How to send the perfect friendly reminder email (without being annoying)

In order to send the perfect email, there are no rules, but I believe that some order is necessary. Since emails are forms of written communication, it’s important to express yourself in an appropriate manner and on brand for what you’re trying to convey, which might look different in all sorts of ways.

When it comes to cadence, how often should you send an email, and when should you respond or follow up? Here are some tips on how to send the perfect friendly reminder email without being annoying.

Table of Contents

• Writing a Friendly Reminder Email
• How to Send a Friendly Reminder Email
• Friendly Reminder Email Template
• Friendly Reminder Email Examples
• Friendly Reminder Email Tips
• Friendly Reminder Email Mistakes

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Writing a Friendly Reminder Email

What is a friendly reminder email? A friendly reminder email consists of a courteous, polite message sent to remind someone of a task, event, or deadline in a helpful and non-intrusive way.

Reminder emails are ideal for:

• Noting upcoming meetings or events.
• Following up on invoices or payments.
• Reminding people about missed deadlines.
• Getting back in touch about a project.
• Staying top of mind when applying and interviewing for a job.

No matter the purpose, the main things to keep in mind are the tone and timing of your email.

The tone of every friendly reminder email should be polite and professional, but urgent and to the point. Nudging someone about a missed deadline requires a different tone than reminding a colleague when to meet for coffee. If the situation requires immediate action, like a missed deadline, you can use language that’s to the point, yet understanding.

I’ve found that adding “Action Required,” “Request,” or “Reminder” to my subject lines draws attention immediately and can jumpstart the recipient into action. While you want the recipient to take action, refrain from capitalizing your entire subject line. All caps can come across as rude and aggressive.

For more casual reminders, I choose words that are active but less urgent, including phrases like “Following Up,” “Checking In,” or “Next Steps.”

The tone is just one element of a friendly email reminder. You also need to get the timing just right. There isn’t a single best time for each situation, but below are the most common time frames for each type of reminder email.

How long should you wait before sending a reminder email?

I suggest crafting a friendly reminder email based on how urgent the task, event, or deadline is that warrants the reminder.

For example, if the task is the same week, allow a 24–48-hour reminder time. If the event or deadline is weeks away, sending a reminder email mid-month would be ideal.

Here are some rules of thumb to keep in mind:

• Upcoming meeting. One to two days ahead of time. Give people involved in the meeting a few days of lead time, as they may have items to prep beforehand.
• Upcoming event. Three to 14 days before the event. You can send multiple reminders leading up to the event to build enthusiasm and ensure everyone is clear about the timing and scheduling.
• Upcoming deadline. Varies by project. Give people more time for a complex project and a shorter timeframe for a simple task.
• Past due payment or deadline. One day after the due date. You want to remind people when it’s top of mind and show that you’re waiting for them to take action.
• Job application. Wait five to 10 business days before following up. If someone recommended you for the position, check in with them for insight before contacting the HR team or hiring manager. This may seem like a long time, but Indeed found that 44% hear from employers within a couple of weeks of applying, and only 37% hear back within one week.
• Job interview. If an interview is scheduled a few weeks out, it’s best to check in the day before to ensure the time still works for everyone involved. If someone is supposed to contact you after a job interview, hiring managers suggest waiting until after the agreed-upon timeline to send a reminder email. Still no word? Wait five to seven days before hitting “send.”

How to Send a Friendly Reminder Email

1. Subject Line

The subject line needs to be clear and direct but not pushy. When it comes to the subject line for a friendly reminder email, I think a good rule to follow is to make it short and sweet.

You don’t want to jumble the subject line with words that are not needed. Rather, you want concise words to get your point across about what the email is about. Avoid sounding demanding, but approachable and warm.

Here are some examples:

• “Hey, just a quick reminder about our meeting.”
• “Quick nudge — have you had a chance to look at this?”
• “Friendly Reminder: Upcoming Deadline on Nov 10”
• “Just Following Up on the Proposal Submission”
• “Action Required: Q3 Receipts Due this Thursday”

2. Greeting

The greeting is where you address the recipient and offer the intro to what the friendly email reminder entails. This is where you want to set the tone.

Your greeting should be inviting and specific. You want to come from a tone of partnership rather than dictatorship. Make sure you are engaging with the other person while keeping the tone typical of your brand and appropriate to the relationship with the recipient.

• I wanted to reach out and check in about our upcoming event plans. I really appreciate how smoothly things have been coming together, and just wanted to confirm the next steps with you.
• Hope all’s going well! I’m following up on the client proposal to see if there’s anything you’d like me to adjust or help with before we finalize it.

3. Context

The body of a friendly email reminder should gently detail the purpose of the email. You are reminding them of what you are referring to and why it matters. Include specific names, dates, items, and actions so there’s no room for confusion.

Ask for collaboration and show your appreciation to make it even better. Be specific, concise, use soft words, and frame it as teamwork to express gratitude.

• “Just a quick reminder about our upcoming team meeting on Thursday. I can’t wait to see what we have come up with together.”
• “I’m looking forward to hearing everyone’s updates — it’s always great to see how our work is coming together. Thanks for taking the time to join!”

