People miss emails during busy days. That key message from last week might sit unread under countless others in someone’s inbox right now. Getting responses without appearing pushy needs specific skills and careful word choices.
Writing good follow-up emails means finding the sweet spot between being direct and staying professional. These examples show specific ways to write reminder emails that work well and keep relationships positive. Ready to learn the techniques of the gentle nudge?
“Kind Reminder for the Below” Email Samples
These examples help you write reminder emails that stay professional and get the responses you want.
1. Basic Project Update Request
Subject: Kind Reminder – Project Status Update Due
*Dear Marcus,
This email serves as a friendly reminder about the project status update that was due yesterday. The leadership team needs this information to make key decisions about next quarter’s resources.
Could you please take a few minutes to fill out the status report form? The team really values your input, and your data helps ensure we’re all aligned on project goals and timelines.
Looking forward to your update.
Best regards, Sarah*
2. Meeting Minutes Approval
Subject: Kind Reminder – Please Review Meeting Minutes
*Hi Team,
Just checking in about the minutes from last Tuesday’s strategy meeting that need your review and approval. These minutes contain several important action items we need to start working on.
Please take a look at the attached document and add your comments or approval by Friday. This will help us stay on track with our planned timeline and ensure everyone agrees with the documented decisions.
Thank you for your time.
Best, Alex*
3. Invoice Payment Follow-up
Subject: Kind Reminder – Outstanding Invoice #INV-2024-103
*Dear Mr. Johnson,
Hope you’re doing well. This email is to remind you about invoice #INV-2024-103 for $3,450, which was due on March 15th. We haven’t received the payment yet.
Please let us know if you need any clarification about the invoice or if there’s anything we can help with regarding the payment process. You can process the payment through our secure payment portal or via bank transfer.
Thanks for your attention to this matter.
Regards, Robert Chen Accounts Receivable*
4. Document Submission Request
Subject: Kind Reminder – Required Documentation for Audit
*Dear Lisa,
The quarterly audit is approaching, and we still need a few essential documents from your department. These include the Q1 expense reports and team performance metrics we discussed last month.
Could you please send these documents by end of day Friday? This will give our audit team enough time to review everything before the external auditors arrive next week.
Your help is greatly appreciated.
Kind regards, Michael*
5. Training Completion Follow-up
Subject: Kind Reminder – Mandatory Safety Training Due
*Dear Team Members,
The deadline for completing the annual workplace safety training is coming up this Friday. Our records show you haven’t finished the online modules yet.
This training is required by company policy and takes about 45 minutes to complete. You can access it through the employee portal using your regular login details. Please make sure to complete it before the deadline.
Thank you for your cooperation.
Best regards, Safety Department*
6. Scheduling Request Follow-up
Subject: Kind Reminder – Meeting Time Confirmation Needed
*Hi Dr. Williams,
Following up on my email from last week about scheduling the quarterly review meeting. We’re trying to finalize the calendar for next month and would really appreciate your input on the proposed times.
The suggested slots are:
- Tuesday, May 7th at 2 PM
- Thursday, May 9th at 10 AM
- Friday, May 10th at 1 PM
Please let me know which time works best for you.
Thanks in advance, Jennifer*
7. Resource Allocation Request
Subject: Kind Reminder – Department Budget Proposals
*Dear Department Heads,
This email serves as a reminder about the budget proposals for the upcoming fiscal year. We need your detailed resource requirements to ensure fair allocation across all departments.
Please submit your proposals using the standard template shared earlier. Include all anticipated expenses, staffing needs, and project costs. This information directly impacts your department’s funding for the next year.
Thanks for your prompt attention.
Best regards, Finance Team*
8. Client Feedback Request
Subject: Kind Reminder – Service Feedback Survey
*Dear Ms. Thompson,
We hope you’re enjoying your new software system. As mentioned in our previous email, your feedback about the implementation process would be extremely valuable for our service improvement efforts.
The survey takes just 5 minutes to complete and your honest opinions will help us serve you better. You can access it through the link below [Survey Link].
We appreciate your time.
Warm regards, Customer Success Team*
9. Task Completion Follow-up
Subject: Kind Reminder – Website Content Updates
*Hi James,
Just following up about the website content updates we discussed during last week’s meeting. These changes need to go live before the product launch next month.
Could you please confirm if you need any additional information or resources to complete this task? We’re here to help if you need any clarification about the requirements.
Looking forward to your response.
Best, Marketing Team*
10. Deadline Extension Request
Subject: Kind Reminder – Project Timeline Adjustment
*Dear Project Stakeholders,
This email relates to our request for a two-week extension on the mobile app development project. We haven’t received responses from all stakeholders yet, and we need everyone’s approval to adjust the timeline.
