How to Write a Friendly Reminder Email Sample: 10 Tips to Get a Response

Hey there, friend! Have you ever found yourself in a situation where you need to send a reminder email to someone, but you’re not quite sure how to do it without sounding pushy or irritating? We’ve all been there.

But fear not! In this article, we’re going to give you some tips and tricks on how to write a friendly reminder email sample that will get the job done without rubbing anyone the wrong way. Plus, we’re going to give you some specific examples that you can edit as needed to fit your own situation.

So whether you’re following up on a job application, reminding a colleague about a deadline, or just trying to get in touch with someone who’s fallen off the radar, we’ve got you covered. Let’s dive in!

The Best Structure for Writing a Friendly Reminder Email

When it comes to writing a friendly reminder email, there are a few important things to keep in mind. You don’t want to come across as pushy or rude, but you also don’t want to be too soft and risk not achieving the desired outcome. So, how do you strike the right balance? Here are some tips for structuring your friendly reminder email.

1. Be clear and concise in your subject line: The subject line of your email should quickly convey the purpose of your message. It should be clear and concise, but also friendly. For example, “Friendly Reminder: RSVP to Our Event Tomorrow” or “Don’t Forget: Meeting Tomorrow at 10 AM.”

2. Begin with a friendly greeting: Your opening sentence should be warm and friendly, addressing the recipient by name if possible. This helps to create a personal connection and sets a positive tone for the rest of the message.

3. Remind them of the context: Since this is a friendly reminder email, it’s important to provide context around why you’re sending it. This could be as simple as reminding them of an upcoming meeting, event, deadline, or task they agreed to complete.

4. Provide a reason why it’s important: Your reminder won’t be effective if the recipient doesn’t understand why it’s important. Therefore, it’s critical to provide a reason why they need to take action. Whether it’s meeting a deadline or attending a meeting, make sure they understand the value of their contribution.

5. Offer assistance if needed: Sometimes people forget or fall behind because they need help. If you sense that this is the case, offer your assistance or suggest that they reach out to someone else for support.

6. Close on a positive note: End your email with a friendly and positive note, expressing gratitude for their cooperation and wishing them well. This helps to maintain a positive relationship and encourages future collaboration.

In conclusion, the best structure for your friendly reminder email should contain a clear and concise subject line, a warm and friendly greeting, a reminder of the context, a reason why it’s important, an offer of assistance if needed, and a positive closing note. By following these guidelines, you’re likely to get the response you desire while maintaining a positive and respectful relationship.

Friendly Reminder Email Sample to Submit Project

Hello [Name],

I hope this email finds you well. I just wanted to follow up on the project submission. The deadline is fast approaching, and I have not received your submission yet. As you know, timely submission of your project is crucial for the progress of the team project.

Please ensure that the assignment is completed and the submission is made before the deadline. If you need any support or have any questions, please do not hesitate to reach out to me or the team.

Thank you for your attention and time.

Warm regards,

[Your Name]

Friendly Reminder Email Sample to Attend Meeting

Dear [Name],

I wanted to remind you that our team meeting is scheduled for [Date and Time] at [Location]. Your presence is crucial and necessary for the meeting to be productive.

If you have any conflicts or are unable to attend the meeting, please let me know in advance. We can reschedule the meeting and adjust our agenda accordingly.

Thank you in advance for your cooperation and participation in the success of our team.


[Your Name]

Friendly Reminder Email Sample for Payment

Dear [Name],

I hope this message finds you well. I am writing to remind you about the outstanding payment on your account. Our records indicate that the payment was due on [Date].

As a valued customer, your prompt payment is essential for maintaining a good working relationship. We understand that some unforeseen circumstances may have occurred, causing the delay.

Please make the payment as soon as possible to avoid any additional charges or inconvenience. If you require any clarification or assistance, please do not hesitate to contact us.

Thank you for your cooperation and understanding.

Best Regards,

[Your Name]

Friendly Reminder Email Sample for Follow-Up Feedback

Dear [Name],

I hope you are doing well. I am reaching out to follow up on the feedback we have requested from you. As one of our key stakeholders, your feedback is essential for us to improve our products/services.

We understand that you may be facing a busy schedule, but your input would be highly appreciated. In case you already provided the feedback, please ignore this message. If not, we kindly request you to provide it as soon as possible.

Thank you for your time and willingness to collaborate with us.

Best Wishes,

[Your Name]

Friendly Reminder Email Sample for Deadline Extension

Dear [Name],

I hope this email finds you well. I am writing to inform you that we have decided to extend the deadline for the project submission to accommodate unforeseen circumstances. The new submission deadline is [Date and Time].

We understand that the original deadline may have been challenging for you. However, we trust that the extended deadline will provide you adequate time to complete the project.

