Jun 27, 2025
What are Nudge Emails and Why Would You Need to Send One?
Let’s be honest. Inboxes today are chaotic. Between Slack, social notifications, and a flood of daily emails, even your nicest follow-up can get buried without a second thought. And most of the time, it’s not personal. People often don’t reply, not because they dislike your offer, but because they’re overwhelmed by their inbox. This is why polite follow-up methods can be a game-changer. By gently nudging prospects without coming across as pushy, you increase your chances of receiving a response. They’re just busy, overloaded, and trying to get through their day.
Overcoming Cognitive Overload: The Power of Follow-Up Emails
Psychologists call this cognitive overload. When our brains are juggling too many inputs, we tend to triage, we respond to the urgent stuff, skim the rest, and ghost anything that feels like “work.” The statistics make it pretty clear: the average open rate for cold emails is around 24%, and replies are even lower, at just 8.5% on average. And yep, nearly 9 out of 10 cold messages don’t get a response at all. Sounds rough, but there’s a silver lining. According to QuickMail’s study of 65 million emails, 55% of all replies come from follow-ups, not the first email. So if you’re not sending a second or third touch, you’re leaving most of your potential replies on the table.
What Turns People Off (and What to Fix)
People don’t want more emails. They want relevant ones. They want to feel like a real person wrote to them, not a bot. So if your first message didn’t hit the mark, your follow-up is your second chance:
Keep it helpful.
Make it specific.
Demonstrate that you truly understand their perspective.
Besides timing, tone plays a huge role, too. If your first email came across as generic, too salesy. It’s easy for someone to skip over it. People are wired to filter out anything that looks like a mass blast. And if you missed personalization (wrong name, vague copy, recycled subject lines), that’s a fast track to the trash folder. Nudge emails are powerful action-triggered emails that take people back to your pitch and guide them in the right direction.
Examples of Nudge Emails in Action
Now let’s explore some examples and see how you can implement nudge emails in your email onboarding.
The Signup Abandonment Nudge Email
Your users are constantly distracted by an endless stream of cat GIFs and phone notifications. Chances are, if you have a two-step signup process, many users will never complete it. Either because they got distracted by that cute video of a midget cat or because they got scared by the upfront credit card requirement. This is a nudge email that you want to send at the very top of the user journey when a user completes the first screen of your signup (usually the one that asks for their email) but leaves your website before finishing the rest, like entering their credit card details. For example, Netflix has a 3-step card-upfront signup process.
Feature Activation Nudge Emails
Users sign up for your tool for a reason whether that’s to get a clearer picture of their traffic, organize files, improve team communication, or whatever. The challenge is that new SaaS tools are usually complicated to use. There’s a learning curve that new users need to conquer. It’s your job to take them by the hand and help them be successful with your product.
How do you do that?
You ensure that they guide users in completing the most critical actions in their app and eliminate any unnecessary distractions along the way. Let’s say you run a tool like HotJar. A user will not derive any value from your tool unless they upload a script to their website, and the tool begins recording visitors. The feature activation nudge email is a great way to catch people where they are in their user journey and remind them proactively what they need to do.
Driving Product Adoption Through Strategic Nudge Emails
Flatfile, the embeddable import widget app, sends several push emails when you leave their website without completing an action. In the example below, they encourage me to import your first CSV a mission-critical action for their onboarding, without which a user won’t be able to understand how Flatfile works.
Another great example comes from Wistia. The Wistia team is focused on getting people to upload and share their videos. After all, if you don’t share your video, you won’t be able to access most of the value of the product that comes from the advanced video analytics. When you upload your first video on Wistia, you will receive a congratulations (reward) email. However, if you later miss sharing the video, Wistia will prompt you to return to the app and complete the action.
Premium Feature Nudge Emails
Nudge emails could also be used with active users or users that have shown interest in upgrading but failed to upgrade. Mind mapping software Mindmeister encourages its users to upgrade once they show interest in a premium feature. If you click on a locked premium feature or visit their billing page, you will receive a nudge email offering a small discount, encouraging you to upgrade today.
Related Reading
• Cold Sale
• Cold Prospecting
• How to Re-engage Lost Customers
• Outreach Methods
• Professional Email Example
• Collaboration Email Template
• How to Get Email Address From Facebook Url
• Email Audit
• Targeted Lead Generation
• Cold Email Personalization
30 Ready-To-Use Nudge Email Templates You Could Try
1. The “Just Checking In” Email
This template is ideal for when you simply want to provide a gentle reminder without placing undue 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],
I'm touching base to 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 I should be aware of. By doing this, I can keep the project moving forward and ensure that everyone is aligned.
