How Do You Politely Remind Someone to Reply to Your Email In 2025

I’ll admit it—I get anxious waiting for email replies, especially from my prospects. 

(I mean, who doesn’t love seeing money flow into their bank account? 👀)

The moment you hit “Send 📨” – You find yourself checking your inbox every 10 minutes, hoping for a reply.

On Day 1 – You try to stay calm. 

By Day 3 – You consider sending a reminder email.

But just as you start typing, these concerns kick in:

• Am I being too pushy?
• Is this the right tone?
• Do I sound desperate?
• Is it even the right time to follow up? 

I’ve been there, and I completely get it.

Humans have flawed memories. That’s why reminder emails exist.

I’ve been working in the corporate world for 7 years, having both worked in and led Sales & Marketing departments.
Throughout these years, I’ve sent N number of polite reminder emails to customers, managers, and team members for countless follow-ups.

This experience has helped me perfect the art of writing polite reminder emails that genuinely get results.

And now, I want to share everything I’ve learned with you.

In this blog, you’ll learn:

• Customizable polite reminder email templates
• Practical tips on how to write and format your reminder emails
• A bonus section

Let’s get into it!

20+ Polite Reminder Email Templates To Get You Started

Are you in a hurry to send that reminder email?

You can choose from these customizable, gentle reminder email templates, which you can easily use. These templates will help you send reminder emails in a very polite tone.

Also, I’ve ensured that these templates are respectful so that none of them sounds pushy.

P.S.: I’ve included a score for each template based on key factors to ensure that your friendly email reminders land in the primary inbox!

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

I’m sharing one of my frequently used ‘gentle reminder’ email templates that I simply customize and use for different situations.

It gets straight to the point without wasting anyone’s time and clearly mentions the scenario I’m addressing.

Gentle Reminder Email for No Response

Subject:
Gentle Reminder: [Meeting/Task/Event]
Hey [First Name],

Just a quick note to remind you about [mention the event, task, or topic]. It will take place [add location or format—e.g., via Zoom, at our office, etc.].

If anything has changed or you need to reschedule, feel free to let me know.

I appreciate your time and look forward to connecting soon!

Best,
[Your Name]
[Your Role, if needed]
[Company Name, if needed]

Template Score →

• Subject Line Length: 40 characters 
• Word Count: 56 words.
• Personalization: 2 placeholders
• Links: 0
• Spamminess: 0 

2. Payment Reminder Email

This is my go-to email reminder template for overdue payments.

Why?

It reminds about the due date (that both parties already agreed on), offers help with payment, and sounds professional.

Polite Payment Reminder Email

Subject:
 {{First Name}} Reminder🔔 your payment is due

Hey {{First Name}},

Just wanted to check in about the payment for [product/service]. 

As per our agreement, the due date was [date], and I haven't seen it come through yet.

Let me know if there's anything you need from my side to complete it. Happy to help.

Thanks in advance,
[Your Name]
[Your Company]

  Template Score →

• Subject Line Length: 52 characters
• Word Count: 66 words.
• Personalization: 2
• Links:0
• Spamminess: 0

3. Timesheet Submission Reminder Email Sample

This is the monthly reminder email I have kept on automation that reminds my team that they need to submit their timesheet.

It clearly states the deadline and explains why timely submission is important while ensuring a polite tone.

Timesheet Submission Reminder Email

Subject:
 Reminder to Submit Timesheet on [Date]
Hi [Employee's Name],

I hope you’re doing well! Just a quick reminder that your timesheet for the period ending [Date] is due by [Date] at [Time].

Please make sure to submit it on time to ensure we can process your payment without delay.

If you’ve already submitted it—thank you! 

If you have any questions or need assistance with the submission, don’t hesitate to reach out to [Name/Department] at [Email/Phone Number].

Looking forward to receiving your timesheet, and thank you for your cooperation!

Best regards,
[Your Name]
[Your Role]
[Your Company]

Template Score →

• Subject Line Length:  63 characters
• Word Count: 75 words.
• Personalization: 2
• Links: 0 
• Spamminess: 0 words

4. Gentle Reminder Email to Boss

This is the email template I use when I need to follow up with my boss on urgent matters. 

