We‘ve all been there – you send an email requesting information or asking someone to complete a task, but you never hear back, even after patiently waiting for a response. While frustrating, firing off an accusatory or demanding follow-up could damage an important business or personal relationship. This is where the gentle reminder email comes in handy.
What is a Gentle Reminder Email?
A gentle reminder email is a courteous, non-confrontational follow-up message you send when a previous email has gone unanswered. The goal is to politely nudge the recipient to respond while maintaining positive rapport.
These emails work because they:
- Respect the recipient‘s time and workload
- Clearly restate your request or question
- Have an understanding, helpful tone
However, gentle reminder emails should:
- Avoid aggressive language or placing blame
- Be brief and straightforward
- Have clear calls to action
When to Send a Gentle Reminder
As a rule of thumb, wait at least 2-4 days before sending your first gentle reminder. This allows a reasonable amount of time for the recipient to see and respond to messages given varied work schedules and email volumes.
If there is still no response after another 4 days, it’s reasonable to send one more short, polite follow-up. However, avoid bombarding someone’s inbox with repeated reminders as that will likely be counterproductive.
Constructing Effective Gentle Reminders
1. Use a Courteous, Understanding Tone
Imagine you’re following up with a coworker who you collaborate with regularly and whose workload you’re familiar with. Or picture yourself in the recipient‘s shoes – would you find repeated emails demanding a response helpful or stressful?
Opening with empathy and acknowledging your request may have gotten overlooked goes a long way.
Example: “I know you’ve been busy preparing for the product launch…”
2. Refresh Their Memory of the Initial Request
Briefly summarize your original ask in 1-2 sentences, so they don’t have to search their clogged inbox to recall what it was about.
Example: “Last week, I sent an email asking if you’d have time for a quick call to discuss ideas for improving our checkout process.”
3. Clearly & Concisely Restate Your Request
Be specific about what response, information or action you need from them without sounding entitled or demanding.
Example: “Would you be able to let me know if a 15-20 minute call sometime this week or early next week would work for you?”
4. Close With Next Steps
Let them know you look forward to hearing back from them or offer any help to move things forward.
Example: “Please let me know what would work best on your end. I’m happy to provide any other details that would be useful ahead of our discussion.”
5. Keep it Short
Every sentence should serve a purpose. Avoid lengthy explanations about why you need this info or to justify the work you’ve already put in. Be concise and scannable.
10 Gentle Reminder Email Templates & Examples
Use these templates as a starting point, customizing the language to best reflect each unique situation and relationship dynamic.
Following Up With Your Manager on a Project
Subject Line: Checking in on [Project Name] status
Hi [Name],
I imagine you’ve been focused on prepping for the upcoming investor meeting. I just wanted to touch base regarding the [Project Name] analysis I sent over last week. Do you have a sense of when you may have a chance to review and provide guidance? Please let me know if there is any additional background information that would be helpful for me to pull together ahead of our discussion.
Thanks so much,
[Your name]
Payment Reminder Template
Subject Line: Overdue Payment Follow-up
Dear [Name],
I‘m following up regarding the outstanding invoice #[number] dated [date] for $[amount], which is now past due. Please advise if you have an expected date that this payment will be made.
If you need any additional information from me or have any questions, don’t hesitate to let me know. We appreciate your business and look forward to resolving this ASAP.
Best,
[Your name]
Feedback Request Reminder
Subject: Following up re: [service/product] feedback
Hi [Name],
I really enjoyed our last conversation and your insights into ways we can improve the customer experience. I wanted to check if you had a chance to use or review our new [service/product] since we exchanged emails last month about providing some initial user feedback? Any thoughts or suggestions would be tremendously helpful as we continue making this better. Please don’t hesitate to ask if you need any access or trials extended.
Talk soon,
[Your name]
Event Reminder Template
Subject: [Event Name] Registration Confirmation
Dear [Name],
I’m reaching out regarding your registration for [Event Name] on [date] at [location]. I noticed that we have not received your confirmation for attendance. As we are expecting capacity turnout, we need all attendees to reply confirming their plans to attend no later than [date].
Please reply directly to this email to confirm if you will be attending so we can maintain an accurate guest count. If you can no longer attend, we would be happy to refund your registration or transfer it to a colleague.
Let me know if you have any other questions! We look forward to seeing you at this exciting event.
Best regards,
[Your name]
Meeting Reminder
Subject: Meeting next Tuesday
Hi [Name],
Just a friendly reminder about our meeting scheduled for next Tuesday at 2pm EST to review the [topic] proposal. Please let me know if you need any other information ahead of our discussion on Tuesday. I look forward to connecting then.
Thanks,
[Your name]
Job Application Follow-Up
Subject: Checking in on [job title] application
Dear [Hiring manager’s name],
I applied for the open [job title] position on [date] and wanted to check in on the status of my application. Please let me know if the role has been filled or if you need any additional information from me.
This position seems like an exciting opportunity to contribute my skills in [relevant key skills]. I look forward to hearing an update regarding the hiring timeline and next steps.
Sincerely,
[Your name]Requesting Response from Busy Executive
Subject: Follow-up inquiry
Dear [Name],
Apologies for interrupting what I can only assume is an extremely busy schedule. I wanted to follow up on my voicemail from last Tuesday asking about [purpose of inquiry].
If a short 15-20 minute phone call or Zoom chat could be accommodated at some point when it’s convenient for you, I would greatly appreciate being able to run this idea by you and get your perspective on whether it’s something worth pursuing further. If there is someone else on your team I should redirect this to, please don’t hesitate to let me know.
Thanks in advance,
[Your name]
Deadline Reminder Email
Subject: [Project] Delivery Date Approaching
Hi [Name],
I’m emailing to touch base regarding the [project name] deliverables we discussed completing by next Friday. Please let me know how things are tracking on your end with meeting this deadline for submitting your portion.
As we’ll need time to integrate everything and send to stakeholders, please communicate any delays you foresee or support needed from my end ASAP. I’m happy to jump on a quick call if that’s easier to discuss timelines.
Thanks,
[Your name]
Requesting Recommendation Letter
Subject: Request for LinkedIn Recommendation
Dear [Name],
I hope this email finds you doing well. I wanted to reach out regarding possibly writing a brief recommendation on my LinkedIn profile highlighting the [skills, accomplishments] we worked on during my time at [Company]. I sincerely enjoyed collaborating with you and learning from your leadership style.
Please let me know if you’d be willing to provide a short recommendation when you have a chance. Feel free to send me a draft to review ahead of posting publicly if that’s easier as well.
I appreciate your consideration!
[Your name]
Touching Base with Old Colleague
Subject: Catching Up
Hi [Name]!
It’s been a few months since we worked together at [Company]. I wanted to check in and say hello! I really enjoyed [past experience of working together] and would love to hear how things have been going with [relevant work news, projects] on your end since we last spoke.
Let me know if you would have 30 minutes to grab virtual coffee in the next couple of weeks. Would love to hear all your latest updates and bounce around some ideas.
Hope you’re doing well!
Best,
[Your name]
Key Takeaways for Graceful Gentle Reminders
- Be empathetic and acknowledge their busy workload
- Jog their memory by summarizing original ask
- Restate request clearly and concisely
- Close with next steps
- Keep emails brief yet persuasive
The goal is to get a response, not alienate them further. With these gentle reminder email templates and writing strategies, you can tactfully elicit responses while continuing to build strong professional relationships.
){kind=link}