2. Helpful Follow-Up (Value Add)
Subject: [Insight like SEO Tips] for [Company]
Hey [Name],
I’m circling back with a little something for you. We just released a guide on [related topic like SEO trends for 2025], and I thought your team at [Company] might find it handy. It covers [key insight like improving click-through rates by 15%], which could help with [prospect’s challenge like increasing web traffic]. Want the PDF? I’d be happy to send it over!
All the best,
[Your Name]
3. Personal Connection
Subject: [Name], loved your [Interest like recent award]!
Hi [Name],
Congrats on [recent success like your company’s innovation award] that’s awesome! I wanted to follow up on my last email about [outreach topic like our collaboration tool]. I also saw [something personal like your LinkedIn post on team growth], and I’d love to chat about how we can [solve X like streamline your workflows]. Any interest?
Cheers,
[Your Name]
4. Reminder with Deadline
Subject: Last chance for [offer like 20% off]!
Hey [Name],
Just a quick heads-up: our [offer like 20% off your first year] ends on [date like May 20, 2025]. I know things can slip through the cracks, so I wanted to give you a nudge in case you’re interested. If now’s not the right time, just let me know I won’t bug you again. Otherwise, I’m here for any questions!
Take care,
[Your Name]
5. Question Approach
Subject: Quick favor to ask, [Name]
Hi [Name],
I’ve got a quick question: I just want to make sure I’m not missing the mark. Are you still interested in [solution like our consulting services]? Your feedback would really help me out. No pressure at all either way, thanks for your time, and have a great week!
Thanks,
[Your Name]
6. Data-Driven Nudge
Subject: [Statistic like 30%] boost for [Industry] teams
Hi [Name],
I thought you’d find this interesting: [Industry like sales] teams often see a [statistic like 30%] boost in [benefit like conversions] using [solution like our CRM]. For example, [Peer Company like Acme Corp] improved [result like lead response time by 2x] by [action like automating follow-ups]. Does this sound like it could help [Company]? I’d love to share more if you’re curious.
Best,
[Your Name]
7. New Insight Offer
Subject: Did you see this, [Name]?
Hey [Name],
I just found a new [tool/report like 2025 email trends report] on [topic like email deliverability], and it made me think of our chat. It highlights [key finding like subject lines under 50 characters get 20% more opens]. If you’re working on [challenge like inbox placement], this might help. Want the link? I can send it right over!
Cheers,
[Your Name]
8. Trial/Freebie Reminder
Subject: Have you tried [Your Tool] yet?
Hi [Name],
I wanted to check if you’ve had a chance to try [Your Product like our project management tool] I mentioned last week. We offer a quick 14-day trial it could save you time on [common task like task tracking]. No strings attached! Let me know if you’d like to give it a spin, and I’ll set it up for you.
Thanks,
[Your Name]
9. Case Study Snippet
Subject: [Company] saw [X% like 25%] improvement could you?
Hey [Name],
One of our clients in [prospect’s industry like logistics] used our [solution like supply chain tool] and saw a [X% like 25%] improvement in [important metric like delivery speed]. It got me thinking: could [Company] benefit too? I’d love to chat about how we might help you hit similar goals.
Regards,
[Your Name]
10. Industry News Hook
Subject: [Recent News like new product launch] at [Prospect Company]
Hi [Name],
I saw [Prospect Company] just [milestone like launched a new product] huge congrats! That’s impressive. With this exciting news, I thought it might be a good time to check in about [how your solution aligns like scaling your support with our tool]. Would now be a good time to chat about [benefit like faster customer response]?
Looking forward,
[Your Name]
11. Direct Ask
Subject: Quick call to wrap up?
Hi [Name],
I’m reaching out one last time about [solution like our design services]. If you’re still interested, would you have 10 minutes this week for a quick call? If not, just let me know I’ll respect your space and won’t reach out again. Thanks for considering this!
Best,
[Your Name]
12. Offering an Out
Subject: Is this not a fit, [Name]?
Hey [Name],
I haven’t heard back, so I’m guessing [offer like our HR software] might not be a priority right now. That’s totally okay just let me know if that’s the case. If it becomes relevant later, I’ll be here to help. Thanks for your time!