It’s written respectfully and gets straight to the point without unnecessary fluff like ‘hope you are doing well’ (since I know they have limited time). 

Gentle Reminder Email to Boss

Subject:
 Quick reminder to share an update on [Task/Project/Topic]
Hi [Boss's Name],

I just wanted to check in on the status of [mention task/project/topic] and see if there’s anything I can do to assist or move things along.

If you need any more details or have a specific timeframe in mind, feel free to let me know. I’m happy to help wherever necessary.

Looking forward to your feedback when you get a chance!
Best,

[Your Name]
[Your Position]

Template Score →

• Subject Line Length:  63 characters
• Word Count: 75 words.
• Personalization: 2
• Links: 0 
• Spamminess: 0 words

5. Gentle Time-Sensitive Reminder Email

This time-sensitive reminder email is designed to take an urgent update on a task.

The tone remains kind throughout the email, and it ends with an offer of assistance.

Gentle Time-Sensitive Reminder Email

Subject:
 Urgent Reminder: [Action/Task] Deadline Approaching [Date & Time]
Hi [Recipient's Name],

I wanted to send a quick reminder regarding [mention task, project, or event]. 

The deadline is fast approaching—[mention the exact date and time]—and your immediate attention is required to ensure everything stays on track.

If you haven’t already completed [task/project], please make sure to [required action, e.g., submit, review, approve] by the deadline.

Feel free to reach out if you need any assistance or further details.
Your prompt response will be greatly appreciated.

Thank you for your attention to this urgent matter.

Best regards,

[Your Name]
[Your Position]
[Your Company]

Template Score →

• Subject Line Length: 68 characters 
• Word Count: 88 words
• Personalization: 2 
• Links: 0 
• Spamminess: 0 words

6. Renewal Polite Reminder Email

This is a friendly reminder template we use to notify customers when their subscriptions are nearing expiration. It highlights how our personal assistance can benefit them during renewal.

PS: Since this relates to potential cancellation, we send it well before the expiration date to give customers plenty of time to renew their subscription and use the product hassle-free.

Renewal Polite Reminder Email

Subject:
 Reminder: Upcoming Cancellation of [Service/Event/Subscription] 
Hi [Recipient's Name],

Just a quick reminder that your [service/event/subscription] is scheduled for cancellation on [Date] due to [reason, e.g., payment issue, end of trial, non-renewal].

If you’d like to keep [service/event] active or explore available options, feel free to [mention next step—e.g., update your details, contact support, renew here].

Let us know if you need help—we’re happy to assist.

Best regards,

[Your Name]
[Your Position, if needed]
[Your Company]
[Contact Info or Support Link if applicable]

Template Score →

• Subject Line Length: 60 characters 
• Word Count: 81 words
• Personalization: 2
• Links: 1
• Spamminess: 0 spam

7. Polite Friendly Reminder Email

This is the perfect reminder email for situations where something isn’t red-alert urgent, but you just want to keep it fresh in someone’s mind. 

Polite Friendly Reminder Email

Subject:
 Friendly Reminder: [Topic/Task Name]
Hi [Recipient’s Name],

I hope everything is going well on your end!

Just reaching out with a quick reminder regarding [brief mention of the task, project, or topic].

I completely understand how busy things can get, so there's no rush—I'm just checking in to see if there are any updates or if there’s anything I can assist with to help move things forward.

I'm always happy to support you in any way I can.

Warm regards,

[Your Name]
[Your Position]
[Your Company]

Template Score →

• Subject Line Length: 60 characters
• Word Count: 88 words
• Personalization: 2 
• Links: 0
• Spamminess: 0 words

8. Light-hearted Polite Reminder Email

Looking for a kind reminder email that’s a bit light hearted? 

This template is perfect when you need to give someone a gentle heads-up without coming across as bossy or rude.

Polite Friendly Reminder Email

Subject:
Just Checking In 👀– [Task/Project/Topic]
Hi [Name],

Hope you're having a fantastic week! Just wanted to gently remind you about [Task/Event].

I know you're probably busy, but I wanted to make sure it's still on your radar.
 
No pressure at all; just thought I'd mention it!

