The people you're sending emails to are busy and receive a ton of emails on a daily basis. So, we can't think of all the reasons your emails might go unanswered.
However, the best way to rekindle the conversation is to send your recipient a reminder email or follow up on your past email.
This article will teach you how to write a gentle reminder email and give you access to many templates you can use.
30 reminder email templates and samples for every use case
Need to send a reminder email? Here you will find all the reminder email templates you need to re-engage your recipients and get your emails answered.
Follow-up email reminder templates
Subject line: +20% sales for [Company Name]
I recently got in touch with a [Proposal]. I am a big fan of [Company Name or Tool]. It gives us valuable insight into the user experience when interacting with your company online.
In my proposal, I have shared some details about my experience, but I would also like to send you an example that may actually be relevant to your business.
[Action from the proposal] resulted in a 20% increase in online sales in the first quarter after the update.
I can imagine something like this would work very well for your company as well. Could you give me a call next week or send me a link to the website I built and your success story?
Subject line: New ideas
A few weeks ago, I requested some editorial ideas for writing for your blog. My research for interviews has already begun, and I'm preparing sources for interviews.
I would like to inform you that I have time for additional ideas. Or jump into the article if that's convenient for you.
If you would like to suggest a different approach to my topic or title suggestions, please let me know. I would be happy to send you additional ideas.
Subject line: Your fundraising campaign
It's really great to see the progress of the fundraising campaign. Given the numbers we're seeing right now, I think it's worth looking into ways to increase your fundraising success rate.
In my last email, I mentioned a social media mission I created for [Another Client Name]. We'd like to share a link to our YouTube channel, where you can see the final preview of our work.
I'd like to discuss more about implementing something similar for the [Company Name] project. Can I speak with you this week?
Reminder email to boss
Subject line: Leave request
Hello [Boss Name],
I recently sent you a leave request for the week of [Week Details]. I am hoping to book a vacation with my family. Can you confirm if my leave request has been approved when you can?
After you have approved it, I will be able to book the vacation. If you would like to discuss my needs, please let me know as soon as possible.
Subject line: On my raise...
Dear [Boss Name],
I would like to remind you that my raise has been pending for so many days.
I believe I’m eligible for a raise, and I hope you will consider my request for a raise.
I will be grateful.
I look forward to your reply.
Subject line: My [year] promotion
Dear [Boss Name],
This email is a gentle reminder about my job promotion, which I have been waiting for a year.
I have been working day and night to the best of my ability, and I believe I have all the skills required to get the promotion to [Job Position].
I hope you will consider my request for promotion and let me know if I need to prove anything more.
Reminder email to a professor
Subject line: On my previous email
Hello, Professor [Last Name],
Hope all is well. I want to follow up on my email from [when you sent it] to [what are your concerns or questions]. I understand that you have a busy schedule, but I would like to know more about [what you are following up on].
I greatly appreciate your time. Thanks again in advance for your help with [question]. I look forward to hearing from you soon!
Subject line: On [The matter]
Hello Professor [Last name],
I hope everything is going well.
I know you have a lot on your plate, but I just wanted to remind you that [what you are reminding] is due by [date].
Thank you again for taking the time to complete [the application]. Please let me know if you have any questions or need additional information.
Thank you again!
Subject line: Next steps
Dear Professor [Last name],
I just wanted to follow up on [what you are reminding] we have discussed last week.
You mentioned getting in touch about potential next steps. Is there anything I can do to help speed the process along?
Link-building reminder email templates
Subject line: Link to [website]
This is a follow-up on the possibility of [adding the link] to [Page Title] on [website].
I think we’re a great fit for [page] because [The value your link provides them with].
Let me know what you think.
Subject line: Alternative to your 404 links
Managing [Name site] probably leaves you very little time. And removing a broken link is something that can take up too much of your valuable time.
Yet, here is why you should remove bad links from your content:
According to Ahrefs, if you have a 404 error, you lose a huge chance of getting your content ranked.
[Example company] recently removed all of its 404 errors, and almost instantly gained [Results obtained].
I have a list of suggested links to fill the gaps.
[insert all their dead links and your suggestions]
Subject line: Is our deal still on the table?
I hope you're doing well.
You were really interested in [link exchange] the last time we talked, but I have not heard from you since.
Is everything OK?
Are you still interested?
If so, [repeat the original discussion].
Talk to you soon,
Event reminder email templates
Subject line: 10 seat left!
I am reaching out to you to reaffirm your presence at our [Name] event to be held on [Date].
This event is proving to be quite a sell-out, and space is in high demand. To confirm your place, please respond in writing to this email.
Upon confirmation of your attendance, we will provide you with all the necessary details for the event.
If we do not hear from you by [deadline], we will consider that you will not be attending the event and will offer your spot to someone else.
Subject line: Thank you for signing up for [Event name]
Thank you for registering for [Event Name]. We look forward to seeing you there. Here are some details you need to know.
Time: [Date and time]
We look forward to seeing you there.
