Have you ever wondered why it is so important to send a reminder email to someone? Do you find it difficult to decide when to send the first reminder and when it’s the second round?

Well, email reminders are an important strategy to improve response rates. They give you a second opportunity to grab the attention of the recipient and encourage them to take action.

Sending a reminder or follow-up email is just as crucial as sending the first mail.

According to a HubSpot report, it is estimated that more than 306 billion emails are sent and received each day. 

People are busy and may forget to respond to your first email. Being inundated with work and other obligations, it becomes challenging for them to respond quickly.

In a world where your prospects receive hundreds of emails in a day, it’s possible your email can get lost in the cluttered inbox. Additionally, with the limited time available, it’s common for busy individuals to miss important emails that could benefit them.

Moreover, prospects have numerous options available, giving them more power or control over the situation. It’s you who wants to sell your solution successfully. Thus, it’s important to prioritize giving the prospect the attention and care they deserve.

Let’s have a look at some interesting insights-

  • 99% of email users check their inbox every day, with some checking 20 times a day.( Optinmonster, 2020) 
  • 84.3% of individuals say they check their inboxes at least once a day. (Pathwire, 2021).
  • 58% of individuals check their email first thing in the morning. (OptinMonster, 2020.

This means, there is still a possibility that your prospect will open up the mail. If you expect to succeed in sales, just sending a single email will not yield favorable results. Also, giving up after not receiving a response from the prospect is not an effective strategy. Your past experiences can also give you an key insight like sales report has key metrics like open rate, close rate, bounce rate helps sales reps to analyze the practices that have worked for sales reps in past.

Instead, consider sending follow-up emails to your prospect as a way to maintain communication and foster engagement. A gentle reminder email can help bring your message back to the forefront of recipients’ minds and encourage a faster response.

Now you must be thinking- how to politely nudge someone to respond to your message?

Creating a gentle reminder email with a polite and professional tone can unlock significant benefits for you. Conversely, sending an unprofessional, rude, and discourteous email can adversely affect your objective and diminish your chances of success.

By composing a polite, thoughtful reminder email, you can establish a strong and enduring connection with your prospects and potential customers. This approach will help you reach your goals efficiently, ultimately securing resounding success in the long run.

How to politely nudge someone to respond to your message?

Do you find it frustrating and discouraging when you have to wait for days or even weeks for a response to your email? 

Don’t fret! You can increase your chances of getting a faster response by crafting a perfect email that will leave a lasting impression on the recipient and encourage them to take action.

Learning and applying appropriate email etiquette and response practices is crucial to achieving this. By following the guidelines laid out in this post, you can learn how to craft an engaging and impressive reminder email that will increase your response rate and help you achieve your goals with ease.

So, without any further discussion, let’s get started quickly with some effective email templates –

Choose from the best templates & increase Engagement

1. Send a reminder email in the same thread

As we have already mentioned, your recipient gets numerous emails every day. Starting a new follow-up email thread will unnecessarily increase the count in their already overflowing inbox, leading to the possibility of your message being overlooked.

By replying within the same email thread, you make it more accessible for your recipient to refer to the previous conversation, resulting in a quicker response time and increased productivity.

This approach helps to keep communication smooth, saves valuable time, and mitigates the risk of overlooking critical information.

Same Email Thread

Hey {First Name},


I’m writing to follow up on my email regarding the benefits of using our software development services.

I didn’t hear back from anyone on your team. Maybe you were busy. That’s OK! We totally understand.

However, I couldn’t help reaching out again as I still strongly believe that our products fit your organization.

Looking forward to hearing from you!

{Your email Signature}


Hey {First Name},

I hope you’re having a productive day!

Let me introduce myself and I’ll keep it very quick.

I am {name of the person}, CEO of (company name}. We provide software development services and create highly dynamic, scalable, and iconic mobile and web apps.

Let me know when we can catch up next week!

Really excited to hear from you!

{Your email signature}

So, this way, the reminder email sent to the recipient was within the same thread, which allowed them to quickly refer to the previous communication, ultimately saving them time.

Additionally, the sender offered more value to the email by offering them a partnership opportunity, which made them feel that the email was significant and worth responding to. It’s important to be courteous in your first mail as well as reminder emails which also encourage them to take action.

2. Keep the message short and sweet

Generic and impersonalized emails have rare chances to get a response as compared to personalized emails with a short and sweet message.

Nobody likes to read a lengthy email, especially when it’s filled with unnecessary information. Also, the recipient might find it as another junk email and skip it. By keeping your message concise, you’ll ensure that your recipient actually reads it and takes the desired action.

