How to Write a Polite Reminder Email That Gets Replies In 2025

Emails are part of everyday B2B communication. 

You might send one to share a business proposal, apply for a job, or even submit a work assignment to a colleague.

But soon, you start feeling anxious when the person on the other end doesn’t respond.

And start wondering, “Should I send a reminder email, or will it look too pushy?

Well, I get it! Have been there too 😅

But the problem is your recipients are not ignoring your emails; instead, they are just busy.

Hence, a perfectly crafted gentle reminder can do the work and bring your message back to the top of their inbox.

But the real question is: how do you remind someone politely without sounding rude?

That’s exactly what this blog will cover. 

Inside, you’ll find:

• 21 ready-to-use reminder templates
• Best practices for writing polite follow-ups

And much more!

What is a Gentle Reminder?

A gentle email reminder is a polite follow-up message you send to help someone remember a task, deadline, or event. 

Its primary goal is to nudge the recipients while keeping the tone respectful and acknowledging that they may be busy.

20+ Polite Reminder Email Templates To Get You Started

Need to send a gentle reminder email without wasting another second?

Just jump to the scenario you’re working with and use my tried-and-tested follow-up template to send your kind reminder email right away!

For all the templates, I’ve kept the approach friendly, the message simple, and the copy short.

1. Gentle Reminder Email for No Response
2. Polite Payment Reminder Email
3. Timesheet Submission Reminder Email Sample
4. Gentle Reminder Email to Boss
5. Gentle Time-Sensitive Reminder Email
6. Renewal Polite Reminder Email
7. Polite Friendly Reminder Email
8. Light-hearted Polite Reminder Email
9. Gentle Reminder for Time-Sensitive Email Follow-Up
10. Polite Email Reminder That Acknowledges Busy Schedules
11. Gentle Reminder For Job Interview Email
12. Friendly Meeting/Appointment Reminder Email
13. Polite Email Reminder for Proposal or Contract Follow-up
14. Polite Email Reminder to Request for Feedback or Review
15. Polite Email Reminder After Sales Pitch or Demo Follow-up
16. Kind Document/Information/Report Submission Email Reminder
17. Polite Unanswered Customer Support Inquiry Email Reminder
18. Polite Collaborative Task or Project Status Email Reminder
19. Polite Task Delegation Reminder Email
20. Polite Cart Abandonment Reminder Email
21. Funny Polite Email Reminder

Choose, copy, and paste!

1. Gentle Reminder Email for No Response

The most common situation you might find yourself in is that you’ve sent an email, but not received any response for more than 2-3 business days.

Here’s the best gentle reminder email for no response.

Gentle Reminder Email for No Response

Subject:
Follow-up on [Original Topic] from [Date]


Hi [First Name],

Just checking in on my message from [Date] regarding [Brief Summary of Original Topic].

Totally understand if things have been busy—just wanted to confirm if this is still on your radar or if now’s not the right time.

If helpful, I’ve included the original message below for reference.

Let me know if you'd prefer a different time or need anything clarified.
Best regards,

[Your Name]
[Your Title / Company]
[Phone Number – optional]
[Website or Link – optional]

2. Payment Reminder Email

Here’s the perfect template that you can use to remind someone about a payment they’ve missed.

Here’s why it works: 

• Keeps the tone friendly but professional.
• Opens with a friendly reminder.
• Offers them help with making the payment.

Polite Payment Reminder Email

Subject:
Reminder: Invoice #[Invoice Number]

Dear [First Name],

I hope you're doing well. Just a gentle reminder that invoice #[Invoice Number], due on [Due Date], appears to be outstanding.

Please let me know if you need me to resend the details or if there are any updates on the payment status.

Warm regards,
[Your Name]

3. Timesheet Submission Reminder Email Sample

Here’s the friendly nudge I send to my own team to make sure our timesheets are in on time each month.

It’s a brief and polite message that offers help and asks them to complete the process ASAP.

Timesheet Submission Reminder Email

Subject:
Reminder: Timesheet Submission for [Date Range]

Hi [First Name],

This is a kind reminder to submit your timesheet for [Date Range] at your earliest convenience.

Please let me know if you require assistance or need additional information.

Thank you,
[Your Name]

4. Gentle Reminder Email to Boss

Following up with senior staff requires a careful tone: respectful of their time while ensuring your message is seen. 

Here’s the template I use; it’s designed to be effective without being rude. 

Gentle Reminder Email to Boss

Subject:
Follow-up on [Project/Request]

Hi [Boss’s Name],

I wanted to follow up on [Project or Request] we previously discussed.
Please let me know if there’s anything further you’d like from my side to proceed.

