We send and receive a lot of emails every single day — it's no wonder we lose track, forget to respond, and important things go undone. 

If your email is nearing or outside the expected response time, friendly reminders can be appreciated by your recipient — everyone needs a reminder once in a while. A lack of a response doesn't necessarily mean that your email isn't important. 

A gentle reminder email is a great way to make sure your correspondent doesn't lose track of your conversation. There are many situations that can benefit from a friendly reminder email, and each situation can be approached in a specific way.

Why is following up important?

If you don't send follow-up emails, you can lose out on potential opportunities. Whether the purpose of your email is toe to schedule an important meeting, get timely payment, or start conversations that lead to closed deals. 

What are some key elements of an email?

Every email you write should include key elements that keep your recipient informed — especially when it comes to effective reminder emails. From the beginning to the end, each part of an email shares an intentional and important purpose. 

Let's look at the elements of an effective follow-up email format:

Clear subject line

Your email's intention should be clear to the recipient from the beginning. It should provide insight as to the purpose of your email before they even open it. When applicable, include the key details of your email if it involves specifics like dates and times. A subject line determines whether someone will open an email.

Greeting and introduction 

Make a good first impression with a proper greeting and introduction.

Greet the recipient beyond a "Hello" or "Hey" by greeting them directly. Use the recipient's name, or if you're sending to a general inbox a "Dear team" or “Dear Client Services” is appropriate. 

Then, let the recipient know who you are by stating your name and providing your company and job title when applicable.

Body

Keep your message clear and concise. Use a friendly tone and ensure you have a well-defined call-to-action (CTA). 

A clear CTA ensures the recipient knows what is expected of them when they reply. Provide all relevant details needed to avoid any miscommunication. An email without a CTA may not receive a response because the recipient will think that what they received is strictly informative.

Sign-off

It's a good idea to thank the recipient for their time and make mention of your appreciation for the action you're expecting. Sign with "Kind regards," "Best regards," or a professional salutation of your choice. 

Signature

Your signature is another opportunity to remind the recipient about who you are. Sign your email with your name, phone number, and company name when suitable. A bonus tip is to have your signature saved within your email client for consistency and time-saving.

How to write a meeting reminder email

If a proposed meeting is close, but nothing was confirmed, a follow-up email as a reminder is the way to go. 

Be concise and clear — say that you want to confirm the previous proposed time and that you're looking forward to the meeting. 

How to write a payment reminder email

Asking for payments can feel awkward, but a polite reminder email is standard practice and can ensure you receive payment on time. Make the key details clear, like the due date, invoice number, amount, and how to pay. You can also remind them of any consequences for late payment. 

If you use an invoicing system that automates reminders, make sure your emails include the key details in the email itself. 

How to write an appointment reminder email

If you're waiting for an RSVP on an appointment or event, it's helpful to send a reminder as the date grows nearer. 

Provide the event name, date, location, and time in both the subject and body of the email. If you're collecting RSVPs, remind your recipients to respond by a certain time. Your CTA should include an easy way to interact, such as a link or reply to the email. 

A reminder is also an opportunity to build interest and excitement. Consider including an FAQ about the event, or mentioning headline activities or guests. 

Respond to any email quickly

If you find yourself struggling to get back to an email quickly, Superhuman can help. 

Superhuman is the fastest email experience ever made so that you can fly through your inbox twice as fast. Eliminate email anxiety, focus on what matters most, and save hours per week. Plus, Superhuman works seamlessly with your Gmail and Outlook accounts. 

Get started today, and take that first step toward Inbox Zero.