Subject line: [Meeting name] recording
Thank you for attending [Name of event].
We hope you enjoyed it as much as we did.
You can find recorded speeches and photos to share here.
[Links or embedded materials]
Mark your calendars for the next [Name and date of event].
Gentle reminder email template for meeting
Subject line: Our [Date] meeting
Hello, [ Name]
Allow me to remind you that we have a meeting booked on [Date and time].
Looking forward to meeting you,
Subject line: On [Date]'s event
Just a friendly reminder about our upcoming meeting on [Date and Time].
I’ve included a copy of all details regarding the meeting below. I look forward to talking soon!
[Included meeting details]
Subject line: [Event name] details
Thank you for signing for [Name of event].
As a reminder, the event details are as follows:
[Additional meeting details]
Find directions and parking information here.
Please visit the event website for more details about the event.
We look forward to seeing you soon.
Friendly payment reminder email to client (overdue reminder email)
Subject line: Any update on invoice [Invoice]
We still have not received payment for [amount] for invoice [invoice number].
To date, the invoice is one week overdue. We would be grateful if you could check the situation and proceed with the payment.
If the payment has already been sent, please disregard this notice. And if you have lost this invoice, please let me know, and I will be happy to send you another copy.
Subject line: Invoice [Invoice Number] is pending
We are just letting you know that payment for invoice [number] is due today.
The total sum for [service] amounted to [sum], which we sent on [date], is due on this day [date].
If you have any questions, please do not hesitate to contact me and I will be happy to clarify them.
Subject line: On invoice [Invoice number]
I have returned to you several times to remind you of the outstanding amount of [amount] for invoice [number]. As of today, the payment was due two weeks ago.
Please note that we are a small business, and timely payment of our invoices is crucial to us. This is how we can continue to support you and your business.
That said, if you have any questions regarding this payment, please let me know. I have also attached a copy of the invoice to this email in case the original was lost or deleted.
Could you please reply to this message and let me know that you have received it? Thank you.
Sales reminder emails
Subject line: Thank you, [First name]
This is a thank you email for giving me the opportunity to speak with you on [day].
Also, I've checked and am happy to inform you that our [department involved] would be very happy to arrange [a special request] for you.
Please let me know how you would like to proceed from here.
Subject line: Is next week a good time to talk?
I reached out to you a while back to give you some information about [product or service], and I think this is a good time to show you how you can implement it in your business.
I've [created/attached] some guests [connections/free samples/gifts] that you can use to [access/sample] [product or service].
Feel free to share them with your staff and colleagues. I'd be very interested to hear what they think.
I would really like to call you later this week.
Can we set up a phone call or meeting for a 30-minute interview?
[Link to call booking]
Subject line: Thoughts on our proposal?
I assume that you have read my previous email and that you have visited our website. So I thought it would be useful to follow up with you.
What do you think of my proposal? Have you given it more thought? Please, feel free to call me to review it and answer any questions you may have.
Down for a quick chat anytime this month?
I look forward to talking with you.
Humble break-up reminder email template
Subject line: Legal action
This is an ultimatum email to remind you to pay the outstanding invoice. I have attached the invoice to this email.
Please follow up and process the invoice, as it is important that our company continue to support yours.
The next step in our process is to sever all ties with your company. If we do not receive payment by [deadline], we will also take legal action without further communication.
If payment has been made recently, please ignore this reminder!
Thank you for understanding.
Subject line: on your [Pain point]
It's been a minute since I heard from you.
We discussed last time about your struggles with [pain point] and how our [offer] would support you in [achieving a specific goal] in [a specific time frame].
Are you still interested in continuing our discussion? If not, please let me know so I can stop contacting you.
With kind regards,
Subject line: Let's catch up in the future
It's been a few weeks since we last spoke, and I haven't heard from you about [topic discussed or agreement].
So I assume that you have moved on to another direction or that your priorities have changed.
Let me know if we can help you in the future.
Collaboration reminder emails
Subject line: Potential collaboration
Since we last talked, I’ve done more research and realized that you are very selective about the companies you work with.
That's why I wanted to let you know that the [collaboration offer] I offer will be very useful to you and your audience.
Here are some examples of our recent successful collaborations with high-authority websites:
I look forward to hearing from you.
With kindest regards.
Subject line: Next steps on our collaboration
It was nice to connect with you and talk about [topic discussed]. As a recap, here are the terms we agreed on last time.
[Collaboration Term 1]
[Collaboration term 2]
[Collaboration term 3]
If you decide to give us the green light, here are the next steps.
Looking forward to hearing from you.
Have a great week.
Subject line: On our collaboration
This is a quick follow-up to our pending application.
I have not heard back from you about a possible partnership.
Things being what they are, I am assuming one of two things:
1) You are not interested.
2) You are too busy and my email is buried in the bottom of your cluttered inbox.
3) You are the wrong person to contact about this.
Please let me know which of my ideas is correct and who is the right person at [company name] to talk about this partnership.
What is a reminder email?
A reminder email is:
An email you send to remind someone of an upcoming event.