Appreciate your guidance as always.

Best regards,
[Your Name]

5. Gentle Time-Sensitive Reminder Email

Time-sensitive reminder emails should cut to the chase.

While it should be friendly, your email should also highlight the urgency of the situation.

Here’s what I suggest you go with:

Gentle Time-Sensitive Reminder Email

Subject:
 Friendly Reminder: [Topic] Before [Deadline]

Hi [First Name],

I’m reaching out to kindly follow up on [Topic], as the timeline brings us close to [Deadline].

If there are any updates or changes, please feel free to let me know.

Thank you,
[Your Name]

6. Renewal Polite Reminder Email

One thing that customers hate is renewals without notifications.

Here’s the template we send our customers when they’re nearing the end of their current subscriptions. 

It’s to the point and offers assistance just in case the client has any questions:

Renewal Polite Reminder Email

Subject:
 Upcoming Renewal Notice
Hi [First Name],

I wanted to remind you that your [Plan/Agreement] is scheduled for renewal on [Date].

If there’s anything you'd like to discuss or review ahead of that, I’d be happy to assist.

Warmly,
[Your Name]

7. Polite Friendly Reminder Email

If your goal is to refresh the recipient’s memory without requiring urgent action, this is the template to use.

Its goal is to create recall value and show persistence while respecting the reader’s time.

Polite Friendly Reminder Email

Subject:
 Gentle Reminder: [Topic]
Hi [First Name],

Just reaching out again regarding [Topic], in case my previous message slipped through during a busy time.

Please let me know if you'd like to reconnect on this.
Best regards,

[Your Name]

8. Light-hearted Polite Reminder Email

This template is perfect for when someone has missed your previous messages.

It leads with understanding, maintains a warm tone, and makes it simple for them to re-engage.

Polite Friendly Reminder Email

Subject:
 Following up (light reminder)
Hi [First Name],

I hope your week has been going well. Just following up on my previous note about [Topic].

I understand you're likely balancing a lot—happy to provide additional context if needed.

Kind regards,

[Your Name]

9. Gentle Reminder for Time-Sensitive Email Follow-Up

The best way to avoid missing deadlines is to send a reminder 2-3 days before the due date.

Here’s a template I use that subtly reminds the recipient of a deadline. 

Why does it work?

Well, because it recounts the deadline and offers help, all without demanding any update or information.

Gentle Reminder for Time-Sensitive Email Follow-Up

Subject:
Time-Sensitive Follow-Up: [Topic]
Hi [First Name],

Just checking in regarding [Topic], as the timeline is approaching for [Event/Deadline].

If there are updates or a better time to revisit, I’m happy to accommodate.

Sincerely,
[Your Name]

10. Polite Email Reminder That Acknowledges Busy Schedules

One of the most common but difficult follow-ups is those that acknowledge busy schedules, without coming across as generic.

Here’s my template that’ll help you stand out. It shows understanding while keeping your message clear and valuable.

Polite Email Reminder That Acknowledges Busy Schedules

Subject:
 Quick Reminder (understand if timing’s tight)
Hi [First Name],

I completely understand how quickly priorities can shift. Just wanted to revisit my earlier email about [Topic] gently.

Please let me know if this is something you’d like to explore further.

Warm regards,
[Your Name]

11. Gentle Reminder For Job Interview Email

Recruiters receive countless emails every day, so it is natural for your message to get lost in the mix. 

That is why you can use this follow-up email as a polite reminder to bring their attention back to your application.

Gentle Reminder For Job Interview Email

Subject:
 Follow-Up: [Job Title] Interview
Dear [First Name],

I’m writing to kindly follow up on the [Job Title] interview process.

I remain very interested in the role and would greatly appreciate any updates you can share.

Thank you again for your time and consideration.

Sincerely,
[Your Name]

12. Friendly Meeting Reminder Email

This is the email I usually send to people I have upcoming meetings with, just to confirm if they are still on or if they’d like to reschedule a missed one.

It’s helped me set a positive tone for the meeting, avoid mix-ups, and leave room for rescheduling!

Friendly Meeting/Appointment Reminder Email

Subject:
 Confirming Meeting on [Date]
Hi [First Name],

Just reaching out to confirm our upcoming [Meeting or Call] scheduled for [Date] at [Time].

Please let me know if the timing still works or if you'd like to adjust.

Looking forward,
[Your Name]

13. Polite Email Reminder for Proposal or Contract Follow-up

If you’ve recently had a proposal or contract meeting, this email will help you take the process forward. 