But don’t stop there! Add a touch of personalization to your email to make it more appealing. Also adding a greeting to your email can help you in grabbing your recipient’s attention and keeping them interested.

If you want to create a highly personalized email, consider using a tool like Sendbuzz. With this tool, you can send highly customized emails to your prospects and even schedule automated follow-up reminders to make the process smooth. This amazing tool allows you to personalize emails based on your users’ previous actions, ensuring that your messages are always relevant and engaging.

A short message with a greeting

Hey {First Name},

Greetings for the day!

I hope everything is going great on your side!

Just wanted to remind you that we have a request pending for information from your end. We requested the information on [topic or concern] on [date], and we haven’t received it yet.

We would highly appreciate it if you could provide the requested info as soon as possible. For any further queries feel free to contact me.

Thank you,

{Your email Signature}

The sender has sent a short and simple reminder email to get a response on the requested information. Also, he started the email with a greeting and empathy. The sender has mentioned the topic and date in the reminder email which makes the job easy for the recipient.

3. Polite words are a critical element of the reminder mail

It is important to include polite words in reminder emails to show that you respect and value the recipient’s time. Using impolite, rude, or unprofessional language will result in your email being ignored or even marked as spam.

One crucial aspect of a successful reminder email is to clearly define its purpose. While your ultimate goal may be to get a reply to your primary email, including additional context and descriptions in your reminder can significantly improve the chances of getting a response. It’ll also help in avoiding prolonged back-and-forth communication.

Adding an emotional touch to your email like addressing the pain points of the prospects can also enhance its readability and impact. Moreover, using rich text to highlight essential details like dates and times can help draw your recipient’s attention to crucial points, making it easier for them to take action.

Polite words in the email

Hi [First name],

It was nice to meet you at {location/event}.

I loved hearing about {the topic of discussion}.

I feel it would be amazing to chat further about {the topic that was discussed}. Will you be able to manage some time in the next few weeks? Let’s {action: plan a meeting, meet for coffee, have lunch, etc.}

How about ( suggest dates) or anytime that is convenient for you? I am flexible with my time. Let me know what works best for you.

Looking forward to discussing this further!


{Your email Signature}

This is one of the best email templates of reminder mail that reflects the power of polite words. These words will have a positive impression on the recipient which can increase the possibility of getting a reply.

Here, the sender expresses their pleasure in meeting the recipient and discusses a particular topic that piqued their interest.

Finally, they express their excitement about further discussion on the topic. So, if you are trying to find a polite, concise, and straightforward email with a clear purpose and call-to-actions, consider this as one of the best email templates.

4. Craft an actionable hook in your mail

Every email has a unique objective, and the same goes for reminder emails. Whether you’re a marketer aiming to drive leads, a sales professional looking to convert potential leads into customers, a recruiter seeking qualified candidates, or a blogger hoping to expand your readership, your email needs to be action driven.

To prompt the recipient to take action, such as replying to your email, you must include a clear and specific call-to-action in your reminder email. Showing your eagerness to hear back and providing a precise next step for the recipient is critical to achieving this goal.

It’s worth noting that the more specific and targeted your call to action, the higher the response rate is likely to be. Thus, a reminder email with a clear and actionable message encourages the recipient to take the desired action. By doing so, you can increase your chances of meeting your email’s ultimate objective.

Actionable hook

Dear {Recipient},

As a loyal customer, we’re excited to introduce an exclusive discount on our {product name}. But hurry up, this offer is only available for today to loyal customers like you! To take advantage, simply enter the code XXXXX to redeem the discount.

If you have any questions or need assistance, our customer service team is always available to help.

Thank you for being a loyal customer. We can’t wait for you to enjoy this exclusive offer!

Best regards,

{Your email signature}

If you are looking for action-driven email templates, this could be the best option for you.

The email is designed to introduce an exclusive offer to a company’s loyal customers. The email starts with a personalized greeting and provides an actionable hook to motivate the customer to take action.

The email sender is encouraging them to act quickly before the offer expires. Additionally, the email includes a clear call-to-action, directing the customer to take the necessary steps to redeem the offer. The email closes with a thank you message and a reminder of the customer’s value to the company.

Gentle Reminder Email Templates

Now that you have learned some tips for creating effective reminder emails that encourage action, it’s time to review a few more example templates.

Depending on what you are trying to remind the person about, you can use these email templates as a guide to craft your own gentle reminder email that is personalized and effective.

Gentle reminder message for the meeting


Just a friendly reminder that our team meeting is scheduled for Monday at 10 am in the conference room. We’ll be discussing the quarterly budget report, so please keep the report ready.