If you have any questions or need anything from my end, please don't hesitate to reach out.
 
Best,

[Your Name]

Template Score →

• Subject Line Length: 55 characters 
• Word Count: 84 words
• Personalization: 2 
• Links: 0 
• Spamminess: 0

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

I have crafted this reminder email that gently reminds the prospects about the offer’s looming deadline, showcases its top benefits, and lays out a clear next step—all without feeling salesy.

Gentle Reminder for Time-Sensitive Email Follow-Up

Subject:
[First Name],Just a Friendly Reminder: This Exclusive Offer Ends Soon 
Hi [Recipient’s Name],

Just a quick reminder that our [special offer/promotion] is wrapping up on [End Date].

This offer includes [brief benefit or value], and we'd love for you to take advantage of it while it’s still available.

If you're interested, you can [insert CTA – e.g., sign up here, claim your discount, schedule a call, etc.].

No pressure at all—just didn’t want you to miss out.

Thanks for your time!

Warm regards,

[Your Name]
[Your Position]
[Your Company]

10. Polite Email Reminder That Acknowledges Busy Schedules

I use this heartfelt, emphatic email to send a quick reminder when I want to focus on the core message, skipping extra fluff and appreciating their busy schedule.

Polite Email Reminder That Acknowledges Busy Schedules

Subject:
 Checking In When You Have a Moment – [Topic]
Hi [Recipient’s Name],

Hope you’re having a smooth week so far.

I know things can get hectic, so I just wanted to quickly check in on [mention task/topic] when you have a moment.

Totally understand if it’s still in progress—just keeping it on the radar.

If there’s anything I can help with, feel free to let me know.

Thanks again for your time!

Best,
[Your Name]
[Your Position]
[Your Company]

11. Gentle Reminder For Job Interview Email

As part of our hiring process, this reminder email goes out to all candidates about their upcoming interviews.

These reminder emails help reduce last-minute confusion, improve our day-to-day management, and make things easier if a meeting is canceled or rescheduled.

Gentle Reminder For Job Interview Email

Subject:
 Quick Reminder: Interview for [Job Title] on [Date]
Hi [Name],

Just reaching out with a quick reminder about your upcoming interview for the [Job Title] position, scheduled for [Date] at [Time].

You can join the meeting here / arrive at this location:
[Insert meeting link or address]

If anything comes up or you need to reschedule, no problem—just let me know.

I’m happy to help and make sure everything runs smoothly.

Looking forward to our chat!

Best regards,

[Your Name]
[Your Position, if needed]
[Your Company, if needed]

Template Score →

• Subject Line Length: 60 characters
• Word Count: 83 words
• Personalization: 3 (Recipient’s name, Job Title, Date & Time).
• Links: 1 (meeting link or location address).
• Spamminess: 0

12. Friendly Meeting/Appointment Reminder Email

I always send this reminder email to anyone I’m meeting with, so I know they’re coming and my time is well spent! 

That said, I always make sure the tone is kind and leave room for rescheduling, so they know I’m flexible and can adjust the timing if needed.

Friendly Meeting/Appointment Reminder Email

Subject:
 Reminder-  Upcoming Meeting on [Date & Time]
Hi [Recipient’s Name],

Just a quick reminder about our upcoming meeting scheduled for [Date] at [Time].

Location/Link: [Insert meeting link or physical address]

Topic/Agenda: [Brief description of what the meeting is about]

If you’re still good to go, no action is needed.

But if anything has changed or you'd like to reschedule, feel free to let me know—I’ll be happy to adjust.

Looking forward to our conversation!

Best regards,

[Your Name]
[Your Position, if needed]
[Your Company, if needed]

Template Score →

• Subject Line Length: 65 characters 
• Word Count: 81 words
• Personalization: 3 
• Links: 1 
• Spamminess: 0 

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

This reminder email is all about encouraging action and inviting any questions or next steps—making it the perfect follow-up after sending a proposal. Our sales team personally sends this to our prospects, ensuring we’re here to help and keep everything moving smoothly.

Polite Email Reminder for Proposal or Contract Follow-up

Subject:
 Following Up on the Proposal for [Project/Service Name]
Hi [Recipient’s Name],

I hope your week’s going well!

