How to Politely Remind Someone to Reply to Email: 20+ Templates That Actually Work

20+ Polite Reminder Email Templates To Get You Started

The Gentle Nudge (For Colleagues)

When to use: Low-stakes follow-ups with team members or regular contacts.

Subject: Following up on [specific topic]

Hi [Name],

Hope you’re having a productive week.

Just wanted to gently follow up on my previous email regarding [mention the specific topic]. No rush at all, but I’d appreciate your input when you have a moment.

Let me know if you need any more information from my end.

Thanks, [Your name]

The Boss-Friendly Reminder

When to use: Following up with supervisors or senior colleagues.

Subject: Quick follow-up: [topic]

Hi [Name],

I just wanted to follow up on the email I sent last [day] regarding [topic]. I know things can get busy, but I would greatly appreciate your input on this when you have a moment, as it’s needed for [reason].

Thank you for your time.

Best regards, [Your name]

The Time-Sensitive Request

When to use: When deadlines are approaching and you need urgent input.

Subject: Input Needed: [Project] by [Date]

Hi [Name],

I’m writing to follow up on my previous email about [topic]. Your input is needed to meet our deadline of [date].

Could you please provide your feedback by [specific time]? This is the final piece needed to [explain consequence].

Please let me know if you have any immediate questions.

Thanks, [Your name]

Payment & Invoice Reminders

Friendly Pre-Due Reminder:

Subject: Friendly Reminder: Invoice #[Number] due [Date]

Hi [Client Name],

This is just a friendly reminder that payment for invoice #[Invoice Number] for $[Amount] is due on [date]. You can view and pay the invoice here: [Link].

If you’ve already made the payment, please disregard this email. Thank you for your business!

Kind regards, [Your name]

Past Due Reminder:

Subject: Follow-Up: Invoice #[Number] is now past due

Hi [Client Name],

Hope you’re well. I’m following up on invoice #[Invoice Number], which was due on [date]. Our records show that it is still outstanding.

Could you please let me know when we can expect to receive payment? If you have any questions, please don’t hesitate to reach out.

Thank you, [Your name]

Meeting Confirmation Reminders

Subject: Reminder: Our meeting tomorrow at [Time]

Hi [Name],

This is a quick reminder about our scheduled meeting tomorrow, [date], at [time], to discuss [topic].

The meeting will be held [location/platform]. Please let me know if you have any questions beforehand.

Looking forward to our conversation!

Best, [Your name]

Sales Follow-Up Templates

Post-Demo Follow-Up:

Subject: Next steps after our demo?

Hi [Name],

Thank you for your time on [date] for the demo. I hope it provided a clear view of how we can help solve [specific pain point].

Based on our conversation, you seemed particularly interested in [feature/benefit]. What makes sense as a next step for you and your team?

Best, [Your name]

Re-engagement Email:

Subject: Thought this might be helpful for [Company]

Hi [Name],

I’m circling back on the email I sent last week about how we help companies achieve [specific benefit].

I wanted to share a brief case study on how we helped [similar company] achieve [specific result]. You can find it here: [Link]

Would you be open to a brief 15-minute call to explore if we could drive similar results for you?

Best regards, [Your name]

Information Request Follow-Up

Subject: Following up on information for [Project]

Hi [Name],

Just a quick follow-up on my request from [date] for the [specific information needed].

I need this information to complete [task] by our deadline of [date]. Could you please send it over when you have a chance?

Please let me know if you need anything from me to help.

Thanks so much, [Your name]

The “Busy Schedule” Acknowledgment

Subject: Circling back on [topic]

Hi [Name],

I know your schedule is likely packed, so I’ll keep this brief. I’m just circling back on my previous email about [topic].

Whenever you get a moment, I’d appreciate your feedback. Happy to provide a quick summary or hop on a call if that would be easier.

Thanks for your time, [Your name]

The Light-Hearted Approach

Subject: Just Checking In – [Topic]

Hey [Name],

Hope all is well!

Just wanted to give my last email a little nudge to the top of your inbox. Let me know your thoughts on [topic] when you get a free moment.

Cheers, [Your name]

The “Final Notice” Template

Subject: Can I close your file?

Hi [Name],

I haven’t heard back from you in a while, so I’m assuming your priorities have changed. I’m clearing out my pipeline and plan to close your file.

If you’re still interested, just let me know. Otherwise, I wish you all the best.

Thanks, [Your name]

Bonus: Gentle Reminders That You Can Send on LinkedIn, WhatsApp & SMS

LinkedIn Follow-Up Messages

Sometimes email isn’t the best channel. LinkedIn messages have an 11.87% reply rate compared to email’s 8.4%. Here are professional LinkedIn templates:

Connection Request: “Hi [Name], I sent you an email last week regarding [topic] and thought I’d connect here as well. Looking forward to potentially working together!”

Direct Message Follow-Up: “Hi [Name], following up on the email I sent about [topic]. Saw your recent post about [relevant topic] – would love to chat about how we can help with [specific benefit].”

WhatsApp Business Templates

For appointment reminders and customer service follow-ups:

Appointment Reminder: “Hi [Name], just a friendly reminder about your appointment with us tomorrow at [time]. Please reply YES to confirm or call us at [number] if you need to reschedule.”

Order Update: “Hi [Name], there’s been an update regarding your order #[number]. Please check your email for details or visit [link] for the latest status.”

SMS Reminders

Keep these under 160 characters and always include an opt-out option:

Payment Reminder: “Hi [Name], your invoice #[number] for $[amount] is due tomorrow. Pay online at [link]. Reply STOP to opt out.”

Meeting Reminder: “Meeting reminder: Tomorrow at [time] at [location]. Please confirm by replying YES. Reply STOP to opt out.”