If you need any further assistance or have any questions, please do not hesitate to contact me or the team. Thank you for your cooperation and understanding.

Warm Regards,

[Your Name]

Friendly Reminder Email Sample to Update Information

Dear [Name],

I hope this email finds you in good health. I am writing to remind you that we need updated information from you. We recently noticed that some of the details on your profile are outdated and needed to be changed.

Please take a moment to review your profile and make the necessary changes at your earliest convenience. This is essential to keep our records accurate and up to date.

Thank you for taking the time to complete this request.

Warm Regards,

[Your Name]

Friendly Reminder Email Sample to Complete Survey

Hello [Name],

I hope this message finds you doing well. This email is a reminder that we are looking forward to receiving your feedback in our survey.

Your opinion matters to us, and we are highly committed to providing the best service to our clients. Our survey is important in guiding us to understand and enhance the services we offer.

If you have not already completed the survey, please take a few minutes to provide your feedback. The survey will assist us in improving our services to you and the broader community.

Thank you for your time, and we look forward to receiving your feedback.


[Your Name]

Tips for Writing a Friendly Reminder Email

Writing a friendly reminder email can be a delicate task, as you want to make sure you get your point across without coming across as pushy or aggressive. Here are some tips to help you craft a friendly reminder email that will get your message heard:

  • Start your email with a friendly greeting. Use a phrase like “Hey there!” or “Hello [name]” to create a warm and approachable tone. This will make the recipient more likely to engage with your message.

  • Be polite and respectful in your tone. It’s important to approach the situation with a friendly and collaborative mindset. Use phrases like “just wanted to check in” or “I hope you’re doing well” to show that you’re not trying to pressure the person.

  • Keep your email concise and to the point. The recipient is more likely to respond if they can quickly understand what you’re asking for. Use bullet points or numbered lists to break up your message into easily digestible chunks.

  • Provide context for your reminder. The person may have forgotten about the task or event, so it’s important to give them a brief summary of what you’re reminding them about. Use phrases like “just a quick reminder about the meeting we scheduled” or “just wanted to touch base about the project we talked about.”

  • Include a call to action. Make it clear what you’re asking the recipient to do. Use phrases like “could you please confirm your attendance?” or “let me know if there’s anything else I can do to help.”

  • End your email with a friendly sign-off. Use a phrase like “thanks for your help!” or “looking forward to hearing from you soon” to create a positive and collaborative tone. This will make the recipient more likely to respond positively.

In conclusion, writing a friendly reminder email is all about striking the right tone. By using a friendly and polite approach, providing context for your reminder, and including a clear call to action, you can increase your chances of getting a positive response from the recipient. Remember to keep your email concise and to the point, and end with a friendly sign-off to create a positive impression.

Friendly Reminder Email Sample FAQs

What makes a reminder email “friendly”?

A friendly reminder email is written in a courteous and respectful tone, keeping in mind the recipient’s perspective and possible reasons for not responding or taking action.

When should I send a friendly reminder email?

You can send a reminder email when you have not received a response or action within the deadline or expected timeframe. It’s always better to give some buffer time before sending a reminder.

What should I include in a friendly reminder email?

Include the context of the previous email or communication, remind the recipient of the deadline or expected action, and ask for a response or update about the status of the task or project. You can also add a courteous thank you and some appreciation for their time and effort.

How can I make my reminder email more effective?

Be concise and clear in your email, use a catchy subject line to highlight the purpose of the email, and add any relevant and urgent information if necessary. Use a polite and professional tone, and avoid using threats or negative language.

What are some examples of a friendly reminder email?

You can search for templates or guides online, but always customize it based on your situation and relationship with the recipient. Here’s an example: “Hi [Name], Hope you are doing well. Just wanted to follow up on the [task/project] we discussed on [date]. Please let me know if you need any assistance or clarification. Thanks for your cooperation. Best Regards, [Your name]”

How can I avoid being too pushy or annoying in a reminder email?

Avoid sending too many reminder emails, as it can be annoying and invasive. If possible, try to follow up with the recipient by phone or in person, or seek help from a mediator or higher authority if it’s a corporate or official matter. Always be respectful and patient, and acknowledge their situation and perspective.

What should I do if I don’t receive a response to my reminder email?

Wait for some time, as the recipient might be busy or facing some challenges. If it’s urgent, try to reach them by phone or other means of communication. If it’s a matter of concern or non-compliance, involve the relevant authorities or seek legal advice. Always keep a record of your communication and follow up.

Hope this helps!

And that’s it! You’ve now got the tools you need to write friendly reminder emails that are sure to get your point across and not offend your recipient. Remember to keep it short, sweet, and to the point, and always end with a clear call to action. Thanks for reading this article, and be sure to come back and visit us again soon for more writing tips and tricks!