I just wanted to follow up on the proposal I sent over on [Date] regarding [brief project/service name].

Let me know if you have any questions or if you'd like to discuss the next steps.

I'm happy to provide any additional details you may need.

Looking forward to hearing your thoughts when you have a moment.

Warm regards,

[Your Name]
[Your Position]
[Your Company]

Template Score →

• Subject Line Length: 70 characters 
• Word Count: 79 words
• Personalization: 3
• Links: 0 
• Spamminess: 0 words 

14. Polite Email Reminder to Request for Feedback or Review

After launching new features, we usually send this feedback reminder email to our users to check how they’re finding the feature and identify areas we can improve.

Polite Email Reminder to Request for Feedback or Review

Subject:
Got 2 Minutes? We’d Love Your Thoughts on [Product/Service]
Hi [Recipient’s Name],

Just following up on my earlier message regarding your feedback on [product/service/topic].

I completely understand how busy things can get, but your input would really help us improve and continue delivering a great experience.

If you have a moment, you can share your thoughts by [insert option—e.g., replying to this email, completing this short form, or leaving a quick review here:

[link]].

Thanks again—we really value your opinion!

Warm regards,

[Your Name]
[Your Position]
[Your Company]

Template Score →

• Subject Line 70 characters 
• Word Count: 84 words
• Personalization: 2 
• Links: 1
• Spamminess: 0 

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

For me, this polite reminder email stands out for two simple reasons:

• Natural CTA: It invites next steps or questions without putting pressure on the recipient.
• Quick Recap: It gives a brief overview of the meeting without repeating the whole pitch.

Our sales team sends this reminder to our leads after a demo call for follow-up, and it really gets us results!

Polite Email Reminder After Sales Pitch or Demo Follow-up

Subject:
  Any Questions After Our [Demo/Call]?
Hi [Recipient’s Name],

Thanks again for your time during our recent [demo/meeting].

I enjoyed learning more about [Recipient’s Company] and sharing how [Product/Service] could support [brief benefit].

Just checking in to see if you have any questions or thoughts since we last spoke.

If it makes sense, I’d be happy to chat about the next steps or share anything else you need.

Looking forward to your thoughts!

Best,
[Your Name]
[Your Position]
[Your Company]

Template Score →

• Subject Line Length: 70 characters
• Word Count: 78 words
• Personalization: 3 
• Links: 0
• Spamminess: 0 

16. Kind Document/Information/Report Submission Email Reminder

When you’re waiting for an update on something due soon, it’s easy to feel stuck—you don’t want to follow up too early or come across as bossy or rude.

That’s where this reminder email template has helped me. It clearly highlights the deadline without sounding aggressive, keeping things polite and helpful.

Kind Document/Information/Report Submission Email Reminder

Subject:
 Checking In – [Document/Report Name] Due [Date]
Hi [Recipient’s Name],

I hope you’re doing well. Just a quick reminder that the [document/report/information] is due by [Due Date].

Please let me know if everything is on track or if there’s anything I can assist with.

If you need more time or have any questions, feel free to reach out—I’m happy to help however I can.

Thanks so much for your attention to this!

Best regards,

[Your Name]
[Your Position]
[Your Company]

Template Score →

• Subject Line Length: 70 characters
• Word Count: 76 words
• Personalization: 3 
• Links: 0

17. Polite Unanswered Customer Support Inquiry Email Reminder

If you’re waiting for a response to your customer support inquiry, please use this polite email reminder. It’s respectful and empathetic, and it gently reminds them of your request without being too demanding.

Polite Unanswered Customer Support Inquiry Email Reminder

Subject:
 Just Checking In on My Support Request – [Ticket/Topic]
Hi [Customer Support Team/Rep's Name],

I hope you're doing well!

I’m following up on my previous message regarding [brief description of the issue/request], which was sent on [original date].

I understand things can get busy, but I wanted to make sure it didn’t get missed.

If there’s any update or if you need more information from my side, I’m happy to help.

Looking forward to your response whenever it’s convenient.
 
Thanks for your time!

