Sometimes, in business, you have to send a "friendly" reminder email.
Maybe a client forgot to pay an invoice. Or perhaps one of your teammates didn't send over that sales report for last week. It happens to everyone.
But here's the thing: the phrase "Friendly Reminder" can sometimes make things worse in business emails.
In this article, I’ll look at the art of creating an actually friendly reminder email and share some templates. I’ll also show you my favorite alternatives.
Let’s dive in!
What Is a Friendly Reminder and Why Do They Matter?
A friendly reminder is like a little nudge in the form of an email or letter. You send it to someone after you've already talked or interacted with them.
It's a way to remind them about something important, like a meeting, a payment or a task. Imagine it as a digital sticky note saying, "Hey, remember this!"
Well, it comes down to two reasons:
- People Are Forgetful: Here's the simple truth - people forget stuff. You do it, and I do it too. With tons of emails piling up every day, your first message might get lost in the shuffle. A reminder email is like a friendly tap on the shoulder, saying, "Hey, don't forget about this!" It helps get a quicker response.
- Forging Stronger Connections: The second big reason is about building better connections. When you send a friendly reminder, it shows that you care. You care that they don't miss an appointment or an important event. It shows that you're excited about it, too, and taking the time to make sure everything works out.
How to Write a Friendly Reminder Email
I’ve got the process of writing a friendly reminder broken down into three easy steps for you to follow!
1. Grab Their Attention with the Subject Line
I like to treat the subject line like the headline of a news story. It needs to be compelling and clear. Here are some examples:
- Friendly Reminder: Unpaid Bill Due
- Important: I Need Your Document ASAP
- Immediate Attention Required: [Subject]
- Regarding Order #[Number]
Remember, the goal is to get them to open the email AND know why they should do it quickly, right from the subject line.
2. Write a Simple and Polite Body
When you get to the body, keep things friendly and professional throughout. Here are three things I want you to do when writing your email:
- Use a Simple Greeting: Start with a friendly "Hello" or "Hi [Name].” Don’t be overly formal or informal; keep things on the neutral side.
- Get Right to the Point: Explain what's going on and what needs their attention. Don't apologize for reminding them; just give the facts. If dates or references are needed, include them to avoid any confusion.
- Offer a Solution: Be helpful by suggesting a way to solve the issue. If it's about money, you can be firm but polite. Show you're serious about getting things done without causing problems.
3. Finish off Strong
At the end of your email, politely ask them to send confirmation they received it. It’s a call to action to know whether or not they’re ignoring you or not receiving your emails. If they don't reply, think of another way to reach them.
And you need to be super clear about what you want them to do. If it's about paying, say so. If there's a deadline, mention it. It's also good to ask for confirmation of email receipt.
Remember, stay patient and professional. While you want your reminder to work, give them some understanding because there might be reasons for any delays. If they keep ignoring you, think about what to do next.
Friendly Reminder Email Templates
Now, to the fun part! Let’s look at some templates you can use for yourself or as an example to create your own.
General Friendly Email Template
This simple and friendly reminder email can be easily customized for various situations and people. Follow this format to create an effective reminder:
Subject: Just a Friendly Reminder
I wanted to touch base regarding [mention the project, task or situation].
[Provide some context or background to remind them of the situation and its importance. For instance, mention the project name, any deadlines or key details.]
The deadline for this is [mention the deadline date], and it's approaching quickly. I would greatly appreciate it if you could provide me with [specify what you need from them, such as data, statistics, task results, etc.]. This information is crucial for [explain why it's important, e.g., managing other tasks or scheduling meetings].
Could you please share a timeline with me on when you can send over [the requested information]? Your prompt response would be incredibly helpful.
I look forward to hearing from you soon.