Sincerely,
[Your Name]
13. Polite Break-Up
Subject: Last note on [Your Offer like analytics tool]
Hi [Name],
I’ve reached out a few times about [value proposition like better data insights] and haven’t heard back. I know things get busy! This’ll be my last email. If you’re still interested in [benefit like tracking ROI], just reply or book a slot here: [scheduling link]. Otherwise, I wish you all the best!
Warm regards,
[Your Name]
14. Re-Establish Value
Subject: [Name], can we pause here?
Hello [Name],
I’m guessing now might not be the best time for you to explore [product like our e-learning platform]. Before I step back, I wanted to check: would a quick demo video help? It’s just 2 minutes and shows [value like how we improve training]. Let me know if you’d like to see it!
Thanks,
[Your Name]
15. Friendly Check-Out
Subject: Wishing you well, [Name]
Hey [Name],
I’ll stop reaching out since it seems [solution like our event planning services] isn’t a fit right now. I really appreciate the chance to connect. If things change or you have questions about [topic like hosting events], I’m just an email away. Wishing you and the [Prospect Company] team all the best!
Take care,
[Your Name]
16. Post-Meeting Follow-Up
Subject: Next steps from our chat, [Name]
Hi [Name],
It was great chatting with you about [topic like our software demo] on [date like May 12, 2025]. I wanted to follow up on the next steps we discussed like [action like setting up a trial]. Have you had a chance to think it over? I’m here to help with any questions!
Best,
[Your Name]
17. Payment Reminder
Subject: Gentle reminder: Invoice [Number]
Hi [Name],
I hope you’re doing well! Just a quick reminder that invoice [Number like #1234] for [project like your website design] is due on [date like May 18, 2025]. I know things can get busy, so I wanted to check in. Let me know if you need a copy of the invoice or have any questions!
Thanks,
[Your Name]
18. Event RSVP Reminder
Subject: Don’t miss out, [Name] RSVP today!
Hey [Name],
I wanted to remind you about our [event like email marketing webinar] happening on [date like May 25, 2025]. We’d love to have you join us! Have you had a chance to RSVP yet? You can grab your spot here: [RSVP link]. Let me know if you have any questions!
Cheers,
[Your Name]
19. Feedback Request
Subject: [Name], got a sec for feedback?
Hi [Name],
I hope all’s well! I wanted to check in about the [project like marketing campaign] we wrapped up last week. Would you mind sharing your feedback when you have a moment? It’d really help us improve. Just a quick note or a call works whatever’s easiest for you!
Thanks so much,
[Your Name]
20. Renewal Polite Reminder Email
This is a friendly reminder template we use to notify customers when their subscriptions are nearing expiration. It highlights how our personal assistance can benefit them during renewal.
PS: Since this relates to potential cancellation, we send it well before the expiration date to give customers plenty of time to renew their subscription and use the product hassle-free.
Subject: Reminder: Upcoming Cancellation of [Service/Event/Subscription]
Hi [Recipient's Name],
Just a quick reminder that your [service/event/subscription] is scheduled for cancellation on [Date] due to [reason, e.g., payment issue, end of trial, non-renewal]. If you’d like to keep [service/event] active or explore available options, feel free to [mention next step e.g., update your details, contact support, renew here].
Let us know if you need help we’re happy to assist.
Best regards,
[Your Name]
[Your Position, if needed]
[Your Company]
[Contact Info or Support Link if applicable]
21. Friendly Meeting/Appointment
Reminder Email I always send this reminder email to anyone I’m meeting with, so I know they’re coming and my time is well spent! That said, I always make sure the tone is kind and leave room for rescheduling, so they know I’m flexible and can adjust the timing if needed.
Subject: Reminder- Upcoming Meeting on [Date & Time]
Hi [Recipient’s Name],
Just a quick reminder about our upcoming meeting scheduled for [Date] at [Time].
Location/Link: [Insert meeting link or physical address]
Topic/Agenda: [Brief description of what the meeting is about]
If you’re still good to go, no action is needed. But if anything has changed or you'd like to reschedule, feel free to let me know I’ll be happy to adjust.
Looking forward to our conversation!
Best regards,
[Your Name]
[Your Position, if needed]
[Your Company, if needed]
22. Feedback Request
Subject: [Name], got a sec for feedback?