Warm regards,

[Your Name]
[Your Contact Info, if needed]

Template Score →

• Subject Line Length: 60 customization
• Word Count: 85 words
• Personalization: 3
• Links: 0
• Spamminess: 0

18. Polite Collaborative Task or Project Status Email Reminder

I usually use this template to take follow-ups on tasks from my colleagues, as it encourages accountability while maintaining a tone of support and teamwork. 

Polite Collaborative Task or Project Status Email Reminder

Subject:
  Quick Check-In on [Task/Project Name] – Due [Date]

Hi [Recipient’s Name],

I just wanted to check in on the status of [task/project name], which is due by [Date].

I know things get busy, so just making sure everything’s moving along as planned.

If you need anything from my side or if there’s an update to the timeline, feel free to let me know—I’m happy to help however I can.

Appreciate your work on this and looking forward to keeping things on track together!

Best,

[Your Name]
[Your Position]
[Your Company]

Template Score →

• Subject Line Length: 52 characters
• Word Count: 80 words
• Personalization: 3
• Links: 0 
• Spamminess: 0 

19. Polite Task Delegation Reminder Email

This reminder email template offers help while keeping the tone inclusive.

Polite Task Delegation Reminder Email

Subject:
 : Friendly Follow-Up: [Task Name] Update
Hi [Recipient’s Name],

Hope you're doing well!

I wanted to follow up on [task name], which we discussed as part of [project/context]. 

Since things move fast, I thought I’d send a quick reminder—just in case it got tucked behind other priorities.

If you’ve made progress or need anything from my side, feel free to let me know.

Happy to support however I can to keep everything moving smoothly.

Thanks again. I really appreciate your help with this!

Warm regards,
[Your Name]
[Your Position]
[Your Company]

Template Score →

• Subject Line Length: 65 characters 
• Word Count: 88 words
• Personalization: 3
• Links: 0 
• Spamminess: 0 

20. Polite Cart Abandonment Reminder Email

With this reminder email, you’ll gently push the customers to complete the deal in the cart! It has a clear CTA and throws in an irresistible offer to sweeten the deal.

Polite Cart Abandonment Reminder Email

Subject:
 Still Thinking It Over? Your Cart’s Waiting for You 😊
Hi [First Name],

We noticed you left a few great picks in your cart and wanted to gently remind you—they're still here, waiting for you!

If you're ready, you can jump right back in and complete your order with just a few clicks:

🛒 [Product Name 1]
🛒 [Product Name 2] 

Need a little nudge? Here’s [X]% off your order—just use the code [DISCOUNT CODE] at checkout. But hurry—it won’t last long!

👉 [Link]
If you have any questions or need help, we're just an email away.

Happy shopping!

[Your Brand Name]
 

Template Score →

• Subject Line Length: 70 characters 
• Word Count: 109 words
• Personalization: 2 
• Links: 1
• Spamminess: 0

21. Funny Polite Email Reminder

Funny emails can lighten the mood and make even follow-ups feel less like nagging and more like friendly nudges. Use this polite-yet-funny reminder email when you want to be friendly enough to make your recipient smile but clear enough to show that you’re expecting a response.

 Funny Polite Email Reminder

Subject:
 Your [task] is starting to feel abandoned 😅

Hey [First Name],

Quick reminder from your friendly inbox ghost 👻—remember that [task/thing they need to do]?

It’s been patiently waiting like a leftover slice of pizza in the fridge... slowly losing hope. 🍕

No rush (well, maybe a tiny one), but if you could give it a little attention, it would mean the world.

If something’s blocking you, I’m all ears—happy to help or just nod supportively on Zoom.

Appreciate you! 🙌

Cheers,
[Your Name]
[Your Title, Optional]
[Company Name]

Template Score →

• Subject Line Length: 41 characters
• Word Count: 108 words
• Personalization: 1
• Links: 1
• Spamminess: 0

Bonus: Gentle reminders That You Can Send on LinkedIn, WhatsApp & SMS

I want to help you close that deal faster, so here’s the secret: 2025 is all about multichannel outreach!

Cold outreach isn’t just limited to emails anymore. If you’re focusing only on emails, you’re missing out.

