Gentle Reminder Email Templates: How to Remind Someone Politely in 2025

Let’s face it - getting ghosted is never fun. And when it’s a business prospect? Even worse.

You’ve carefully written and sent that email, pouring in your effort and expertise. Now what? Crickets.

Sure, they’re busy. But a gentle reminder never hurt anyone, right? So how do you follow up without sounding pushy or desperate?

In this blog, I’ll show you how to remind someone politely, mastering the art of professional, respectful, and effective follow-up emails.

What is a Gentle Reminder Email?

A gentle reminder email is a polite way to nudge someone about a pending task, missed deadline, unanswered message, or upcoming event, without sounding demanding or impatient. 

It's often used in business conversations to follow up on invoices, meeting schedules, job applications, or even casual requests.

Think of it as a kind reminder. You’re simply helping the other person remember something they may have overlooked, while keeping the tone respectful and friendly. A well-written, polite notification email strikes the right balance between being clear and being considerate.

When to Send a Reminder Email

Timing matters. Send your reminder email too soon, and it might come off as impatient. Wait too long, and the other person may forget entirely.

So when’s the right moment to hit send? It depends on the context. 

As a rule of thumb:

• Wait a few days before following up, especially if it’s your first email reminder.
• If it’s something urgent or time-sensitive, you can nudge sooner.
• And if you’re sending a second reminder mail, space it out so it doesn’t feel pushy.
• For cold emails, you can send up to 5 or 6 emails or more, maintaining healthy intervals between each email.  

Use your judgment based on the situation and relationship. A well-timed reminder feels considerate. 

Here’s a quick guide: 

How to Write a Reminder Email (Step-by-Step)

Writing a polite reminder message might sound simple, but it’s easy to overthink. Here's a quick breakdown on how to write a reminder email that’s clear, professional, and effective.

1. Subject Line

Keep it short and specific, preferably within 4 to 6 words. Remember, the goal is to remind the recipient or prospect, not surprise them.

• “Gentle Reminder: [Meeting/Task Name]”
• “Following Up On [Topic]”
  
• “Quick Nudge: [What You’re Waiting On]”
• [Meeting/Task Name] at [time]

If you're wondering how to send a reminder mail that actually gets opened, a straightforward subject line is a good place to start.

2. Opening Line

Start with context. Mention your last interaction or the reason for reaching out. Be polite and assume good intent.

“Just checking in regarding our last conversation…”
“Hope you're doing well! I wanted to follow up on…”

3. Message Body

Now, get to the point, without sounding too direct. Gently remind them of the task, request, or event. Keep it concise, and always maintain a friendly tone.

“I understand you’re busy, so I just wanted to bring this back to your attention...”
“This is just a kind reminder about the upcoming deadline for…”

This is the part most people overcomplicate. If you’re unsure how to send a reminder message that doesn’t feel awkward, just think: “What would I appreciate reading in their shoes?”

4. Closing and CTA

Wrap it up with a clear next step or ask. Whether it’s replying, reviewing, or confirming something, be specific.

“Would you be able to take a quick look this week?”
“Let me know if you need anything else from my side.”
“How does [time] at [day] sound to you?”

When you're learning how to give a reminder on mail, this is the key: end with a tone that’s polite, not passive-aggressive.

Top Gentle Reminder Templates

Whether you're following up on an overdue task or nudging someone after no response, a well-crafted reminder can make all the difference. Below are some effective, reminder email templates tailored to different tones and situations.

1. General Reminder Email Sample

Use this when you simply want to send a polite nudge, nothing too casual or overly formal.

Subject: Just a Gentle Reminder

Hi [Name],

Just a gentle reminder regarding [the task, meeting, or request]. Please let me know if there's anything you need from me to move this forward.

Looking forward to your response.

Thanks,
[Your Name]

2. Reminder Email for No Response

This email template is designed for following up when someone hasn't replied to your previous message.

Subject: Following Up on My Previous Email

Hi [First Name],

I wanted to follow up on my earlier email regarding [subject]. I understand things can get busy, so just sending a quick reminder in case it slipped through the cracks.

Would love to hear your thoughts when you get a moment.
Warm regards,
[Your Name]

3. Friendly Tone Reminder Email Sample

Perfect when writing to colleagues or contacts you share a relaxed rapport with.

Subject: Quick Nudge 😊

Hey [Name],

Just giving you a friendly nudge about [topic]. Totally understand if you're swamped—just wanted to check in and see if there’s any update.

Appreciate it!
Cheers,
[Your Name]

4. Formal Reminder Follow-up Email Sample

Use this when writing in a professional or corporate setting.

Subject: Reminder: [Subject of Task/Request]

Dear [Name],

I hope this message finds you well. I am writing to gently remind you about [subject or request], as we are approaching the [deadline or milestone].

Please let me know if you require any further information.

Sincerely,
[Your Name]

5. Kind Tone Reminder Email Example

When you want to emphasize empathy or patience.

Subject: Hope All Is Well – A Gentle Reminder

Hi [Name],

I hope everything is going well on your end. Just wanted to send a gentle reminder regarding [topic]. Please feel free to let me know if there’s been a delay or if I can help in any way.

Wishing you a smooth week ahead.

Best,
[Your Name]

6. Polite Tone Reminder Email Sample

A versatile, respectful tone that works in most professional scenarios.

Subject: Polite Follow-Up on [Topic]

Dear [Name],
I hope you're doing well. I wanted to remind you about [topic]. If you’ve already taken care of this, thank you—and please ignore this note.