An email you send to remind someone to act on something they should have done.
An email you send when something needs to be done in a given timeframe.
How to write your reminder emails
Let’s discuss the different elements that go into an effective reminder email and how you should structure them together.
This will also inform you on how to edit the templates to maximize your results.
1 - Add contextual reminder email subject lines
Start writing your reminder emails by providing contextual reminder email subject lines.
If you do it right, the subject line lets the reader what the email is about upfront, and they’ll immediately know what is being expected from them.
You will need to be straightforward and specific. Here is an example of a late payment reminder email.
2 - Start with a courteous and polite greeting
Start your reminder message politely by greeting your recipient. That's a mandatory step for ensuring a polite reminder email. Anything like “Hey, Ernest” or “Dear, Ernest” will do just fine.
3 - Provide context
Thin about it; reminder messages without context can be vague.
So, quick question.
Why are you writing a reminder email to your recipient? Why do you need to send a reminder email?
Because they forgot to reply to your email.
Because the due date has passed and you need to bring their attention to the missed deadline in your follow-up email.
Because you need to remind them that the payment has not gone through.
Because you need to remind them of the upcoming meeting or an upcoming event, so they don’t forget.
Because they didn't appear in the call, so you send them an appointment reminder or an event reminder email.
So, your reason for sending the email reminder is what is being demanded of you here. Including is important to give the reader context about why you are emailing them and what they need to do to satisfy you.
Whatever the situation is, you need to explain it with as many details and references to paint the full picture to your recipients.
You can include it directly in the email subject line to make it clear for the recipients as they open the email, so they know it's just a reminder email.
Also, make sure to include dates (if need be) and keep it concise and be unequivocal. Here is an excellent sample example.
4 - Provide the solution
Your goal here is to provide recommendations or suggestions appropriate to the situation as you send a reminder email.
For example, if you are sending an appointment reminder email or event reminder emails, you can schedule a new appointment or event and specify it in a gentle reminder.
So, depending on the purpose of your reminder email, this may seem easy and obvious to you. But keep in mind that your ability to be polite, professional, and friendly play here.
The reason for this is that you don’t know why your prior email has gone unanswered. So, being polite and professional is your best bet.
5 - Specify the next steps
This boils down to including a clearly defined call to action (CTA) inside your email. The purpose of the reminder email is to get the recipient to act.
And so, you should include the action you want them to take as the next steps they need to take after reading your email.
Also, since your reminder email will be circling the CTA (because you want the reader to act), it can be a good idea to include the CTA twice inside the email.
6 - Include a polite email sign-off
By this stage, you have already written your reminder email and are ready to click send. All that’s left is for you to add a polite sign-off to your email.
Reminder email creation best practice
Now that you know the different elements that go into a reminder email and how to properly write and structure them let’s discuss a few tips you need to know before sending your reminder emails.
1 - Be direct
Your email should clarify why you’re sending it. Keep in mind that you are writing a reminder email. There is no need to beat around the bush. Be specific and get to the point of your email.
If you intend to remind them about the time of the meeting, just do that and sign off the email. Also, don’t forget to be courteous.
2 - Be polite and friendly
Getting an answer out of busy people may be hard and take way more time than you’d expect. You need to understand that there are a lot of reasons people might not be replying back to your email.
And whatever the reason, you need to keep your reminder polite and friendly. Also, you need to be patient and not come across as pushy.
3 - Don’t be passive
Chances are, you are in their inbox for doing business, and you need to mean it. No need to be apologetic or sound passive in your reminder email.
Also, being passive will make you sound unconfident, and it can influence how the prospect views you negatively.
So, be direct and sound firm. Keep in mind that if the recipient is not interested, they’ll let you know.
4 - Include a clear CTA
It makes no sense to send a reminder email to someone without clarifying the call to action. It’s the most important element in your reminder email because (in most cases) it is the action you’re trying to remind them to take.
So, always make sure that you clearly explain what you want your recipient to do. Clearly defining the goal is important, so your prospect knows where to go next.
Also, if you can, provide with the necessary to ensure they take action easily without too much effort. So, instead of simply telling them to book a meeting with you on your website, it’s more advisable to include a calendar link in your email and let them do it straight from there.
5 - Encourage communication
This is especially important if you are writing a reminder email to someone in order to get a response from them.
You don’t want them to read the reminder email and treat it like the previous email. So, you need to lay the groundwork and push for communication.
Ideally, you’ll need to figure out the potential reasons your recipients might not be responding to your email.
Next, on the basis of those reasons, you can try to include question prompts and opportunities to get them to reply.
Reminder emails are meant to get your recipients to act. So, don’t be afraid to write a demanding email with a clear call to action. Always remember that your email’s ability to drive answers is what makes it effective and successful.
The first rule with reminder emails is to make sure you have a good enough reason before writing a reminder email to someone.
As much as we love our reminder email templates, we cannot advise you to simply copy and paste the templates. Templates are meant to inspire you to write your actual email. So, always make sure you edit them into the email you want.