The meeting should last about an hour, and I look forward to seeing you all there. If you have any questions, don’t hesitate to reach out to me.

Thanks, and see you on Monday!

Best Regards,

{Your name}

This email serves as a gentle reminder to the team about an upcoming meeting. The sender clearly mentions the purpose of the meeting, which is to discuss the quarterly budget report.

The email is written in a friendly and professional tone and encourages everyone to attend the meeting. The email closes by inviting any questions or concerns and expressing enthusiasm for the upcoming meeting.

Overall, the email is concise and effective in conveying the necessary information.

Gentle reminder email to boss

Dear {Name of your Boss},

I hope this email finds you well!

I’m writing to follow up on my leave request for July, which I submitted on June 20th. I haven’t received any response yet and I’m hoping to have it approved soon so that I can finalize my travel plans.

Would it be possible for you to kindly check on the status of my request and provide me with an update at your earliest convenience?

Thank you for your time and attention to this matter.

Best regards,

{Your name}

Anyone who is looking for email templates to send a gentle reminder to their boss can use this example. This email is a gentle reminder about a leave request.

The email requests an update on the status of the leave request as the sender needs to finalize travel plans. The email is concise and written in a professional and humble tone and also includes a clear call-to-action. It is expressing a polite sense of urgency.

Friendly reminder for no response on a job application

Dear [Employer],

I hope this email finds you well. I wanted to follow up on my application for the [position] role that I submitted on [date].

I am very interested in the opportunity to join your team and would appreciate any updates on the status of my application.

Please let me know if you need any additional information from me. Thank you for your time and consideration.

Best regards,

{Your name}

This is a great example of a gentle reminder email template. This is a brief and professional follow-up on a job application for a specific position. The sender expresses gratitude for the opportunity to discuss the role and shows excitement about working for the company.

They ask for an update on the status of their application. In general, the email demonstrates the sender’s interest in the position in a polite and proactive tone.

A quick event reminder email

Dear [Team],

The much-awaited office get-together is just around the corner! As a quick reminder, the event will take place on [Day and month ] from [Time] in the [Venue]. We have some incredible guests joining us, and there will be plenty of refreshments for everyone.

To ensure that we can accommodate all attendees, we kindly ask that you RSVP to this email if you plan on attending. If you have any questions or need additional information, please don’t hesitate to ask.

This event promises to be a fantastic opportunity to unwind, connect with colleagues, and celebrate the end of the year. We hope to see you there and share in the festivities!

Best Regards,

{Your name}

The email is a quick reminder about the upcoming office get-together on Friday, December 24th in the evening. The organizer invites all the employees to join in the celebration with some special guests and refreshments provided. The email concludes with an expression of excitement.

Deadline reminder email

Hello Team,

I hope this message finds you well!

As a gentle reminder, our project proposal is due next [Day, Month]. It’s crucial that we submit the proposal on time since we’ll be presenting it to the client on [Day, Time].

To ensure we meet the deadline, please be ready with everything beforehand, and let me know if you have any questions or concerns about the project.

I’m looking forward to seeing you on Monday with the proposal.

Thank you,

{Your name}

Here, the writer advises the team to come prepared with any questions or concerns they may have and encourages them to meet the deadline. The sender ends the message on a positive note, expressing their excitement to see the team’s work and meet to discuss the proposal. The mail is also emphasizing the importance of timely submission and collaboration within the team.

Reminder email for payment overdue

Dear {Customer Name},

This is a friendly reminder that the payment for invoice #13254 is now overdue. The payment was due on [date], and we have not received it yet.

To continue enjoying our services, we urge you to make the payment as soon as possible. If you’re having any difficulties making the payment, please contact us immediately to discuss other alternatives.

Please note that failure to pay the outstanding balance may result in additional charges and possible account suspension.

We value your business and appreciate your prompt attention to this matter.

Thank you,

{Your Name}

The sender here requests the customer to make the payment quickly to avoid any further inconvenience. They express their value for the customer’s business and encourage them to contact back if they have any questions or concerns. The tone is professional and assertive, emphasizing the importance of timely payment and cooperation with the sender.

Final humble reminder

Dear {Customer name},

I hope this email finds you well. This is a final reminder that your payment for invoice #54896 is now overdue. The payment was due on [date], and unfortunately, we have not received it yet.

As per our terms and conditions, we will assess a late fee of [amount] if payment is not received within [number] days of the due date. We urge you to make the payment immediately to avoid incurring additional fees.

