20 Best Gentle Reminder Email Examples

Gentle reminder emails are the best engagement tools. 

They give you an easy way to stay connected to potential customers and offer an excellent opportunity to boost your response rate.

If you’re struggling with your draft, I have shared some gentle reminder email examples for inspiration. Explore their content structure and adapt them to your email marketing.

What Is A Gentle Reminder Email?

Gentle reminder emails are follow-up messages that encourage subscribers to take your desired action. They are typically sent to convey a specific message, but many brands also use them in email marketing.

It’s one of the most common tactics in email marketing to remain visible and memorable.

You can apply the gentle reminder technique in any situation. Add it to your event marketing campaign, seasonal sales, and new product releases.

It also plays an important role in routine email workflows. You can remind subscribers to upgrade their accounts or notify someone of a late payment.

Below, I’ve covered the common gentle reminder emails brands send to new and old subscribers. 

The list contains five standard email templates and 15 gentle reminder examples. 

Gentle Reminder Email Templates

1. Action Reminder

Subject: Action Needed: Inactive Account 

Hi, (Subscriber),

We’ve noticed that you haven’t logged into your account lately.

To continue using our product features, sign in to your account within 10 days and enjoy the (add your product details.)

If you need any help, feel free to contact us at (mention contact details.)

Want to upgrade your account? 

(Mention the account upgrade process here with a sign-up link.)

(You can also add any other promotional content at the end. It could be a new product feature, a sale offer, or a referral. Check the “Zight/CloudApp” example for inspiration.)

Brand Signature

2. Event Reminder

Subject: Reminder: Free Training Workshop

Hi, (Subscriber),

We are calling out anyone who missed out on registering for our Free Training Workshop. The event is due at 03:00 PM, this Saturday, at Marriott Hotel—Hall 1.

(Add social proof to strengthen your message. Mention your host, guest speakers, sponsors, and any influencer attending the workshop. Check “Reedy Learning” and “Canva” email examples for inspiration.) 

Hurry up and send your submissions (attach the form link) to book your seat now!

We are down to our last 10 registrations and may close the entries by tomorrow. (Add the date) 

Until then! 

Brand Signature

3. Sale Deal Reminder

Subject: Reminder: Last day of Summer Sale

This is a friendly reminder to all our loyal customers to get an exclusive 20% off on our Harry Potter collection (your product here) as part of our Annual Summer Sale.

(Mention event details)

This is an exciting opportunity specifically for our premium members! You’ll get early access to our bestseller products with free personalized stationery. 

Hurry and grab your favorite book before the sale ends!

Not A Premium Member?

Sign in to (Add link) and upgrade your membership now. 

(Attract recipients with membership features. Explore the “We Work Remotely” example for inspiration.)

Brand Signature

4. Promotion Reminder

Subject: Reminder: New Product Launch

Hi, (Subscriber),

Our new product (mention your product and the product line) launch is just 02 days away! 

(Recall the event and product details. Highlight its unique selling point. You can add bullets to improve readability.)

Last chance to get full access to (mention your product) at amazing rates. We are offering 25% off to our loyal subscribers who have been a huge part of our journey. 

Use Promo Code – ABC to get the discount.

Brand Signature

(Feel free to re-arrange the sentences.)

5. Link Building Email Reminder

Subject: Follow-up: Link Building Request

Hi, (Qualified lead),

I hope you had a great weekend!

I wanted to check in with you in case you had a chance to look into my previous offer about the possibility of adding a link to your website/blog.

We are (recall details about your company and your offer)

I believe this collaboration would be mutually beneficial, as it’ll bring potential revenue opportunities to both of us. (you can replace the second part with anything.)

Looking forward to hearing back from you. 

Regards,

John (Brand Name)

Best Gentle Reminder Examples

Let’s explore some gentle reminder examples to see how other brands and entrepreneurs craft reminder emails.

1. HubSpot

HubSpot is a well-known marketing platform. It sells marketing and sales software products to small businesses and offers free accounts to generate leads. 

In the above example, HubSpot has targeted inactive members to improve its retention rate.

The email starts with the main message, followed by persuasion to soften the tone.

HubSpot has also used the element of urgency to encourage a quick response. 

Takeaway

To nudge inactive users, follow the direct approach and apply FOMO (fear of missing out) to create urgency. You can boost your open rate by 22% with this technique.

2. UpWork

UpWork is a freelancer platform. It connects clients with contractors and generates income from the commission.

The above screenshot is a perfect example of a gentle reminder email. 

UpWork has reminded users of their inactivity and politely stressed its importance by alerting them of the status change.

Takeaway

You can leverage your operational challenges to emphasize the significance of your message–as UpWork did.

3. Visme

Visme is an AI visualization tool. It enables you to create infographics, presentations, and other engaging elements.

In this example, Visme has used a direct approach. There’s little to no buffer involved because the idea is to strongly encourage the recipient to take action. 

However, Visme has softened the severity by providing a simple solution. 

This email structure is called a problem-solution approach. You identify a problem and offer a solution. It’s a common technique typically used in sales pitches.

Takeaway

Present a solution to the problem. You’ll get a better response from your recipient.

4. Google

Google’s reminder emails are often direct. It chooses simple and clear words to convey the main message.

This email targets Jamboard users to alert them of the app’s shutdown.

If you notice the email structure, it’s almost similar to HubSpot’s’. The first section delivers the main message, and the following paragraph offers the solution to the problem.  But the tone is different.