Your prospects may not check their inbox every day! But they’re constantly on their mobile phones. 

Platforms like LinkedIn and WhatsApp offer great outreach opportunities and a gentle reminder there could get you a reply quickly.

Read on! 

Reminder Message #1: Friendly & Time-Sensitive

“Hey [Name], just wanted to quickly check if you had a chance to review my previous message. Let me know if you need anything from my side!”

Reminder Message #2: Short & Sweet Follow-Up

“Hi [Name], just a quick reminder about [the subject of the previous message]. Looking forward to hearing from you when you have a moment!”

Reminder Message #3: Polite Urgency with a Gentle Nudge

“Hey [Name], just sending a reminder to see if you need any further details on [subject]. Appreciate your response when you have time—thanks!”

Reminder Message #4: Casual Follow-Up with a Question

“Hey [Name], I hope all is well! Just wanted to send a reminder on my previous message. Is now a good time to discuss [subject]?”

Reminder Message #5: Reconfirming the Discussion

“Hi [Name], I just wanted to confirm if you’ve had a chance to consider my last email about [subject]. Let me know your thoughts when you get a chance!”

Reminder Message #6: Offering Help with a Friendly Reminder

“Hi [Name], just sending a reminder of my previous message. Let me know if you need any additional information or assistance—I’m happy to help!”

Reminder Message #7: Appreciative Reminder for a Response

“Hey [Name], I just wanted to send a reminder and say thanks again for your time and consideration. Looking forward to your response!”

Reminder Message #8: Cart Reminder for Items Left Behind (E-commerce)

“Hi [Name], we noticed you left some items in your cart. Just a friendly reminder that they’re still waiting for you! Feel free to reach out if you need any assistance or have questions about your order.”

When it comes to sending gentle reminder messages through LinkedIn, WhatsApp, or SMS, the best approach is to do so only after you’ve already connected with your prospects.

You don’t want to come out as a stranger who is trying to irritate them!

Not sure when the right time to send a reminder on these platforms is?

Here’s how you can do it.

A Checklist to Follow While Writing the Polite Email Reminder (Strategies That Worked Out For Me!)

Reminder emails can annoy (sometimes frustrate)  the recipient.

So you need to invest some time in giving a positive vibe to the emails.

It’s not easy.

Hence, I have a checklist that I follow whenever I am about to send a reminder email.

1. Reply in the Same Thread

One strategy that can make a significant impact in your polite emails is replying within the same thread.

There are two reasons to do so,

• Saves Time and Provides Context: It keeps the conversation in one thread, which helps the recipient to quickly check the entire discussion without searching for related emails. This respects their time and ensures clarity.
• Shows Attentiveness: When you refer to specific points or questions from prior messages, it demonstrates that you have invested time in writing the email.

So, remember, when it comes to writing reminder emails, keep it all connected and organized. Your recipients will appreciate the clarity and will be more compelled to give you a response. 

2. Keep Your Tone Friendly and Respectful

Even if you are in a rush or feeling anxious, you need to maintain a positive and friendly tone throughout the email.

The words and phrases must convey a warm and approachable attitude.

Also, your email should show appreciation for the recipient’s time and consideration.

Note: Before sending your email, you should read it to ensure it does not sound aggressive or demanding. 

This is because the primary goal of reminder emails is to motivate the prospect to take action, but if you are demanding, it might create some friction between you and the recipient.

3. Start With a Warm Greeting & Keep the Message Simple

We all know that conciseness and warmth is the soul of polite email reminders!

Therefore keep your reminder emails to the point, you are respecting both your time and your recipient’s time. 

Be direct yet polite, so the recipient can quickly understand the context of your message.

Example Phrases:

• “I’m following up on [task].”
• “I just wanted to remind you about [subject].”
• “This is a friendly reminder regarding [task].”
• “As mentioned in my previous email…”

Make sure you remind them about the specific matter right at the start so that there’s no confusion. Moreover, if you had previously discussed something or sent a request, mention that so they can quickly recall the details.

Plus, always start them with a friendly salutation, like a simple personalized greeting. 

Example Greetings:

• “Hello [Name],”
• “Dear [Name],”

This approach shows that you’re respectful and ready to engage in a meaningful conversation. 

