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How to write a gentle reminder email that gets noticed [Templates included]

Key Takeaways
  • An average office worker receives around 121 emails per day, so there is a chance that your email will get buried in their inbox.
  • If you want to capture the attention of your prospect, send a gentle reminder email instead of abandoning the deal.
  • A reminder email has but one purpose – to get someone to act. The action might be getting them to call you back, sending you the work, or paying your bill.
  • Reminder emails are simple yet many people find them difficult to write because humans tend to forget and it’s easy.

An average office worker receives around 121 emails per day.

You aren’t alone in the race. Your competitors are even trying to capture the attention of your prospects.

Your prospect receives multiple emails in a day. So there are chances that your email might get buried in their inbox. Besides, nobody has time in this business world. So they ought to miss out on many emails in their inbox.

Well, if you want to quench your thirst, you’ll have to go to the pot. It’s you who want to sell to the prospect. The prospects have many options available, so they have the upper hand. If you want the prospect to purchase your solution, you’ll have to give them a little more attention. 

Just sending one email and giving up because the prospect didn’t reply won’t work in sales. You’ll just end up losing a deal. Therefore, send a gentle reminder email to your prospect instead of abandoning a deal.

What is a gentle reminder email?

There are several instances where one would need to send gentle reminder emails – confirmation for the attendance to an upcoming event or a meeting, or an interview, highlighting an unpaid invoice, or late work.

A reminder email can be sent in two ways:

  1. An email that is sent before something happens, for example, a gentle reminder that a meeting is due to happen.
  2. An email sent after something has failed to happen, for example, a reminder that an invoice hasn’t been paid past its due date.

A reminder email has but one purpose – to get someone to act.

The action might be getting them to call you back, sending you the work, or paying your bill. At the end of the reminder email, they should know what you want them to do.

Reminder emails are simple, yet so many people find them difficult to write. Ever wondered why?

Emails are passive communication, unlike phone calls, and it’s easy to ignore an email rather than a call.

So, it’s essential you have certain skills for this business correspondence that you need to master.

While writing a gentle reminder email, the key to success is to strike the right balance between being professional, polite, and persuasive.

A study by Academics studying email suggests that using the appropriate, friendly tone and attitude in emails can help mitigate the challenges that the medium presents.

By being professional, polite, and persuasive yet kind, you can get people to respond. However, an email is likely to be ignored if it comes off as rude, aggressive, and ambivalent. So, you need to get creative and send different types of sales emails to capture the attention of your readers.

Why are gentle reminder emails important?

Writing polite reminder emails is a necessity in our personal as well as professional lives. With 300 billion emails being sent every day, emails are the business currency of the world.

As stated earlier, an average executive receives 121 emails per day, and a shocking 35% of emails go unread. Sometimes, in these unread emails, even the essential correspondence can get missed. And a missed email can be translated into lost revenue.

However, it’s also possible that the recipients may not be ignoring your emails on purpose. The increasingly sensitive spam filters can label your emails as junk, especially if it contains attachments.

Gentle reminder emails are a challenge to write and can get awkward to receive, so keeping them concise is a good way to begin. The recipient needs to do two things- read your email, and respond. It’s that simple!

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How to write an effective gentle reminder email?

Humans tend to forget, and your potential prospects are no exception. So if they’ve forgotten your email, send a gentle reminder email. However, ensure your tone is right. You shouldn’t annoy the prospect.

Once you send the reminder email, you need to track your emails and see if they opened or ignored your emails. Tracking emails and measuring performance can be done with different email marketing KPIs.

So, how do we write a reminder email that shall grab the prospect’s attention? 

Let’s look at a fictional scenario:

You had a discovery call with the prospect to understand their needs. After understanding the basic requirements, you requested the prospect to meet you for a product demo.

The prospect agrees to meet next week on Tuesday at Lousiville Marriott for the product demo meeting. So you said that you’ll be sending a meeting confirmation and requested him to acknowledge it. He agrees to it.

You waited for two days but didn’t receive a confirmation email. 

A confirmation email is very important because when the time of the appointment comes, and the prospect doesn’t turn up for the meeting, you’ll end up wasting time.

So, send a reminder for the appointment confirmation email.