Hi [Name],
I hope all’s well! I wanted to check in about the [project like marketing campaign] we wrapped up last week. Would you mind sharing your feedback when you have a moment? It’d really help us improve. Just a quick note or a call works whatever’s easiest for you!
Thanks so much,
[Your Name]
23. Proposal Follow-Up
Subject: Thoughts on the proposal, [Name]?
Hi [Name],
I wanted to follow up on the [proposal like pricing quote] I sent over for [project like your consulting needs]. Have you had a chance to take a look? I’d love to hear your thoughts or answer any questions you might have. Let me know what’s next!
Best,
[Your Name]
24. Action Item Reminder
Subject: Quick nudge on [Task], [Name]
Hi [Name],
I hope you’re doing great! Just a quick reminder about [task like reviewing the project doc] we discussed. Could you take a look by [date like May 17, 2025]? Let me know if you need more time or have any questions I’m happy to help!
Thanks,
[Your Name]
25. Survey Follow-Up
Subject: [Name], we’d love your input!
Hi [Name],
I hope you’re enjoying [product like our app]! We’re running a quick survey to hear about your experience, and I’d love your input. It’ll take just 2 minutes here’s the link: [survey link]. Your feedback means a lot to us!
Thanks,
[Your Name]
26. Onboarding Follow-Up
Subject: How’s onboarding going, [Name]?
Hi [Name],
I wanted to see how you’re settling into [program like our coaching program]. Have you had a chance to explore [feature like the resource library]? I’m here to help with any questions or to walk you through the next steps just let me know!
Best,
[Your Name]
27. Update Request
SUBJECT: [Name], got anyone in mind?
Hi [Name],
I’m so glad you loved the [project like graphic design work] we did together! I wanted to follow up on the referral we mentioned do you know anyone who might need [service like design help]? I’d really appreciate the intro if you do!
Thanks,
[Your Name]
28. Referral Request Follow-Up
SUBJECT: [Name], got anyone in mind?
Hi [Name],
I’m so glad you loved the [project like graphic design work] we did together! I wanted to follow up on the referral we mentioned do you know anyone who might need [service like design help]? I’d really appreciate the intro if you do!
Thanks,
[Your Name]
29. Product Update Announcement
SUBJECT: New [Feature] for you, [Name]!
Hi [Name],
I wanted to let you know we just rolled out a new [Feature like task automation] in [Product like our app]. It can help with [benefit like saving time on scheduling]. Have you checked it out yet? Let me know if you’d like a quick walkthrough!
Cheers,
[Your Name]
30. Polite Email Reminder After Sales Pitch or Demo
Follow-up For you, this polite reminder, email stands out for two simple reasons:
Natural CTA: It invites next steps or questions without putting pressure on the recipient.
Quick Recap: It gives a brief overview of the meeting without repeating the whole pitch.
Our sales team sends this reminder to our leads after a demo call for follow-up, and it really gets us results!
Subject: Any Questions After Our [Demo/Call]?
Hi [Recipient’s Name],
Thanks again for your time during our recent [demo/meeting].
I enjoyed learning more about [Recipient’s Company] and sharing how [Product/Service] could support [brief benefit]. Just checking in to see if you have any questions or thoughts since we last spoke.
If it makes sense, I’d be happy to chat about the next steps or share anything else you need.
Looking forward to your thoughts!
Best,
[Your Name]
[Your Position]
[Your Company]
Related Reading
• Unprofessional Email Address Examples
• Omnichannel Lead Generation
• Sales Funnel Email Sequence
• Nurture Email Sequence
• How to Change Email Signature in Outreach
• Email Outsourcing
• Email Management Tips
• Find Email of Twitter Account
• Partnership Email Template
A Checklist to Follow While Writing the Polite Nudge Email Reminder
1. Reply in the Same Thread: Keep It Connected and Organized
One strategy that can significantly impact your polite emails is replying within the same thread. There are two reasons to do so, and they align closely with the goals of reminder emails.
It saves time and provides context. By keeping the conversation in one thread, you help the recipient quickly review the entire discussion without having to search for related emails. This respects their time and ensures clarity.
It shows attentiveness. When you refer to specific points or questions from prior messages, it demonstrates that you’ve invested time in writing the email. So, remember, when it comes to writing reminder emails, keep it all connected and organized. Your recipients will appreciate the clarity and will be more compelled to respond.