Looking forward to your response.

Warm regards,
[Your Name]

Reminder Email for Different Use Cases

A reminder email isn’t one-size-fits-all. Depending on the context, be it a sales follow-up or a job application, you’ll want to tailor your tone and message. 

Below are reminder email templates for specific use cases, each designed to sound professional. 

1. Meeting Follow-Up Reminder Email

Use this when you’re following up after a scheduled meeting that didn’t happen or needs a recap.

Subject: Following Up on Our Meeting

Hi [First Name],

I just wanted to send a quick reminder following up email regarding our meeting scheduled for [date/time]. Let me know if you'd like to reschedule or if there's anything else needed on my end.

Waiting for your response.

Best regards,
[Your Name]

2. Payment Reminder Email

Perfect for reminding clients or customers about an upcoming or overdue payment.

Subject: Friendly Reminder – Invoice #[XXX] Due

Dear [Name],

This is a kind reminder that invoice #[XXX] for [service/product] is due on [date]. If payment has already been made, please disregard this email.

If not, we’d appreciate it if you could process the payment at your earliest convenience.

Please respond to this email if you have any questions or concerns.

Warmly,
[Your Name]

3. Job Application Follow-Up Email

This template is ideal for candidates waiting to hear back after applying for a role or interviewing.

Subject: Following Up on My Application
Hi [Hiring Manager's Name],

I’m writing to follow up on my job application for the [Job Title] position submitted on [Date]. I’m very enthusiastic about the opportunity and would love to learn about the next steps.

Waiting for your response, and happy to provide any additional information you may need.

Best,
[Your Name]

4. Sales Follow-Up Reminder Email

Use this when nudging a lead who showed interest but hasn’t replied yet.

Follow-Up Email

Subject: Just Checking In – Any Thoughts?

Hi [Name],

Just wanted to follow up on our recent conversation about [product/service]. I’d love to hear your feedback or any questions you might have.

Waiting for your response, and happy to help however I can.

Best,
[Your Name]

Breakup Email

Send this when you've followed up a few times with no response. It's a polite way to close the loop (and often triggers replies).

Subject: Should I Close the Loop?

Hi [Name],
I haven’t heard back, so I’m not sure if:

• I missed the mark
• You're happy with your current solution
• Or it’s just not the right time

No worries either way—just let me know, and I’m happy to circle back later if that’s better.

Waiting for your response. 

Cheers,
[Your Name]

5. Cold Email Follow-Up (Add Value with Each Reminder)

When following up with cold prospects, always include something helpful, whether it’s a resource, insight, or relevant example, to make your email more welcome.

Subject: {{Resource}} for {{Business Name}}

Hi {{First Name}},

I came across this {{resource/template/article}} and thought it might interest you. It could help {{Business Name}} with {{solving pain point or specific challenge}}.

Would you like me to walk you through how it can help?

Best,
{{Your Name}}

Cold follow-ups work best when you're not just asking, but offering.

6. Last Call Reminder for Sale or Offer

If you’re worried about how to remind someone politely when a limited-time offer is ending soon, steal the template below. It will generate a sense of urgency while keeping it polite.

Subject: Final hours - don’t miss out

Hi [Name],

Just a quick reminder—our [deal/offer] ends in a few hours. 

If you were planning to take advantage of it, now’s the time! Here’s the link one more time: [link]

Please respond to this email if you have any last-minute questions.

Cheers,
[Your Name]

These reminders help drive last-minute conversions without sounding overly salesy.

Text Reminder Templates

To send reminders via texts, WhatsApp, and chats, keep your message short and friendly. Use direct words without pressure.

Reminder Template for Text Message

Hey [Name], just a quick reminder about [topic]. Let me know if you need anything from my side.

Reminder Template for LinkedIn DMs

Use the same tone you use in daily work chat tools like Slack or Teams:

Hi [Name], checking in to see if there’s any progress on the update we talked about. We’re happy to help you if you're stuck on anything.

Tips: Remember to keep the tone casual but respectful, and avoid sending multiple texts back-to-back.

Reminder Template for WhatsApp

WhatsApp is more personal than email. So you can use it to remind someone politely of a meeting they promised, or an upcoming call. 

But remember, your reminder should feel casual but still professional:

Hi [Name], just following up on my last message regarding [topic]. Let me know if you’ve had a chance to take a look. Appreciate your time!

The Wrap-Up

Remember, a polite reminder is not nagging—they’re nudges. You’re not annoying; you’re organized. And the world needs more of that!

So send that reminder with confidence. And if they don’t reply? Be like a goldfish: forget, move on, and try again later—with a smile. 

FAQs

1. What’s the best way to remind someone about a meeting without sounding rude?

Say: "Hi [Name], just a friendly reminder about our meeting tomorrow at [Time]. Looking forward to it."

2. How can I remind someone professionally without being annoying?

Say: "Just following up on this—let me know your thoughts when you get a chance."

3. What should I say in a reminder message for an upcoming meeting?

Use: "Reminder: We’re meeting at [Time] today. Let me know if anything has changed."

4. What’s the polite way to send a reminder email?

Be soft and clear. Say: "Just circling back on this. Appreciate your time."

5. What’s a gentle text I can send to remind someone?

Try: "Hey [Name], just checking in on [topic]. Let me know if you need anything."

6. What can I write instead of 'just a reminder'?

Try: "Quick follow-up on [Topic]" or "Circling back regarding [Topic]."