Please note that if we do not receive a payment within the next 48 hours, we will be forced to take legal action to recover the outstanding balance. We hope that it will not come to this, and we kindly request that you organize and settle this invoice immediately.

If you require any further information or assistance, please do not hesitate to contact me.

We value your business and hope to continue working with you in the future. Thank you for your prompt attention to this matter.

Best regards,

[Your Name]

The email highlights the importance of the late fee policy and encourages the customer to settle the balance immediately to avoid further charges.

He is making it clear that legal action may also be taken if the payment is not made within the next 48 hours. The writer of the mail expresses their commitment to the customer’s business and offers support if needed.

Additionally, he has tried to maintain a professional and assertive tone throughout the email. Use this email template when you want to request humbly related to payment overdue.

A gentle reminder about the below request

Dear {concerned person’s name},

I hope this email finds you well!

This is a gentle reminder that we have yet to receive the requested information regarding [topic], which we requested on [date].

To keep the project on track, we urge you to provide the requested info as soon as possible. If you’re facing any challenges in doing so, please let us know so that we can discuss and find a solution together.

Thank you for your cooperation, and we look forward to receiving the information promptly.

Best Regards,

{Your name}

When you need to send a polite reminder to someone regarding a project related information request, that is overdue, use this type of email template.

The email specifies the requested information and emphasizes the importance of prompt submission to keep the project on track. The writer also offers assistance and support if needed. With a professional and friendly tone, he is highlighting the urgency of the situation while maintaining a positive and helpful approach.

When project managers or other involved parties are unable to provide project-related information due to their busy schedules, it can be challenging to follow up without coming across as too pushy. In this case, using well-crafted follow up email example would help remind their task without causing offense. This approach is likely to prompt a timely response and keep the project moving forward smoothly.

Second email gentle follow-up reminder email after no response

Dear {Name},

Greetings! I hope you are doing great!

I wanted to remind you that we offer effective and affordable digital marketing services that can greatly benefit your website’s search engine optimization.

I understand that you may be busy, but I wanted to ensure that you were aware of the services we offer and the potential benefits they can bring to your business.

However, if we don’t hear back from you within the next 48 hours, we’ll assume your disinterest and take no further action.

If you have any questions or would like to learn more about our digital marketing services, please don’t hesitate to reach out to us. We would be more than happy to discuss the options with you in detail.

Thank you for your valuable time, and we look forward to hearing from you soon!

Best regards,

{Your name}

This email is a courteous follow-up to a previous inquiry about digital marketing services. The sender expresses their excitement to discuss the various options available in more detail and invites the recipient to contact them with any questions or concerns.

He is keeping the tone friendly to remind the recipient that this will be the final follow-up if they don’t get any reply from them.

This type of email template can be used for a variety of purposes, including sales, marketing, business development, or any other situation where you need to follow up with someone who has not responded to your earlier message.

Reminder email to participants for Zoom meeting

Hello {Team},

This is a quick reminder about our upcoming Zoom meeting which is scheduled for [date] at [time], and we have an engaging agenda planned for the day. You can find the meeting ID and password attached to this email.

We can’t wait to see all your faces on the screen and have some fun together. Let’s get zooming!

Warm regards,

{Your name}

This type of email template is helpful when you want to ensure that all participants have the necessary information to join the virtual meeting. It can be used in various situations, including business meetings, webinars, virtual events, etc., where participants need to connect online.

Such emails should be concise and to the point, emphasizing the important details and encouraging maximum participation.

Appointment reminder email

Dear [Recipient Name],

I hope this email finds you well. This is a gentle reminder that you have an appointment with us tomorrow at [Time]. We are excited to have you back for your follow-up visit to discuss your progress and plan for the future.

As always, please let us know if there are any changes to your schedule, and we will do our best to accommodate you.

We look forward to seeing you soon!

Best regards,

{Sender name}

The email is an appointment reminder that is helpful in reminding the recipient about their scheduled appointment. This remainder also includes the time and date of the appointment that encourages the recipient to inform the sender of any changes in schedule.

Such email templates are useful for any organization that schedules appointments, such as healthcare providers, service providers, and businesses.

It ensures that appointments are not missed, minimizes the chances of no-shows, and helps maintain a positive relationship between the sender and the recipient.

No-show financial planning session reminder mail

Dear [Recipient Name],

We hope this email finds you well. Unfortunately, we missed you during our scheduled financial planning session. We understand that unforeseen circumstances can arise, but we kindly request that you provide at least 24 hours notice for any cancellations or rescheduling requests.

