How to Write a Friendly Reminder Email (With Examples)
A short guide to nudging people (and yourself) without being annoying.
A friendly reminder email is a short, polite follow-up that assumes the best of the recipient. It doesn't scold, guilt-trip, or pile on urgency — it just makes the next step easy. Whether you're chasing an invoice, following up on a meeting request, or nudging yourself about a recurring task, the same principles apply: be brief, be specific, and give a clear next action.
What makes a reminder feel friendly
- Assume good faith. People are busy, not ignoring you.
- Keep it short. Three to five sentences is plenty.
- Restate the ask. Don't force the reader to dig through old threads.
- Make the next step obvious. One link, one button, or one question.
- Skip the guilt. No "as I mentioned before" or "per my last email."
A simple template you can copy
Subject: Quick follow-up on {topic}
Hi {name},
Just a friendly nudge on {topic} — no rush, but wanted to make sure it
didn't get lost in your inbox.
Whenever you have a minute, could you {specific next step}?
Thanks so much,
{your name}Five friendly reminder email examples
1. Following up on an invoice
Subject: Friendly reminder — Invoice #1042 Hi Alex, Hope you're doing well! Just circling back on invoice #1042 (attached), which was due last Friday. If it's already on the way, please ignore this — otherwise, let me know if you need anything from my end. Thanks, Jamie
2. Nudging a meeting response
Subject: Still good for Thursday? Hi Priya, Just a quick check-in on the 30-minute call I proposed for Thursday at 10am PT. Happy to move it if that time no longer works. Thanks! Sam
3. Asking for a document
Subject: Quick reminder — signed NDA Hi Chris, Friendly nudge on the NDA I sent over last week. Once it's signed, I can share the project brief and get things moving on our side. Appreciate it, Morgan
4. Following up after an interview
Subject: Following up on our conversation Hi Dana, Just wanted to follow up on our chat last Tuesday about the marketing role. I'm still very interested and happy to answer any additional questions the team might have. Thanks again for your time, Riley
5. Reminding yourself (via recurring email)
Subject: Reminder: water the plants This is your weekly nudge to water the plants. Click "Completed" below when you're done to stop future reminders.
Common mistakes to avoid
- Passive-aggressive openers. Skip "just checking in again" or "second reminder."
- Manufactured urgency. Only mark something URGENT when it truly is.
- Long recaps. If context is needed, link to it — don't paste it.
- Multiple asks. One reminder should have one clear next step.
- Forgetting a subject line refresh. A new subject often gets a faster reply than "Re: Re: Re:".
How often should you send a friendly reminder?
A good rule of thumb: wait 3–5 business days after the original message before the first nudge. If it's still silent, a second reminder a week later is fine. After that, switch channels (a quick call, a Slack message) rather than piling on more email.
Automate the reminders you send yourself
The easiest friendly reminder email is the one you don't have to remember to write. If you're nudging yourself about recurring tasks — watering plants, paying a bill, following up with a client every month — you can automate the whole thing.
Task Reminder is a free tool that sends you a recurring email on the cadence you pick (daily, weekly, monthly, or yearly). Each email has a one-click Completed button — click it and future reminders stop. No account, no app, no login.
Frequently asked questions
What is a friendly reminder email?
A short, polite follow-up message that restates a request and makes the next step easy — without pressure, guilt, or urgency.
How do you politely remind someone in an email?
Keep it brief, assume they're busy rather than ignoring you, restate the ask in one sentence, and give a single clear next step. Avoid phrases like "as I mentioned" or "per my last email."
Is "friendly reminder" rude?
Not on its own. It only reads as rude when paired with sarcasm, urgency, or a long list of complaints. Used sincerely and sparingly, it lands as considerate.