4. Personalize Your Reminder

Personalization just does NOT work only in cold emailing! 

Nobody likes reading generic emails; hence, they will get ignored. 

Why?

Because generic emails feel impersonal and show, you don’t really care about the recipient. 

My personal suggestion is to personalize your reminder emails by including their name and referencing your previous conversation.

This shows you remember who they are and have a specific reason for reaching out. 

This strategy not only makes your reminder email message more meaningful and likely to get a response.

5. Use Proper Formatting and Grammar

People scan emails rather than reading them word-for-word. 

If your email isn’t well-formatted, recipients likely won’t continue reading. 

They prefer emails they can understand quickly—ideally getting the main point in under a minute.

Make your reminder emails more effective by:

• Using short paragraphs
• Adding bullet points for key information
• Including plenty of white space

PS: Always check for grammatical errors before sending. Error-free emails demonstrate your attention to detail and create a positive impression on your prospects.

6. Choose the Right Timing

Timing is very important when it comes to sending polite email reminders. 

Here is the timeline I follow while sending reminder emails →

• General Follow-Ups (No Response)
  • Timing:  3–5 business days after the initial email

• Meeting or Appointment Reminders: 
  • First Reminder: 24–48 hours before 
  • Second Reminder (Optional): 1–2 hours before

• Invoice or Payment Reminders
  • First Reminder: 2–3 days before the due date
  • Second Reminder: On the due date
  • Final Reminder: 3–5 days after the due date

• Abandoned Cart Emails
  • First Reminder: 1–2 hours after cart abandonment
  • Second Reminder: 24 hours late
  • Final Reminder: 48–72 hours later

•  Proposal or Contract Follow-Up
  • Timing: 3–5 days after sending the proposal
  • Second Follow-Up: 7–10 days later if no response

•  Project or Task Collaboration Reminders
  • Timing: 1–2 days before the task deadline
  • Follow-Up: On the deadline day if not completed

• Feedback or Review Requests
  • Timing: 2–5 days after the product delivery or service interaction

7. Use Automation

Writing polite email reminders for your recipients manually can be a challenge; it will take a significant amount of time and effort! 

Fortunately, there are automation tools in the market that can help you optimize and enhance the entire process of sending reminder emails. 

But in a market filled with automation tools, finding the ideal solution can be overwhelming! 

This is where Saleshandy, an AI-assisted cold email software, can help you. 

It has features like an AI variant that creates similar email variations to your initial email copy! 

What does that mean? 

Just create one email copy, and Saleshandy can create multiple variations of it that you can send to multiple recipients at the same time.

8. Ask for Action But Politely

Make sure you end your reminder email with a call to action. 

Because why are you sending the reminder email in the first place? 

You want to ask the recipient to complete a task or take an action on your request. 

But remember, you have to do so politely so that you don’t come off as demanding. 

Soft Phrasing Examples:

• “Could you please [do something]?”
• “I would appreciate it if you could [do something].”
• “When you have a moment, could you [do something]?”
• “Would it be possible for you to [do something]?”

Send the Polite Email Reminder

Polite email reminders, when done right, have the power to build relationships, convert leads, and attract new business. 

However, the real challenge lies in convincing your email recipients to open and engage with your message. 

These polite email reminder tips and templates can be of great help to you. 

With features like an AI variant, personalization, scheduling, automated follow-ups, and much more, you can immediately enhance reply rates and conversions.

FAQs on Polite Reminder Emails

1. What should a polite email reminder include?

Here’s what you should include in your polite email:

• A clear subject line mentioning proper intent
• Start your email with a friendly greeting
• On-point content stating the intent with a respectful and professional tone
• Proper sign-off and Signature, including your details.

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

Based on my research, 10 am and 1 pm are the perfect times to send reminder emails. However, the best time will differ based on the industry and ideal target. It’s best to keep trying and testing and decide the best for yourself.

3. When to send a reminder email? 

Here are the scenarios where you can send the reminder email:

• A late payment 
• To take an update on a collaborative task 
• An upcoming deadline
• An urgent documentation  that needs to be signed
• Meeting & events
• To follow up on a business proposal