As a friendly reminder, please note that missed sessions may impact the effectiveness of our financial planning services. Our goal is to provide the best possible support for our clients, and your timely cancellation helps us achieve this.

We won’t send an invoice for payment today, but we want to make you aware that missed sessions may result in a fee in the future. We value your commitment to your financial goals and look forward to continuing our work together.

Please let us know if you have any questions or concerns, and we will be happy to resolve them.

Best regards,

[Your Name]‍

The email message encourages the recipient to give prior notice for any cancellations or rescheduling requests. The sender has used a friendly tone to mention that missed sessions may affect the effectiveness of the services.

This email template can be used in situations where an individual misses a scheduled session, whether it is a one-time consultation or a recurring meeting. This is one of the best email templates to remind the recipient of the importance of timely cancellations and the potential consequences of missed appointments.

Tips and Tricks to Create Effective Reminder Emails

After learning how to structure a gentle reminder email, there are several general tips and tricks to keep in mind when crafting follow-up emails. By incorporating these tips and tricks, you can increase the likelihood of receiving a response and develop a positive relationship with the recipient. 

Here are some tips for writing gentle reminder emails. Have a quick look –

  • Keep it concise and specific
    To increase the chances of getting a response, it’s important to keep follow-up emails short and to the point. Most people are busy and have limited time to read your email, so avoid writing lengthy messages.

    Clearly state the purpose of your email and what action you’re requesting from the recipient. Being specific and direct will help the recipient understand what you need from them and increase the likelihood of getting a response. The more specific your mail is, the less likely the recipient needs another reminder.

  • Don’t send too many reminders
    Are you bombarding your recipients with a lot of reminders? If so, you need to make improvements to your current process. There’s an opportunity to automate reminders or set up a system that automatically sends them to the recipient.

    Alternatively, you could adjust the timing and frequency of your reminders to make them less overwhelming. Try SendBuzz which offers you customizable email triggers that can be tailored to reach your customers at the optimal times. With timely delivery, you won’t have to worry about missing out on any business opportunity.

  • Don’t sound angry or impatient
    When sending a reminder email, remember not to sound angry or harsh. Keep your tone friendly, positive, and respectful.

    It’s important to choose your words carefully. Use phrases that show appreciation for the recipient’s time and efforts. By keeping your tone respectful and approachable, you’ll be more likely to get the response you’re looking for while maintaining your relationship with the recipient.

  • Proofread your reminder email
    Before sending any reminder email, it’s always a good idea to take a moment to proofread it. This will not only help you catch any typos or grammatical errors, but it will also ensure that your email conveys the tone you intended.
    Making simple mistakes can challenge the professionalism of your email, which is the last thing you want. By proofreading your email message, you can avoid embarrassing errors and ensure that your message is polished and effective. So, take the extra time to check your message before hitting “send”. It’s a small step but can make a big difference.
  • Include a clear call-to-action in your reminder email
    A clear call-to-action is essential in a reminder email to ensure that the recipient understands what is needed and what the next steps are.
    It should be easy to understand and prominently displayed, whether it’s a link to schedule a meeting or a request for specific information. Making your call-to-action clear and straightforward can increase the chances of getting a reply and achieving your email goal.
  • Use a clear subject line
    Make your subject line clear and to the point. It should accurately reflect what your email is about so that the recipient knows exactly what to expect and is more likely to open and read it. A concise and specific subject line can make all the difference in getting your message noticed and acted upon.
  • Use bullet points or numbered lists
    When you have multiple points to convey in your email, it’s a good idea to use bullet points or numbered lists. This can make your message easier to read and understand and help ensure that the recipient grasps the main points you are trying to communicate.
    By breaking up your message into clear, brief points, you can increase the chances that the recipient will engage with your email and respond accordingly.

Want to grow your outreach? Try SendBuzz today!

Wrapping Up

A well-crafted reminder email is a useful tool for gently nudging someone to take action or respond to a previous message. A follow-up email actually helps you to bring your message back to the top of the recipient’s inbox and re-engage with them.

No one can afford to miss this second chance. Thus, there has to be something amazing that can help you to hit your target- to grab the recipient’s attention and respond to your mail.

By following the guidelines, tips & tricks, and email templates mentioned above, you can increase the chances of receiving a positive response. It’s important to remember that the tone of your email should be friendly and professional, without being overly apologetic or aggressive.

Ultimately, whether you’re following up on a job application, nudging a potential lead to respond, or simply reminding a colleague about an upcoming meeting, a well-written reminder email can help you achieve your goals. So, use these tips, and email templates to craft your own effective reminder emails, and be sure to see results in no time.