How to write a gentle reminder email (without sounding pushy)

A reminder email walks a narrow line: too soft and it gets ignored again, too sharp and you sound annoyed. The trick is to remove all blame from the message — remind them of the thing, not of their failure to do the thing.

Lead with the deadline or dependency rather than with their silence, keep it under five sentences, and end with the easiest possible next step.

Copy-paste templates

Reminder to a colleagueFriendly

Subject: Quick reminder: [item] due [date]

Hi [Name],

Quick reminder that [item] is due [date] — I need it to [what it feeds into].

If anything's blocking you, tell me and I'll see what I can do to help.

Thanks!
[Your name]

Reminder to your managerProfessional

Subject: Reminder: [decision] needed by [date]

Hi [Name],

A quick reminder that I need your decision on [topic] by [date] to stay on schedule.

The short version: [one-sentence summary]. My recommendation is [option], but I'm happy to go another way.

If it's easier, a one-word reply ("approved" / "let's talk") is plenty.

Thanks,
[Your name]

Reminder to a clientProfessional

Subject: [Project]: waiting on [item] from your side

Hi [Name],

Hope your week is going well. We're ready for the next phase of [project] and are just waiting on [item] from your side.

Once we have it, we can deliver [milestone] by [date]. If there's anything unclear about what's needed, happy to walk through it on a quick call.

Best regards,
[Your name]

Reminder about a meeting or eventFriendly

Subject: See you [day] at [time] — [meeting]

Hi [Name],

Looking forward to our [meeting] on [day] at [time] ([location/link]).

To make the most of the time, it would be great if you could glance at [document] beforehand — 5 minutes is enough.

See you then,
[Your name]

Second reminder (still no response)Polite but firm

Subject: Re: [item] — now blocking [project]

Hi [Name],

Following up once more on [item] — it's now blocking [what's blocked].

If today's tricky, just tell me a realistic date and I'll plan around it. If someone else should own this, point me to them and I'll take it from here.

Thanks,
[Your name]

These templates are a starting point — your situation has its own details. Paste your own draft into our free tool and get it rewritten in the exact tone you need.

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What makes a reminder feel pushy (avoid these)

Opening with "As per my previous email" — universally read as passive-aggressive.
Repeating the entire original email. Link or reference it; restate only the ask.
Vague urgency ("ASAP", "urgent!!") without a real date. Name the actual deadline and what it affects.
Apologizing for reminding them ("Sorry to bother you again…"). A polite reminder needs no apology, and apologizing weakens it.
CC-ing their manager on a first reminder. Escalation is a tool for later, not for nudge number one.

Frequently asked questions

What can I say instead of "gentle reminder"?

The phrase itself is fine, but alternatives often land better: "Quick reminder that…", "Floating this back to the top of your inbox", or simply leading with the deadline: "[Item] is due Friday — just making sure it's on your radar."

Is it rude to send a reminder after one day?

Usually, yes — unless there is a same-week deadline the other person may not know about. If you must nudge within 24 hours, name the reason: "Reminding you sooner than I normally would because the window closes tomorrow."

Should a reminder email be in the same thread?

Yes, in most cases — the thread carries the context. Start a new email only if the original subject line was too vague to signal urgency.