Here is how you need to draft a reminder email. With reference to the above scenario, below is an example of drafting a reminder email for meeting confirmation.

1. Have a clear subject line 

47% of email recipients open an email based on the subject line. Besides, 69% of email recipients report email as spam based solely on the subject line.

gentle reminder email subject line

The above stats speak volumes about the importance of a subject line. Your click rate depends on the subject line. So, ensure you do not take it for granted.

Your subject line- 

  • It should be short and clear
  • Must be simple and focused 
  • Shouldn’t have unnecessary words like Hello and Thank You 
  • Must reflect the content of the message

If you want to write a compelling email subject line for your audience, then check out 60+ best email subject lines.

2. Salutation is vital

Yes, you are sending a reminder email, but it doesn’t mean you get to the point directly. Most sales reps tend to skip the salutation in the second or third email.

Well, it is pivotal to be respectful and open the message right.

Address the recipient you are sending the email to with a salutation like,

“Dear Bronwyn.”

If you have built a good rapport with the prospect, you can even precede the name with a “Hi”.

Think about the person who is going to read the email before you write the salutation. Avoid salutations like “Hey” or “To whomsoever it may concern.”

3. Body (main message) 

Your main message in the reminder email should be straightforward and brief. Prospects don’t prefer reading long emails that consume more than a couple of minutes. So, be direct. However, ensure you maintain a humble tone while drafting the main message.

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4. Focus on the ending

The closing of your email is important. There are chances that the prospect might be occupied on the day you’ve scheduled a meeting. Give them your phone number. Ask them if they want to change the date or time of the upcoming meeting. Tell them the meeting can be rescheduled at their convenience.

5. Email signature

email signature

Email signatures are important, even while sending a gentle reminder email. So ensure you do not skip it. Create a professional email signature to make a good impression on the prospect. You can use an email signature generator to create an impactful email signature.

  • Your email signature shouldn’t have more than three or four lines of text
  • Avoid adding an email address in your email signature
  • Ignore long quotes and phrases that do not add value to your email signature

Little tips to help you write a good gentle reminder email

You have now learned how to structure a polite reminder email, and before we sign-off, we have some tips for you to help you write the finest gentle reminder email.

gentle reminder email tips

1. Get to the point

Don’t deviate from your cause. You are writing the reminder email for a purpose, so be direct in your email.

Instead of creating a story that would eventually tire out your reader, you can start your email with some interesting facts to get them hooked. Then, you can go ahead and start with the main purpose of your email.

Just remember, you need to be friendly but firm.

2. Avoid embarrassment

You know they have already received your first email and probably have! However, don’t point it out and shame.

You can’t directly write that “You still haven’t responded to my email.” In this case, if you need to beat around the bush, then do it because that will get you a response.

So, be kind, polite, friendly, and focused.

3. Never apologize

It’s very easy for us to apologize, and we tend to do it a lot. However, you don’t have to while you are writing reminder messages to your customers.

If you have to do something to soften the blow, maybe write “you may have missed my previous email”, but always remember, that you need not.

Also, avoid writing “Just a reminder….” kind of things.

4. Provide a solution

Always be clear about the motive of your reminder email. If you want your recipients to respond and take an action, then tell them so!

For this, you need to find out their pain points and then send an email that solves the challenges they’re facing. By implementing this practice, you have resolved their challenges and have successfully sent a reminder email as well.

Tell the person what you want from them and by when.

5. Encourage communication

In some cases, a person is genuinely not able to respond to you. In that case, provide multiple opportunities and prompts to encourage them to respond. You can implement email automation to speed up your outreach and grab the attention of your subscribers.

If they don’t want to email you, give them an option to reach out to you via another mode of communication.

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Gentle reminder email templates for every situation

Writing friendly reminder emails is a task in itself. So, I have created a list of reminder email templates that you can directly use and save your time.

1. Meeting reminder email template

Subject: Sales presentation meeting this Friday!

Hello Alex, I have scheduled our meeting on Friday (20th May 2022) as per our last conversation. Based on your company's requirements, our sales team has created a comprehensive presentation that will resolve all your queries. Please find below the link to the meeting - [Meeting link] Regards, Kevin Miller.