Please review the detailed justification and new milestone dates shared in the previous email. Your quick response will help us plan resources effectively and maintain project momentum.
Thank you for your consideration.
Regards, Development Team*
11. Policy Compliance Reminder
Subject: Kind Reminder – Updated Security Protocols
*Dear Colleagues,
This message concerns the new security protocols announced last month. Some team members haven’t yet updated their passwords and security settings to meet the new requirements.
Please take a moment to review and implement these changes. Our IT support team is available if you need help with the process. Your compliance helps protect our company’s digital assets.
Thank you for your cooperation.
Best regards, IT Security Team*
12. RSVP Follow-up
Subject: Kind Reminder – Company Anniversary Event RSVP
*Dear Staff,
The planning committee needs final headcount numbers for our upcoming company anniversary celebration. If you haven’t confirmed your attendance yet, please do so as soon as possible.
You can RSVP through the event portal, including any dietary restrictions or plus-one details. This information helps us ensure everyone has a great experience at the event.
Looking forward to celebrating together.
Best wishes, Event Committee*
13. Resource Return Request
Subject: Kind Reminder – Equipment Return
*Dear Tom,
Hope you’re well. This email is about the company laptop and accessories checked out for the client presentation last week. These items are needed for another team’s use tomorrow.
Could you please return them to the IT department today? If you’re still using them, please let us know so we can make alternative arrangements for the other team.
Thanks for your help.
Regards, Equipment Management*
14. Signature Request
Subject: Kind Reminder – Contract Signing Pending
*Dear Mr. Anderson,
We’re following up about the service agreement sent to you last Thursday. Your signature is the final step needed to begin implementing the solutions we discussed.
The document is available in your email inbox and can be signed electronically with just a few clicks. Please let us know if you need the document resent or have any questions about the terms.
Looking forward to working together.
Best regards, Legal Department*
15. Benefits Enrollment Reminder
Subject: Kind Reminder – Benefits Selection Deadline
*Dear Employees,
The annual benefits enrollment period closes in three days. Some of you still need to make your selections for the upcoming year.
Take a few minutes to log into the benefits portal and choose your health, dental, and vision coverage options. Without action, your current benefits might not carry over to next year.
Thank you for your attention.
Best, HR Team*
16. Software Update Required
Subject: Kind Reminder – Critical System Update
*Dear Users,
This notice is about the required system update mentioned in last week’s email. Many computers still need this security patch installed.
Please save your work and restart your computer today to complete the update. This takes about 15 minutes and helps prevent security vulnerabilities in our network.
Thanks for your prompt action.
Regards, System Administration*
17. Expense Report Submission
Subject: Kind Reminder – Outstanding Expense Reports
*Dear Rachel,
This email concerns your expense reports from the sales conference last month. These need to be submitted before the accounting period closes this week.
Please upload your receipts and complete the expense form through the finance portal. Let the accounting team know if you need help with the submission process.
Thanks for your cooperation.
Best regards, Finance Department*
18. Team Survey Participation
Subject: Kind Reminder – Employee Engagement Survey
*Dear Team Members,
We’re still missing some responses to the employee engagement survey sent out Monday. Your feedback shapes our workplace culture and future initiatives.
The survey remains open until Friday and takes about 10 minutes to complete. Your honest responses stay anonymous and help create positive changes in our organization.
Thank you for participating.
Best wishes, Management Team*
19. Performance Review Scheduling
Subject: Kind Reminder – Schedule Your Review Meeting
*Dear Sam,
This reminder relates to scheduling your annual performance review. Several time slots are still available next week for this important discussion.
Please choose your preferred time through the scheduling tool. The meeting gives us a chance to discuss your achievements and growth opportunities for the coming year.
Looking forward to our conversation.
Best regards, Your Manager*
20. Conference Registration Deadline
Subject: Kind Reminder – Early Bird Registration Ending
*Dear Marketing Team,
The early bird registration discount for the Digital Marketing Summit ends this Friday. Those planning to attend should register soon to save on registration fees.
Please confirm your attendance through the conference portal using our company code. This helps us coordinate travel arrangements and schedule team meetings during the event.
Thanks for your quick response.
Best regards, Professional Development Team*
Final Notes: Writing Effective Reminder Emails
Getting responses from busy people takes patience and specific skills. These email templates give you proven starting points for writing messages that respect everyone’s schedule while getting results. Change them based on your needs, keeping the tone professional and friendly. Soon, writing effective reminder emails becomes automatic.