can also be used in personal contexts.
The key characteristics of a friendly reminder email include:
Writing a persuasive reminder email is an art. You must find the right balance between being polite and getting your point across without sounding demanding.
Here’s how to do it:
Start with a clear subject line and a greeting that feels natural. Don’t sound too formal or robotic. Keep it short and sweet.
Subject line ideas:
“Friendly Reminder: [Meeting/Action] Tomorrow!”
"Just Checking In: [Task/Payment] Due Soon”
Whether it's a payment due or feedback, remind the recipient gently about what they need to do in the body of the email. Share enough context to jog their memory without overwhelming them with details.
Friendly payment/feedback reminder email template:
"Just a quick reminder that your [report/payment/feedback] is due by [date]. If you can send it over by [specific time], we can [mention positive outcome—e.g., avoid delays, keep the project on track, etc.]. Can you please let me know when you can send it?"
Instead of just focusing on the task at hand, add a bit of consideration. Offer help if they need it—it will definitely soften the tone and make it collaborative.
For example,
"If you need any help with this, let me know. Happy to help!"
Thank them for their time and cooperation. A little gratitude goes a long way in keeping the tone positive and polite.
Example:
"Thanks [Name]. Appreciate it!"
A CTA reduces confusion and points the recipient to one single action. Be specific about what you want the recipient to do. Whether it’s to confirm an appointment, submit a document, or make a payment, always include a CTA that stands out.
Examples of CTAs in reminder emails:
“Confirm here”
“Send by [date]”
Follow these simple steps, and you can send a reminder that gets your point across without being too pushy. Remember, a professional email is all about being professional and courteous.
Situation: Sending a reminder email for a scheduled meeting is crucial to ensure all participants are prepared and aware of the details. It helps in avoiding last-minute confusion and ensures productive discussions.
Subject: Reminder: [Meeting Name] Tomorrow at [Time] - Be Prepared!
Dear Team,
This is a quick reminder that our meeting for [Meeting Name] is tomorrow at [Time]. We’ll be discussing [brief agenda or topic], so please come prepared with any updates or materials you’d like to share.
If there’s anything specific you’d like to add to the agenda, feel free to reply to this email before the meeting.
Looking forward to a productive discussion!
Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
Why it works: The email not only states the meeting details but also encourages participants to take action (providing updates or adding to the agenda). It keeps the tone warm and professional, ensuring participants are both informed and motivated.
Situation: Reminding colleagues or team members about upcoming deadlines helps in ensuring tasks are completed on time, maintaining workflow efficiency, and avoiding delays.
Subject: Reminder: [Task/Project Name] Deadline is Fast Approaching
Hello [Recipient's Name],
Just a friendly reminder that the deadline for [Task/Project Name] is on [Date]. Please ensure all relevant materials or actions are completed before then.
If you need any help, feel free to reach out—I'm happy to assist if anything needs clarification.
Thanks for staying on top of this!
Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
Why it works: This template is effective because it acknowledges the recipient's workload and encourages timely action without sounding overly demanding. It provides clear information about the deadline and offers support if needed, fostering a proactive approach to task completion.
Situation: Sending a friendly reminder for overdue payments ensures financial transactions are handled promptly, maintaining cash flow and business relationships.
Subject: Friendly Reminder: Invoice #[Invoice Number] Due on [Due Date]
Dear [Recipient's Name],
I hope all is well! I’m writing to remind you that payment for Invoice #[Invoice Number] is due on [Due Date]. Kindly arrange for the payment at your earliest convenience.
If the payment has already been made, please disregard this note. If there’s anything we can assist you with regarding the payment, don’t hesitate to let me know.
Thank you for your prompt attention to this matter.
Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
Why it works: The email maintains a polite yet firm tone, recognizing the possibility of oversight while being clear about the request. It avoids making assumptions and leaves room for the recipient to respond in case there’s any issue.
Situation: Reminding participants about an upcoming event or webinar ensures maximum attendance and engagement, enhancing the overall success of the program.
Subject: Reminder: [Event/Webinar Name] Tomorrow at [Time]
Hello [Recipient's Name],
We're excited to remind you that [Event/Webinar Name] is happening tomorrow at [Time]. We look forward to your participation and insightful contributions.
Please use the following link to join: [Webinar Link/Event Details].
If you have any questions or need technical assistance, feel free to reach out.
Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
Why it works: This template effectively communicates essential details such as event name, date, time, and joining instructions. It encourages recipients to attend while offering support if they encounter any issues, ensuring a smooth and engaging experience.
Situation: Following up on previous communications or actions helps in ensuring that responses or necessary actions are not overlooked, maintaining communication flow and accountability.
Subject: Follow-Up Reminder: [Brief Description]
Dear [Recipient's Name],
I hope this message finds you well. I'm following up on our recent discussion regarding [brief description]. Could you please provide an update or let me know if there's anything else needed from my side?
Looking forward to hearing from you.
Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
Why it works: This template is effective because it politely prompts the recipient for a response or update without being intrusive. It maintains a professional tone while emphasizing the importance of continued communication and follow-up.
Subject: It's time for your monthly report
Hi {recipient name},
Just a friendly reminder that it's high time for your monthly report!
Please contact us to reschedule if this is not possible.
We look ahead to hearing from you soon!
Thanks,
{sender name}
Want to use reminder email templates? Use them from here.
Select a pertinent subject line. An effective email subject line is essential. Welcome the recipient. When sending a courteous reminder email, a salutation is essential, just as a subject line. Begin with the formalities. Cut to the chase.
“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.”
An email sent in advance of an event, such as a gentle reminder that a meeting is approaching, can serve as a reminder email in one of two ways. An email sent after something hasn't happened is a reminder that an invoice is past due for payment.
First Sentences: Given that this is a friendly reminder, it is advisable to begin the message with something encouraging. This avoids making your message look overly harsh. If you're falling short for words, try saying something pleasant like "I hope you are doing well."
Craft a subject line that is clear and specific about the reminder without conveying urgency or demand. For example:
Begin your email with a friendly greeting and a positive tone:
Use polite language that encourages action without being forceful:
Focus on the task rather than blaming the recipient:
Express understanding and offer assistance if needed:
Politely reference the previous email and ask for an update:
Consider the urgency and context of the situation. Generally, sending 1-2 reminders spaced appropriately (such as a few days apart) is considered reasonable. If there's still no response, consider alternative methods of communication or directly reaching out by phone if appropriate.
Remember, maintaining a professional and respectful tone in your reminder emails is key to ensuring they are seen as helpful prompts rather than bothersome.