It’s neither salesy nor pushy – just the natural next step to a meeting between you and a potential client.

Polite Email Reminder for Proposal or Contract Follow-up

Subject:
 Checking in: Proposal from [Date]
Hi [First Name],

I wanted to follow up on the proposal I sent on [Date] regarding [Project Name].

Please feel free to share any thoughts or questions—happy to adjust or provide clarification if helpful.

Thank you,
[Your Name]

14. Polite Email Reminder to Request Feedback or Review

This email is the one that we send a couple of weeks after we’ve rolled out a new feature or update. 

It helps us maintain a connection with the customers, see if the new feature or update is actually helping users, and (of course) request happy clients to leave a review!

Polite Email Reminder to Request Feedback or Review

Subject:
 Request for Feedback
Hi [First Name],

I hope everything is going well. Just reaching out to kindly request any feedback you may have regarding [Product/Service/Experience].

Even brief comments are helpful and appreciated.
Warm regards,
[Your Name]

15. Polite Email Reminder After Sales Pitch or Demo Follow-up

Following up on sales pitches or demos is tricky. 

You don’t want to appear pushy, but you absolutely need to know what the prospect thought about it.

If you’ve not heard from them for a couple of days, here’s the reminder email you should send them:

Polite Email Reminder After Sales Pitch or Demo Follow-up

Subject:
 Any Feedback on Our Demo?
Hi [First Name],

Thank you again for taking the time to attend the demo. I’d love to hear any feedback or thoughts you may have when convenient.

Happy to provide further information or next steps if needed.
Best regards,

[Your Name]

16. Kind Document/Information/Report Submission Email Reminder

When someone is late in sending a document you need, the aim is to get it done quickly without sounding pushy.

This template helps you do exactly that. It has a clear subject line, goes straight to the point, and even offers support to make the submission easier.

Kind Document/Information/Report Submission Email Reminder

Subject:
 Reminder: Submission Request for [Document Name]
Hi [First Name],

Just following up on the request for [Document/Report Name].
Please let me know if there’s anything needed from my end to support its completion.

Thank you in advance,
[Your Name]

17. Polite Unanswered Customer Support Inquiry Email Reminder

This template is straight out of our customer support playbook. 

It proactively tells customers that we’ve not forgotten their issue, while not putting any burden on them to send a reply.

Polite Unanswered Customer Support Inquiry Email Reminder

Subject:
 Follow-Up on Support Inquiry
Dear [First Name],

I’m following up regarding your support request related to [Issue].

If the issue is resolved, no action is needed. Otherwise, I’m here and happy to assist.

Looking forward to your update.

Sincerely,
[Your Name]

18. Polite Collaborative Task or Project Status Email Reminder

I use this template to keep track of how my team is doing on a project. 

It works well because it’s direct, keeps the conversation moving, and shows I’m ready to help if needed. 

Polite Collaborative Task or Project Status Email Reminder

Subject:
 Project Status Check-In: [Project Name]

Hi [First Name],

Just reaching out to check on the progress of [Project or Task].

Please let me know if you need anything to move forward.
Appreciate your collaboration.

Best,
[Your Name]

19. Polite Task Delegation Reminder Email

This one is tricky – your goal is to send an email that encourages the reader to cooperate with you without feeling that you’re bossing them around.

Here’s the template I’ve created for this very purpose – it’s friendly, inclusive, and offers support rather than demanding anything.

Polite Task Delegation Reminder Email

Subject:
 Quick Reminder: [Task Name]
Hi [First Name],

I hope you're doing well. Just a quick reminder on the [Task Name] we discussed.

Kindly let me know if you need clarification or support.

Thank you again,
[Your Name]

20. Polite Cart Abandonment Reminder Email

This reminder email is a simple way to bring customers back to your website or app. 

It doesn’t sound pushy; it just gives them a polite reminder to pick up where they left off.

Polite Cart Abandonment Reminder Email

Subject:
 Your items are still waiting
Hi [First Name],

We noticed you left a few items in your cart.

If you had questions or needed help completing the checkout, we’re happy to assist.

You can resume where you left off here: [Link]

Best regards,
[Your Company]

21. Funny Polite Email Reminder

Yes, Funny emails still do work – they keep the tone light while still achieving the purpose – to remind the reader that your offer still stands. 

Here’s my template that has a solid chance of standing out in an inbox full of serious, salesy emails.