2. Payment due reminder email template

Subject line: Your payment due date has passed

Hello Andrea, This email is regarding your subscription renewal payment, for which the due date (10th May 2022) has passed. We request you to make the payment immediately to avoid the deactivation of your account. Kindly let me know by when I can expect the payment so I can notify the team accordingly. If we don't receive the payment within the next 10 days, we will have to deactivate your account. You can contact me if you're facing any difficulties while making the payment. Kind regards, Team Nicasso.

3. Features launch email template

Subject line: Power through your goals with our new features

Hello Michael, I hope this email finds you well. To help you streamline your business process, we're back with powerful new features this quarter.
  1. Marketing automation journeys to automate your business process.
  2. Smart web forms so that you can capture the leads directly from your website.
  3. Live chat and chat journeys to automate your conversations.
  4. Meeting scheduler that enables you to organize your calendar and book meetings.
I hope this information was useful. Kindly reach out to me if you have any more queries. Regards, Jennifer Clarke.

4. Sales reminder email template

Subject line: We have updated your offer!

Hi Kevin, I am writing this reminder message regarding our last conversation, and as per your requirement, our sales team has made the modification to the previous offer. Kindly let me know if you require any more information and let me know your decision. Kind regards, Luke.

5. Gentle reminder follow up email template

Subject line: Following up on our last discussion

Hi Lincon, This email is just a friendly reminder in regards to our last meeting, so could you please let me know your decision? If you need any more help or information, you can reach out to our team. We can also schedule a demo if you're interested. I look forward to hearing from you. Kind regards, Sara Michelle.

6. Event reminder email template

Subject line: Only 3 days to go till our event!

Hi Ashley, Greetings from team Salesmate! Our SaaS event is only 3 days away, and we're excited to see you there! Agenda - 9:00 am to 10:00 am - Registration and orientation 10:15 am to 11:30 am - Speaker 1 (Digital marketing evolution) 11:40 am to 1: 30 pm - Lunch 2:00 pm to 5:00 pm - Speaker 2 (Business growth via digital marketing) 5:00 pm to 6:00 pm - High tea and networking We look forward to your presence! Cheers, Team KoiChat.

7. Flash sale reminder email template

Subject line: Grab the discount before it's too late!

Hi Sharon, Did you know that Joyfull is running an end-of-summer sale?!! Yes, you can avail up to an 80% discount on our products! So, what are you waiting for? Fill up your cart now and save big! Cheers, Team Joyfull.

8. Missed deadline reminder email template

Subject line: You have missed your submission deadline!

Hello Jonathan, As per your last email, I was supposed to receive the guest post article on the 12th of April. However, I haven't received any email from you regarding the same. Could you please check and let me know by when you'll be able to submit it? As we are running on a strict deadline, I would appreciate an immediate response. Kind regards, Mellissa Monroe.

Based on these few examples of email reminder templates, I am sure that you’ll be able to connect better with your customers. Moreover, when creating a friendly reminder email, you need to ensure that the reminder email subject lines are captivating so that you can improve the open rate of your emails.

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Wrapping up

Do not get disappointed when you do not receive a response from your prospect. A gentle reminder email can help in getting a response from the prospect. So put in a little effort in drafting and sending a humble reminder email when you do not receive a response to your initial email.

You don’t necessarily need to stop after one reminder email. You can send two to three reminder emails to increase your chances of getting a response.

To ease your work, you can automate your reminder emails. High-end CRM like Salesmate allows you to create a sequence of emails to send reminder emails to your prospect. You can add as many steps as required to this sequence. However, sending more than two or three reminder emails might annoy the prospect. So be careful while deciding the steps of the sequence.

Salesmate is one of the best CRM software that allows you to merge email and text in a single sequence. So you can even send reminders to your prospects through text messages. This increases the likelihood of your messages getting noticed.

The best thing about Salesmate CRM is that it allows you to track your emails. So you can look at the report and plan your next step smartly. You can save the email templates in this intuitive tool. Salesmate helps you in saving time and increasing email productivity.

Jainy Patel

Being an ardent reader and content editor, Jainy draws inspiration from every situation and story. She spends her time developing creative content to invoke the reader's interest. An ambivert with an interest in art, when she's not writing, you'll find her reading or occupied in a creative project.

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