How to Send a Gentle Reminder Email to Boss for Approval | 6 Essential Tips

Key Takeaway

The key to writing a gentle reminder email to the boss for approval is to ensure your tone is polite and professional. Begin the email by formally addressing your boss and explaining why you’re sending the reminder. Be sure to let them know that you need their approval or input on something and that, if possible, you’d like them to respond as soon as possible. Thank them for their consideration in advance, and make sure to mention any deadlines associated with their response. Close the email with a polite sign-off such as “Sincerely” or “Best Regards” followed by your name.


Let’s face it, we’ve all been there. You’ve sent an email to your boss, maybe about a project approval or a vacation request, or promotions, but you are not getting the response you have been waiting for. Now, you are in a dilemma …how to send a gentle reminder to boss without offending him/her. Don’t worry, you’re not alone! Sending a gentle reminder email can be tricky – you want to be ‘proactive’ without coming across as ‘pushy’.

So, how do you strike the right balance? Let’s break it down:

How to Write a Gentle Reminder Email to Boss for Approval
How to Write a Gentle Reminder Email to the Boss for Approval

5 Essential Tips for Sending Gentle Reminder Emails to Your Boss

Crafting the Perfect Subject Line: That Opens Door

Capturing your boss’s attention right away can be tough, especially with overflowing inboxes. It was found in a study by Adobe that 70% of employees read emails while they are watching television. A strong subject line is crucial, as it’s your first (and maybe only) chance to make an impression and get your email noticed. Think of your subject line as the movie trailer – it needs to grab attention and entice your boss to “watch” (or in this case, read) the full email. Keep it concise and to-the point, like:

  • Following Up on [Project Name] Approval
  • Checking In on Vacation Request for [Dates]
  • Quick Question About [Topic]

This article on how to write an effective subject line in a business letter (professional email) with examples will help you.

Bodybuilding (Your Email): The Art of Polite Persistence

Start with a friendly greeting, then get straight to the point. Briefly remind your boss about the original request and its importance. For example:

Hi [Boss’s name],

I hope you’re having a productive week. I’m just following up on my email from [date] regarding [topic]. I’d appreciate it if you could take a look at it when you have a moment, as [explain reason for urgency, e.g., deadline approaching, need to move forward with next steps].

Sprinkle in Some Gratitude: Honey Catches More Flies Than Vinegar

Always thank your boss for their time and consideration. A little appreciation goes a long way!

“Thanks for your time and support, I look forward to hearing from you soon.”

Timing is Everything: Choose Your Moment Wisely

Avoid sending reminder emails on Monday mornings or Friday afternoons when your boss might be swamped. Mid-week, during regular business hours, is usually a safe bet.

Bonus Tip: The Power of the “P.S.”

Use the P.S. section to subtly highlight the urgency or importance of your request.

P.S. I need to finalize [task] by [date], so your prompt response would be greatly appreciated.

Remember, it’s all about finding the right balance between being assertive and respectful. By following these tips, you can craft gentle reminder emails that get results without stepping on any toes.

Tips on how to send gentle reminder email to manager. Writing a gentle reminder to your boss for approval can be tricky, as you don’t want to look pushy or aggressive. However, you can follow some essential tips and strategies to get your job done with a polite and compelling message. When writing a gentle reminder to your boss, here are some things to consider: Be Clear: Make sure your message is clear and concise to convey the right tone and gets your point across effectively. Be sure to state the purpose of the email in the subject line. Be Courteous: Always use language that is respectful and polite. Make use of words such as “please” or “kindly” when asking for something from your boss. Include Necessary Details: Provide enough information, so your boss understands the context of the request without having to refer back through any previous emails or messages. This means including relevant details like dates, deadlines, or other important factors for consideration in making an informed decision about approval. Maximize Focus on Solutions: While gently reminding may be necessary, try to focus more on solutions rather than simply reinforcing the problem at hand. Point out possible solutions that may make the work process more efficient and suggest positive outcomes from their approval for them to quickly make an informed decision. Close with Gratitude: End by expressing gratitude for their time and effort in considering your request – this will also leave them with a good impression of you while they consider approving it. Time it perfectly: Choose the time carefully to send the reminder email to your manager. Don't just shoot the email at a time that works for you. Put yourself in your manager's shoes and think about when it would be okay for them to get this email.
Tips on how to send a gentle reminder email to manager

HR Cabin shares many templates of gentle reminder emails to the boss which you might want to check out.

Avoiding Common Email Reminder Mistakes: Don’t Be That Guy

Even with the best intentions, it’s easy to slip up. Here are some common pitfalls to avoid:

  • The Rambling Email: No one enjoys reading a novel in their inbox. Keep your email concise and to the point. Read this blog post on How to Keep Your Emails Concise and to the Point | 10 Must-know Tips for Young Professionals!
  • The Vague Email: Provide enough context so your boss doesn’t have to play detective.
  • The Ghost Email: If you don’t hear back after a reasonable time, follow up with a polite nudge. A quick “checking in” can work wonders.
  • The Demanding Email: Maintain a respectful and professional tone, even if you’re feeling frustrated.
  • The Email Bombardment: Don’t spam your boss with multiple reminders. Give them time to respond.
  • The After-Hours Email: Respect your boss’s personal time. Unless it’s a genuine emergency, avoid sending emails outside of work hours.
Common mistakes in reminder text message to boss and how to avoid them. Not being concise: Too much detail in a reminder email can be overwhelming and lead to confusion. Keep the message short and to the point. Not providing enough information: When sending a reminder email, make sure to include all the necessary information and provide any additional detail that may be helpful to make an informed decision by the manager. Not following up: Don't just send a reminder email and forget about it. Follow up with a phone call or text message to make sure the recipient is aware of the reminder. Not being polite: Don't be pushy or demanding when sending a reminder email. Use polite language and be courteous. Sending too many reminders: After you send the boss a reminder email, you should give them a certain amount of time to think about it and decide. Don't send too many emails and wait. If you wait and still don't get what you want, it's always better to talk to your boss directly instead of sending many chain emails. Sending Reminder emails after work hours: It is a gesture of unprofessionalism. You don't want to bother your boss when he or she is having personal time with family. Whatever important email it is, it can wait for the next day.
Common mistakes in a reminder message to the boss and how to avoid them

Alternative Communication Channels: Sometimes, a Different Approach is Needed

If your email reminders are consistently ignored, consider alternative communication channels:

  • Instant Messaging: If your company uses a platform like Slack or Microsoft Teams, a quick message can be a more immediate way to get your boss’s attention.
  • Face-to-Face Interaction: Sometimes, a brief conversation in person or via video call can be the most effective way to resolve the issue.
  • Project Management Tools: If your request is related to a specific project, use your company’s project management tool to leave a comment or update the status.

The Takeaway: Be a Proactive Problem-Solver

Sending gentle reminder emails is an essential skill in the professional world. By mastering this art, you can ensure your requests are heard, projects stay on track, and you maintain a positive relationship with your boss. Remember, it’s all about clear communication, respect, and a little bit of tact. Now go forth and conquer your inbox!

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