4. Request

The request for a friendly reminder email should be about the ask. When it comes to the request, you are asking the recipient to respond with an action, so it is important to keep the request simple, short, and clear.

• “Please let me know once you’ve had a chance to review the schedule so we can finalize the details together.”
• “When you get a chance, would you mind sharing your feedback on the proposal draft?”
• “Could you please confirm if the updated report will be ready by Thursday?”

5. Sign Off

Closing with kindness is key when signing off on a friendly email reminder. You want the sign-out to be meaningful, so make sure to end your email with gratitude and connection.

• “Thanks so much for your time and help with this — I really appreciate it! Looking forward to staying in touch as we wrap this up together.”
• “I truly appreciate your attention to this. Please don’t hesitate to reach out if there’s anything I can do to help move things along.”

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Friendly Reminder Email Template

It may seem overwhelming to include every bell and whistle in your friendly reminder email. The important thing to remember is that every email will serve its purpose, which allows flexibility to create different emails for different occasions.

If you need guidance to assist you with jumpstarting the friendly email reminder, here’s a template to get started. You can also explore our email template library for more.

Hi [Recipient Name],

Thanks for [Reference a Specific Nicety].

The [Relevant Team] is prepping for the [Meeting Name] this coming [Day], [Date] at [Time]. We’re excited to hear your ideas for [Recipient Connection to Meeting]. To make everything run smoothly, I’m asking everyone to [Your Request] by [Date] at [Time].

I appreciate [Relevant Sentiment].

All the best,

[Your Name]

HubSpot’s email scheduling feature makes it even easier to make sure reminder emails go out in a timely fashion.

Friendly Reminder Email Examples

1. Friendly Meeting Reminder Email

If your team has important, seasonal meetings that aren’t typically part of their weekly expectations, it may benefit you to share a casual team meeting reminder. Briefly outline the topic, location, and expected deliverables needed to hold the meeting properly. You can find more free follow-up email templates here.

Hi Jack,

I hope your week is going well.

The Editorial team is prepping for the Q4 Content Planning meeting this coming Thursday, August 26, at 11 a.m. ET. We’re excited to hear your ideas for combining our Marketing and Editorial efforts for the annual holiday campaign.

To make everything run smoothly, I’m asking everyone involved to submit their presentation slides by Monday, August 23, at 5 p.m. ET. If you have any questions, please send them my way.

I appreciate your time and look forward to hearing your ideas.

All the best,

Katrina

2 . Friendly Reminder for a Due Date

Professionals have to juggle many different responsibilities to achieve their own quotas and help team goal achievement. If you’re looking for a way to gently remind them of an important due date or deliverable, remind them and ask if they’re experiencing any roadblocks.

Hi Susan,

Hope your week is going well!

I wanted to send a friendly reminder that your year-end evaluation is due by EOD December 3. Without your completed evaluation, we will miss out on your experience and won’t be able to consider you for a raise.

Please let me know if you have anything precluding you from getting the evaluation turned in by December 3. I’m happy to help or answer any questions if needed!

I appreciate your help here and look forward to hearing from you soon!

Best,

Fred

3 . Friendly Reminder Email for Favor

Sometimes you can send a casual reminder email to request a favor from someone in your network. To do this, make sure you’re thankful for what they’ve already done for you and that you briefly outline the benefit of the favor.

Hi Mike,

Thank you again for taking the time to speak with me on Tuesday!

I was hoping to send a friendly reminder about my request for your contact’s number at ABC Company. Your introduction would go a long way as I begin making contact at ABC to see if our solution will help them reach their goals.

I truly value your time, assistance, and expertise here — so would it be possible to have the introduction by June 25? That way, I’d be able to reach out before the July 4th holiday.

If this isn’t feasible, please do let me know.

Again, thank you so much for your help!

Amanda

Friendly Reminder Email Tips

Provide a clear solution.

When writing a friendly email reminder, it is important to make it clear what you are communicating.

Whether the reminder is for an event, deadline, or proposal, be sure to include what is needed and what is expected in a clear manner.

Encourage a response.

Ask for what you want and encourage feedback from the recipient.

Asking for a response sets the expectation that communication should be two-way. It lets them know more steps are involved in the task at hand to seal the reminder email.

Friendly Reminder Email Mistakes

Beating around the bush.

Don’t fill your friendly reminder email with what you think sounds good or will receive a response. Be confident in your request and the goal of sending the email.

Be concise, but don’t be afraid to be specific to ensure everything is expressed and covered. And don’t forget to drop in a friendly phrase or some appreciation.

Coming across as unnecessarily apologetic.

Do not include any form of language or words in your friendly email reminder that comes across as apologetic. Stand firm but warm with your word choice in the email and the way you communicate the necessary information and request.

Friendly Email Reminders Work

Sending a friendly reminder isn’t about chasing; it’s about caring. I am intentional about how I show up in someone’s inbox. I believe there’s real value in reconnecting with people, even if it’s just a quick nudge. You’re not being annoying when your tone comes from intention, clarity, and respect. You’re reminding someone because you value the connection and what you’re building together.

When you write with warmth, empathy, and purpose, your follow-up becomes an extension of your professionalism, not begging for attention.

Editor's note: This article was originally published in July 2021 and has been updated for comprehensiveness.

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