Gentle Reminder Email: 10 Templates for a Friendly Nudge

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Hey there freelancers!

We all have been there. You're waiting for a client to approve your latest project or for a payment to come through, and it seems like time is just standing still. It's frustrating, right? You're not sure if you should nudge them for a response or if it's too soon to follow up.

Well, the good news is that you can definitely send a gentle reminder email to get things moving. And the best part is, you don't have to sound pushy or aggressive. In fact, a friendly and casual reminder can work wonders.

To help you out, I've put together 10 templates for you to use as a starting point. Feel free to use these exactly as they are or tweak them to make them your own.

1. The "Just Checking In" Email

This template is perfect for when you just want to give a quick nudge without putting too much pressure on the client. It's a friendly way to say, "Hey, I'm thinking of you and this project, and I just wanted to check in and see how things are going.”

Subject: Checking In on [Project Name] Hey [Client Name], Just wanted to touch base and see if everything is going well with [Project Name]. I wanted to make sure that everything is on track and that there's anything I can do to help. Let me know if you need anything else from me! Best regards, [Your Name]

As you can see, the tone is casual and friendly. It's a low-key way to remind the client of the project and see if there are any updates or new information you should know about.

By doing this, you can keep the project moving forward and ensure that everyone is on the same page.

2. The "Payment Reminder" Email

As a freelancer, getting paid on time is crucial to keeping your business running smoothly.

This template is perfect for sending a friendly reminder to a client about an upcoming payment or a payment that's already past due.

Subject: Payment Reminder for [Project Name] Hey [Client Name], I hope this email finds you well. I just wanted to follow up on the payment for [Project Name]. I wanted to make sure that everything is all set on your end, and that you received my invoice. Let me know if there's anything I can do to help. Best regards, [Your Name]

You're reminding the client about the payment and expressing your appreciation for their business and your desire to continue working with them.

This helps to maintain a positive relationship while also getting the payment issue resolved.

3. The "Approval Needed" Email

It's important to keep the project moving forward and get the necessary approvals from your client in a timely manner.

This template is perfect for when you need the client to sign off on a deliverable or approve the next steps in the project.

Subject: Approval Needed for [Project Name] Hi [Client Name], I just wanted to follow up on [Project Name]. I finished all the revisions you asked for, and I'm ready to wrap things up. All I need now is your approval. Let me know if you need anything else from me, and I'll be more than happy to help. Best regards, [Your Name]

4. The "Time Sensitive" Email

This template is perfect for when a situation has arisen that requires immediate attention from the client.

Maybe a deadline is approaching fast, or maybe you need the client to make a quick decision in order to keep the project moving forward.

Here’s how nudge email example may look like 👇

Subject: Time Sensitive: [Project Name] Hey [Client Name], I wanted to reach out and remind you that [Project Name] is time-sensitive. I need to have your approval/payment by [Due Date]. Let me know if you need anything else from me. I'm here to help. Best regards, [Your Name]

As you can see, the tone is friendly but also straightforward.

You're letting the client know that there is a time-sensitive matter that needs their attention, but you're also expressing your willingness to help resolve the situation quickly.

This helps to get the client's attention and get the situation resolved as soon as possible.

5. The "Last Reminder" Email

Sometimes, you may have already sent one or two reminders, maybe that was even the invoice email, but you still haven't received a response or seen any progress.

This is when the "Last Reminder" nudge email template comes in handy.

Subject: Final Reminder - [Project name or Invoice number] Hi [Client Name],
I hope this email finds you well. I wanted to follow up one last time regarding [Project Name]. I've sent a couple of reminders in the past, but I haven't heard back from you yet.
I understand that things can get busy, but I'm just trying to make sure we're on track to meet our deadline. If you could take a moment to let me know what's going on, that would be great. Best regards, [Your Name]

You're letting the client know that you've sent a few reminders already and that you're just trying to make sure everything is on track.

This helps to get the client's attention and resolve any outstanding issues before they become bigger problems.

6. The "Personal Touch" Email

This template is great for when you want to add a personal touch to your reminder email.

Maybe you want to thank the client for their business, or maybe you just want to check in and see how they're doing.