I have captured a small portion of the content to show similarity.

Takeaway

Reminder emails for long-term subscribers are easier to draft. They generally don’t require a subtle approach.

5. Reedsy

Reedsy is a third-party writing platform for emerging novelists. It offers a free space to writers and connects them with editors and designers.

The above example shows a subtle reminder technique. Reedsy wanted to re-target inactive subscribers and used a premium course promotion to gain their attention.

The main element here is the social proof. An expert’s name is mentioned to add credibility.

Takeaway

Social proof is a powerful persuasive tool. You can use it to strengthen your brand image and increase conversions.

6. Canva

Here’s another example of the best use of social proof. 

Canva is a well-known design software. Tons of small businesses create web and print material with this app.

The above screenshot was an email sent to remind users of the upcoming webinar, “Explore the ROI of Canva for Teams.” 

Canva mentioned Marsh McLennan Agency in the email to gain trust.

Takeaway

Build brand credibility to inspire trust. It’ll improve your response rate.

7. We Work Remotely

We Work Remotely is a third-party platform for jobseekers. It helps you find remote jobs.

The above example might appear as a promotional email, but there’s an element of gentle reminder involved–a reminder to upgrade my account.

In the first paragraph, WWR has highlighted the recipient’s connection to the brand. In the second paragraph, it has used a persuasive element. In the last paragraph, it has applied surety to ensure recipients stay connected even if they don’t want to upgrade the account.

Takeaway

Embedding reminders in promotion emails is a good way to convey your message.

8. Art With Flow

This example shows a smart use of gentle reminders for feedback.

I got some brushes from Art Flow a while back and received this email thanking me for downloading the assets.

On the surface, it looks like a thank-you message. But I was politely reminded to leave a review. 

ArtFlow also leveraged the opportunity to promote its other products. Power words like “free access” and “absolutely free” are used here to entice recipients.

Takeaway

People generally don’t leave reviews unless they are extremely happy with the product. 

With gentle reminders, you can persuade them to share their experience. If your response rate is still low, offer free stuff in exchange for reviews.

9. Flowrite

Flowrite’s example is also a review reminder. However, the content style and tone differ slightly.

This email follows a more direct approach, starting with a feedback request. To make it gentle, Flowrite mentioned the reason for the feedback request.

Takeaway

Tailor your email to your audience’s taste. If you are a solopreneur, use candid language to establish a connection. If you run a full-fledged company, go for a slightly formal tone.

10. IL MAKIAGE

IL MAKIAGE is a makeup brand that uses a “try me” approach to attract site visitors. Once someone shows interest in the foundation-match quiz, the action triggers the drip campaign, sending a series of emails and reminders to convert leads.

The above example is part of the email series. Each message reminds recipients that IL MAKIAGE found a perfect match for them, and they should try it.

The unique technique applied in this gentle reminder is the sales pressure. You’ll notice the “LAST CALL” alert at the top. It’s the last email of the drip campaign, aiming to attract attention with visuals.

Takeaway

Add gentle reminders in your drip campaign to help recipients make better decisions.

11. Zight/CloudApp

CloudApp (now Zight) is an online screen recorder. It allows you to take screenshots, record your screen, and annotate images.

The example shows a standard gentle reminder email with a little personalization. 

CloudApp encourages users to log into their accounts to get the app’s benefits. To make the email interesting, it has included visually appealing graphs with states.

Takeaway

Utilize visuals and states to keep your audience engaged. 

12. Semrush

Surveys are key tools for information gathering. Many brands use them to identify problems in their products and services.

Semrush has done the same in this example, leveraging human psychology to encourage action. The email starts with a reminder, followed by persuasive marketing. 

You’ll notice one other element in the email body. Personalization. By adding a human name, Sermush changed the tone of the entire message.

Takeaway

Persuasive marketing is a tried-and-tested conversion technique. Apply it to your email reminders to improve your response rate.

13. CrazyEgg

CrazyEgg is an analytics tool. It allows you to measure your web engagement level and identify areas for improvement.

CrazyEgg offers a 30-day free trial to test its product features. The above example is a screenshot of its reminder email to new subscribers.

Here, CrazyEgg has used the engagement tool (adding a question) to generate its audience’s interest. 

Takeaway

Questions are excellent conversation extenders. Whether someone is interested in your products or not, they will be tempted to respond.

14. Grammarly

Grammarly is a content editing software, and its unique brand identity is its candid language. 

In the above reminder, Grammarly has kept the content short, simple, and friendly. 

This is a good example of a brand tone. No formal structure was followed here. Just a reminder was delivered in a personalized tone.

Takeaway

Add your brand tone to your email reminders. 25% can recognize brand content by their tone alone. 

You don’t need to follow any standard format. Only make sure your content describes your message well.

15. AIHR

AIHR is an educational platform that offers tools and certificate programs to emerging HR professionals. One of its lead generation strategies is workshop arrangement.

The screenshot is the reminder email for workshop enrollment. AIHR has included social proof, states, and FOMO techniques to increase enrollments. 

Takeaway

Leverage sales techniques to boost conversion.

Conclusion

Gentle reminder emails are incredibly flexible. You can structure them as you want and use them for multiple purposes. 

With a well-crafted email, you can engage your subscribers and influence their actions.

Take inspiration from these 20 examples and draft a professional reminder email. Good luck!