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How To Send A Friendly Reminder Email

An illustration of three miniature employees emerging from an open letter envelope, each waving and saying "hi." This scene conveys a friendly and welcoming message.

Sending a friendly reminder email can be a delicate task. It’s essential to strike the right balance between being polite and assertive, ensuring your message is received positively while clearly communicating your needs. Whether it’s for a due invoice, an upcoming deadline, or a response you’re awaiting, the key is to craft your email in a way that encourages action without causing annoyance. Here’s a guide on how to send a friendly reminder email that gets results.

1. Start with a Polite Opening

Begin your email with a friendly greeting and a polite opening line. Acknowledge the recipient’s busy schedule and express understanding. This sets a positive tone for the rest of the message. For example, you might start with “I hope this message finds you well” or “I understand you have a lot on your plate.”

2. State the Purpose of Your Email

Clearly and concisely remind the recipient of the purpose of your email. Whether it’s a follow-up on a previous conversation, a reminder about a deadline, or a request for Day off, make sure to state this early in the message to refresh their memory. Be specific about what you’re reminding them about, but keep the tone light and friendly.

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3. Provide Context or Details

Include any relevant details or context that will help the recipient understand the reminder’s significance. If there are specific deadlines, mention these along with any potential consequences or benefits related to the action you’re reminding them about. Providing context helps the recipient see the importance of your reminder.

4. Make a Clear Call to Action

Be clear about what you’re asking the recipient to do. Whether it’s to reply to your email, complete a task, or make a payment, your call to action should be unmistakable. However, phrase it in a way that’s not demanding. For instance, “When you have a moment, could you please…” or “I would appreciate it if you could…”

5. Offer Assistance

Show your willingness to help by offering assistance or to provide further information if needed. This demonstrates your commitment to resolving the matter amicably and makes it easier for the recipient to take the next steps. For example, “If you need any more details to proceed, please don’t hesitate to ask.”

6. Close on a Positive Note

End your email with a friendly closing that also expresses your anticipation of their response. Thank them in advance for their attention to the matter. A positive and polite sign-off can leave a good impression and encourage a prompt response. Examples include “Thank you for your attention to this matter,” followed by “Best regards” or “Warmly.”

7. Proofread Your Email

Before sending, take a moment to proofread your email for any typos or errors. A well-written, error-free email reflects professionalism and respect for the recipient.

Example of a Friendly Reminder Email

Subject: Gentle Reminder: Invoice #12345 Due Date Approaching

Dear [Recipient’s Name],

I hope this message finds you well. wanted to gently remind you about the upcoming due date for Invoice #12345, which is set for [due date]. I understand how busy schedules can be, and I appreciate all the hard work you do.

If there’s anything you need from my end to facilitate this process, please let me know. I’m here to help!

Thank you for your attention to this matter. I look forward to your prompt response.

Warm regards,

[Your Name]


Sending a friendly reminder email involves being polite, clear, and concise. By following these guidelines, you can effectively communicate your message without coming across as pushy or impatient, fostering positive communication and prompt responses.