Whatever the reason, this template is a great way to show your appreciation and build a stronger relationship with the client.

Subject: Just Checking In: [Project Name] Hey [Client Name], I hope this email finds you well. I just wanted to reach out and touch base with you. How are things going with [Project Name]? Is there anything I can do to help? By the way, I saw that [insert personal touch here, like a recent article they wrote, a new project they're working on, etc.]. Congrats on [insert accomplishment here]! Best regards, [Your Name]

As you can see, the tone is extremely friendly and personal.

You're reaching out to the client to see how they're doing, and you're also showing your appreciation and willingness to help in any way you can.

This helps to build a stronger relationship with the client and shows that you care about more than just the project.

7. The "Positive Reinforcement" Email

This template is great for when you want to give a positive nudge to your client.

Maybe they're dragging their feet on completing a task, or maybe they just need a little extra encouragement to keep going.

Whatever the case, this template is a great way to give a positive boost and help keep the project moving forward.

Subject: [Project Name] Update Hi [Client Name], I wanted to reach out and say thank you for choosing me for [Project Name]. I've really enjoyed working on this project and I'm so excited to see it come to life. Just wanted to follow up and make sure everything is moving along as planned. Let me know if there's anything I can do to help. Best regards, [Your Name]

You're reaching out to the client to give them a quick update on the project and to thank them for their support.

This helps to give a positive boost and keep the project moving forward.

8. The "Status Update" Email

This template is great for when you want to give your client a quick update on the status of the project.

Maybe they're wondering how things are going, or maybe they just want to know what's next.

Subject: [Project Name] Status Update Hey [Client Name], Just wanted to give you a quick update on [Project Name]. I wanted to make sure that you're in the loop on everything that's been happening. Let me know if you have any questions or if there's anything I can do to help. Best regards, [Your Name]

This helps to build trust and keep the client in the loop and informed throughout the project.

9. The "No Pressure" Email

This template is great for when you want to give your client a gentle reminder without coming on too strong.

Maybe they're feeling a bit overwhelmed, or maybe they just need a little extra time. Whatever the case, this template is a great way to give a gentle nudge without putting any pressure on the client.

Subject: [Project Name] Gentle Reminder Hi [Client Name], I hope this email finds you well. I just wanted to check in and see if there's anything I can do to help with [Project Name]. No pressure, just a friendly reminder. Best regards, [Your Name]

10. The "Thanks in Advance" Email

This template is great for when you want to show your appreciation and gratitude before you even receive what you need.

Maybe you're asking for a favor, or maybe you're just following up on something.

Subject: [Project Name] Request for Assistance Hey [Client Name], I just wanted to send a quick email to let you know that I'm thinking of [Project Name]. I wanted to remind you that I'll need your approval/payment soon. Thanks in advance for your prompt attention to this matter. Best regards, [Your Name]

You're reaching out to the client to ask for their help and to show your appreciation and gratitude before you even receive what you need.

This helps to build trust and show your appreciation for the client's time and effort.

What you should avoid writing a reminder email

While sending a reminder email can be helpful in keeping a project moving forward, it's important to avoid certain language or tone that can come across as rude or pushy.

Here are a few things to keep in mind when crafting your reminder email:

Avoid using all caps or exclamation points. This can make the email seem overly aggressive or demanding. Keep you kindly remind kind — no one likes to feel overpushed.

Don't use language that puts blame on the recipient. For example, "Why haven't you approved the project yet?" instead of "Just wanted to follow up on the status of the project."

Don't make the email solely about you and your needs. Make sure to consider the recipient's perspective and offer assistance if needed.

Avoid ultimatums or deadlines that are unrealistic. This can come across as unreasonable and could harm the relationship with the client.

By keeping these points in mind and using the templates provided as a starting point, you can effectively send a gentle reminder email to your clients without putting a damper on your professional relationship.

Wrap up

There you have it, folks! 10 nudge email templates for you to use as a starting point for your kind reminder emails.

As you’ve spotted a lot of things are pretty straight forward. And it’s ok with your relationships with client to manage their expectations and be honest. Remember, the key is to sound friendly and casual, not pushy or aggressive.

Good luck, and happy freelancing! P.S.