2. Keep Your Tone Friendly and Respectful: Avoid Demanding Emails
Even if you’re in a rush or feeling anxious, you need to maintain a positive and friendly tone throughout the email. The words and phrases must convey a warm and approachable attitude. Also, your email should show appreciation for the recipient’s time and consideration.
Note: Before sending your email, review it to ensure it does not sound aggressive or demanding. This is because the primary goal of reminder emails is to motivate the prospect to take action; however, if you’re demanding, it might create friction between you and the recipient.
3. Start With a Warm Greeting & Keep the Message Simple: Get Right to the Point
We all know that conciseness and warmth are the soul of polite email reminders! Therefore, keep your reminder emails concise; you are respecting both your time and your recipient’s time. Be direct yet polite so the recipient can quickly understand the context of your message.
Example phrases:
I’m following up on [task].
I just wanted to remind you about [subject].
This is a friendly reminder regarding [task].
As mentioned in my previous email…
Make sure to remind them about the specific matter right at the start, so there’s no confusion. Moreover, if you had previously discussed something or sent a request, mention that so they can quickly recall the details. Always begin with a friendly salutation, such as a simple, personalized greeting.
Example greetings: “Hello [Name],” “Dear [Name],” This approach shows that you’re respectful and ready to engage in a meaningful conversation.
4. Personalize Your Reminder: Ditch the Generic Emails
Personalization does NOT work only in cold emailing! Nobody likes reading generic emails; therefore, they will likely be ignored. Why? Because generic emails feel impersonal and show you don’t really care about the recipient. Personal suggestion is to personalize your reminder emails by including their name and referencing our previous conversation. This shows you remember who they are and have a specific reason for reaching out. This strategy not only makes your reminder email message more meaningful but also boosts the chances of getting a response.
5. Use Proper Formatting and Grammar: Help Your Reader out
People scan emails rather than reading them word by word. If your email isn’t well-formatted, recipients likely won’t continue reading. They prefer emails they can understand quickly ideally getting the main point in under a minute.
Make your reminder emails more effective by:
Using short paragraphs.
Adding bullet points for key information.
Including plenty of white space.
PS: Always check for grammatical errors before sending. Error-free emails demonstrate your attention to detail and create a positive impression on your prospects.
6. Choose the Right Timing: Be Considerate of Your Recipients
Timing is very important when it comes to sending polite email reminders. Here is the timeline to follow while sending reminder emails:
General Follow-Ups (No Response) Timing: 3–5 business days after the initial email
Meeting or Appointment Reminders:
First Reminder: 24–48 hours before
Second Reminder (Optional): 1–2 hours before
Invoice or Payment Reminders:
First Reminder: 2–3 days before the due date
Second Reminder: On the due date
Final Reminder: 3–5 days after the due date
Abandoned Cart Emails:
First Reminder: 1–2 hours after cart abandonment
Second Reminder: 24 hours late
Final Reminder: 48–72 hours later
Proposal or Contract Follow-Up: Timing: 3–5 days after sending the proposal
Second Follow-Up: 7–10 days later if no response
Project or Task Collaboration Reminders:
Timing: 1–2 days before the task deadline
Follow-Up: On the deadline day if not completed
Feedback or Review Requests: Timing: 2–5 days after the product delivery or service interaction.
7. Use Automation: Streamline Your Process
Writing polite email reminders for your recipients manually can be a challenge, as it requires a significant amount of time and effort. There are automation tools in the market that can help you optimize and enhance the entire process of sending reminder emails. But in a market filled with automation tools, finding the ideal solution can be overwhelming!
8. Ask for Action But Politely: End With a Call to Action
Ensure that you conclude your reminder email with a clear call to action. Why are you sending the reminder email in the first place? You want to ask the recipient to complete a task or take an action on your request. Remember to do so politely so that you don’t come across as demanding.
Soft phrasing examples:
Could you please [do something]?
I would appreciate it if you could [do something].
When you have a moment, could you [do something]?
Would it be possible for you to [do something]?
Related Reading
• How to Sign an Email Professionally
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• Sales Accepted Lead vs Sales Qualified Lead
• Podcast Email Examples
• Email Quote Template
• How Long Should a Newsletter Be
• How to Cold Email for Research
• How to Cold Email for an Internship
• How to See if Someone Read Your Email on Outlook
• PR Pitch Email Example
• Best Sales Acceleration Tools
• Lead Nurturing Tools
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