 Funny Polite Email Reminder

Subject:
 Me again—still not a bot 😅

Hey [First Name],

I sent a note a little while back about [Topic], and I’m starting to feel like a ghost in your inbox. 👻

If now’s not a good time, no worries—just let me know. Otherwise, I promise to keep the emails human and helpful (no robots or guilt trips).

Talk soon?
[Your Name]

Best Practices for Writing Gentle Reminder Emails

Gentle reminders that hit the mark have some things in common. Let me quickly walk you through them so you can write emails that actually get replies: 

• Reply to the Thread: If you are following up on an email, always reply to the original message to keep the context in one place.
• Keep Your Gentle Reminder Short: Your emails should be between 70-120 words and should be straight to the point
• Give Context: Always add the last discussed topic or date, so that they remember what this reminder email is about
• Add Clear Next Steps: Your CTAs should be clear and state what you need them to do next, for example, “Please confirm your attendance,” or “Review the attached document”
• Write the Reminder Email in a Polite Tone: Always keep the tone of your reminder email friendly and professional. Also, let them know you’re happy to help if needed, and add phrases like “gentle reminder” or “just checking in.” 
• Don’t Over Apologies: You are not doing anything wrong by giving a reminder; therefore, stop saying things like “Sorry to bother you” (a reminder email is simply part of keeping things on track)
• Before Following Up, Wait for 2-3 Days: Give your recipient a couple of days to respond. If they still don’t respond, then send a gentle reminder email on a working day

How to Quickly Write A Gentle Reminder Email?

Sometimes, you might want to write your own gentle reminder email rather than going with a template. 

It might be a high-value client, a key superior you need to build a rapport with, or a client you’re hoping will review your product/service. In all such cases, the human touch is very important, so I totally get it!

• Write a Clear Subject Line
• Add a Personalized Greeting
• Start with an Empathetic First Line
• Include a Clear CTA
• Offer Assistance
• Close Your Email

Here’s a framework you can use to quickly write your own gentle reminder email in under 5 minutes: 

1. Write a Clear Subject Line

If you’re sending a gentle reminder in a new email thread, the subject alone should be enough to tell the recipient what the reminder is about. 

The subject line should also be very short – ideally, between 40-70 characters.

2. Add a Personalized Greeting

Always start your gentle reminder email with a warm greeting.  

Also, be sure to add your recipient’s first name for personalization, as it will help you acknowledge the recipient and make a connection straightaway.

3. Start Your Gentle Reminder Email with the Empathetic First Line

I highly recommend using the first line to continue your email in an empathetic tone. 

Therefore, rather than saying something like, “I noticed you missed my email…”, say something like “I know you might be busy – just circling back to…”

Because the more you empathize with your recipients, the more likely they will respond to you.

4. Include a Clear CTA

Next, you should add what action your recipients should take after reading your email.

Add CTAs like “Kindly share your feedback on the same”, or “Kindly clear the outstanding payment”. 

5. Offer Assistance

Let the recipient know you’re more than happy to assist them in completing your request.

There are two things you can do to communicate this. 

First, include a link that they can use to complete the task you’ve requested. 

Second, tell them how/where they can reach you in case of questions.

Ideally, should include both in your gentle reminder email. 

6. Close Your Email

End your gentle reminder email with a professional email sign-off that they can use to contact you. 

Pro Tip: Don’t forget to proofread your email! 

Send Your Gentle Reminder Email and Start Getting Replies!

Writing the reminder emails politely is not difficult.

All you need to do is keep these three key elements together: empathy, professionalism, and politeness, when writing a gentle reminder email.

And believe me, when done right, gentle reminder emails can help you get more replies, sign-ups, meetings, and outstanding payments.

FAQs

1. What should a polite reminder email include?

Your polite reminder email should include five things: 

• A subject line that tells the reader what your reminder is about.
• personalized greeting.
• First line that empathizes with the reader’s busy schedule.
• Clear next step that the reader needs to take.
• Professional, short last line + signature. 

2. What is the best time to send a polite reminder email?

The best time to send them is between 10 AM and 1 PM on working days. 

3. How can I use email automation to schedule reminder emails?

You can use tools like Saleshandy to create your email sequence and then up reminder emails in advance by choosing the date and time you want. The tool will send it automatically.

4. What phrases make a reminder email polite and professional?

To make sure your reminder emails don’t sound rude, you can add the following phrases →

• Just checking in to see if you had a chance to look at
• This is a gentle reminder about
• When you get a moment, could you please

5. What are common mistakes in reminder emails?

You need to avoid the following mistakes when writing gentle reminder emails:

• Making the email too long and complicated
• Sounding  impatient
• Forgetting to include a clear next step
• Skipping context