Friendly Missed/Overdue Payment Email Template
Let's be real – sometimes, a client forgets to pay you and you have to hunt them down. Of course, it will all start with the friendly payment reminder email. Here’s a simple but effective template:
Subject: Friendly Reminder: Payment Past Due Reminder
Hello [Client's Name],
I hope you're doing well, [Name]. I wanted to remind you about an outstanding invoice, [invoice number], which was due on [due date].
It appears that the payment is still pending, and I kindly request your attention to settle this as soon as possible. I've attached the invoice and our terms and conditions for your reference.
You can make the payment using [mention available payment methods]. If you have any questions or need assistance with payment arrangements, please feel free to reach out to me at [your contact information].
Your prompt response is greatly appreciated.
Polite Friendly Email Template
Making a “friendly” reminder email more polite is a breeze with a few tweaks. Try this one out:
Subject: Just A Quick Note
Hi [First Name],
I just wanted to drop you a quick note to [mention the purpose of the email, e.g., discuss a project, catch up or express gratitude].
[Add any relevant details or context to your message.]
I truly appreciate [mention what you appreciate about the recipient, e.g., their help, support or collaboration]. Your contributions have been invaluable.
Please let me know if there's anything I can assist you with or if you'd like to connect further. I'm always here to help.
Wishing you a wonderful [mention a relevant time frame, e.g., week, day or month] ahead!
Friendly Urgent Reminder Email Template
When time is of the essence, an urgent reminder email can help get things moving. This template can effectively convey urgency while maintaining a friendly tone:
Subject: URGENT: [Briefly mention the subject]
Hi [Recipient's Name],
I hope all is well. I need to bring something to your attention that requires urgent action.
We are currently awaiting [mention what you're expecting, e.g., an email, a package or a payment], which has not arrived yet. To keep our timelines on track, we need this [mention the needed action, e.g., information, delivery or payment] as soon as possible.
The deadline for this is [mention the deadline date; be specific]. Your prompt response is crucial in helping us meet our objectives.
I understand that unexpected situations can arise, and I genuinely appreciate your assistance in resolving this matter swiftly.
Please get back to me at your earliest convenience and confirm you’ve received this email, either by replying to this message or calling me directly at [your contact information].
Thank you for your understanding and prompt attention to this urgent matter.
Friendly Reminder to Manager/Boss Email Template
When it comes to sending a friendly reminder email to your manager or boss, professionalism and courtesy are key. Here's a template to help you compose a respectful and persuasive reminder:
Subject: Friendly Reminder: [Briefly mention the subject]
Hello [Manager's/Boss's Name],
I wanted to follow up on our previous discussion regarding [mention the subject of your request or confirmation].
[Provide any relevant context or background to remind them of the topic.]
I genuinely appreciate your guidance and support in this matter. Your approval or confirmation is essential for [mention why it's important, e.g., planning my leave or moving forward with the project].
If you could kindly review this and provide your input at your earliest convenience, it would be greatly appreciated. Your feedback and direction are invaluable to me and our team.
Please let me know if you require any additional information or if there's anything I can do to assist in this process.
Thank you for your time and consideration.
Friendly Meeting Reminder Email Template
Sending a friendly reminder for a meeting is a common and considerate practice. Here's a template to help you craft a polite reminder:
Subject: Friendly Reminder: Meeting on [Date]
Hi [First Name],
I wanted to send a friendly reminder about our upcoming meeting scheduled for:
Date: [Meeting Date]
Time: [Meeting Time]
Location/Zoom Link: [Meeting Location/Link]
Your participation is crucial, and I'm looking forward to our productive discussion. If there are any additional agenda items or specific points you'd like to address during the meeting, please feel free to share them beforehand.
Should you encounter any scheduling conflicts or require any information before the meeting, please don't hesitate to reach out.
Thank you for your time and commitment to our shared goals. I'll see you at the meeting!
Friendly Job Interview Reminder Email Template
You want to make sure candidates are well-prepared for a job interview, and a friendly reminder goes a long way in helping them out.
Subject: Friendly Reminder: Job Interview for [Position] at [Company]
Dear [Candidate's Name],
We hope you’re doing well today. We wanted to send you a quick reminder regarding your upcoming job interview for the [Position] role at [Company Name].
We are excited about the opportunity to meet you and discuss your potential contribution to our team. Your preparation for the interview is greatly appreciated.
If, for any reason, you are unable to make it to the scheduled interview or require rescheduling, please let us know in advance. We understand that unexpected situations can arise, and we're here to assist.
Thank you for your interest in [Company Name]!
Friendly Event Reminder Email Template
Don’t underestimate the power of a reminder email to make an event a success. Here’s a simple and effective template you can use:
Subject: Friendly Reminder: [Event Name] Is Happening On [Date]!
We hope you're as excited as we are because [Event Name] is just around the corner! Save the date and time for:
Event Date: [Event Date]
Event Time: [Event Time]
Location: [Event Location]
We look forward to seeing you and sharing an amazing time together. Please remember to bring [any specific items or information attendees need to bring].
If you have any last-minute questions or need assistance, don't hesitate to reach out to us at [Contact Information].
Get ready for an unforgettable experience!
Friendly Project Deadline Reminder Email Template
Keeping your team and all the stakeholders on track for a project is paramount for it to turn out as planned. Sending reminders keeps up-to-date and helps hold the team accountable.
Subject: Friendly Reminder: [Project Name] Due [Due Date]
As we approach our project deadline on [Deadline Date], it's a good time to take stock of our progress and ensure we're all aligned to meet our goals. I want to thank each of you for your hard work and dedication so far.
Key Project Details:
Project Name: [Project Name]
Deadline: [Deadline Date]
Current Status: [Briefly mention the current status or progress]
Upcoming Milestones: [Highlight any upcoming milestones or tasks]
Please don't hesitate to reach out if you have any questions, need additional resources or face any challenges that require attention. Our collective effort is crucial for the success of this project.
Let's continue working together to meet our deadline successfully. Your contributions are greatly appreciated, and I have full confidence in our team's capabilities.
Friendly Reminder for Document/Information Request Email Template
Things are fast-paced around the office, so it’s easy for previous conversations to slip people’s minds. If someone needs to send you important documents or info and they haven't yet, here's a friendly reminder template you can use:
Subject: Friendly Reminder: [Document/Information Request]
I wanted to chat about those [specific documents/information] we've been waiting for to move forward with [explain why you need them, like finishing a project or finalizing a contract].
We're getting close to our deadline, and having these materials would be a big help. If there have been any hiccups or delays, just let us know. We're here to make things easier.
We really appreciate your help, and we're hoping to get the documents/information by [mention the deadline date].
Thanks a lot for your cooperation.
21 “Friendly Reminder” Alternatives
Sometimes, saying "Friendly Reminder" might not sound so friendly. Some people might view it as passive-aggressive. Consider these 21 alternatives you can use to spice things up while remaining polite:
- As a little heads-up
- As a reminder
- Just a quick heads-up
- A gentle reminder
- Here’s a general reminder
- It would help to remember
- It's worth noting
- To give you a heads-up
- As a friendly FYI
- Don’t forget
- A quick reminder about
- A friendly tap on the shoulder
- To jog your memory
- As a small reminder
- A quick update
- Please remember
- I thought I’d let you know
- To bring this back to your attention
- As a friendly ping
- As a little memo
- Just to keep you in the loop
Finding the Right Words for Business
In business, how you say something matters as much as what you say. "Friendly Reminder" might sound nice, but it can be confusing sometimes.
I’ve talked about why it's essential to get your tone right in your messages. And I’ve also given you 21 extra alternatives you can use instead.
Remember, how people understand your message is key. Whether you're giving a little nudge to a colleague or reminding a client, these alternatives help your message come across as polite and clear. Plus, you can pretty much use them with any of the templates I provided.
So, the next time you're writing an email or a message, try these friendly phrases. They'll make your business talk sound even better!