assignment reminder email

How to Send the Perfect Friendly Reminder Email (Without Being Annoying)

Published: April 12, 2023

Over 319 billion emails are sent daily, while the average open rate is 16.97% across all industries. That means that billions of emails get overlooked in inboxes everywhere. So what can you do to get your message opened without being pushy or spammy? By sending friendly reminder emails.

Knowing how to write a friendly reminder email is one of the best tools for nudging people about upcoming meetings, missed payments, job applications, important events, and more. And when done right, a good one can be a relief to recipients if you land the right tone and timing.

In this post, we'll explain how to go about email reminders in a friendly way and share some stellar examples and templates to help you along the way. And if you're in a pinch, jump to the information you need:

Writing a Friendly Reminder Email

How to send a friendly reminder email, friendly reminder email template, friendly reminder email examples.

• Takeaway Friendly Reminder Email Tips & Mistakes

Friendly reminder emails are best to send when something important is coming up or when a deadline has been missed. Reminder emails are ideal for:

• Noting upcoming meetings or events.
• Following up on invoices or payments.
• Reminding people about missed deadlines.
• Getting back in touch about a project.
• Staying top of mind when applying and interviewing for a job.

Free Reminder Email Templates

Follow up with colleagues, sales prospects, recruiters, and networking connections. Great for...

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No matter the purpose, the main things to keep in mind are the tone and timing of your email.

The tone of every friendly reminder email should be polite and professional but urgent and to the point. Nudging someone about a missed deadline requires a different tone than reminding a colleague when to meet for coffee. If the situation requires immediate action, like a missed deadline, you can use language that's to the point yet understanding.

Adding "Action Required", "Request", or "Reminder" to your subject line draws attention immediately and can jumpstart the recipient into action. While active language is good form, capitalizing your entire subject line is typically not. All caps can come across as aggressive and out of place, especially if the rest of your message is friendly and conversational.

For more casual reminders, choose words that are active but less urgent. Subject lines that include phrases like "Following Up", "Checking In", or "Next Steps" are effective in these situations.

The tone is just one element of a friendly email reminder. You also need to get the timing just right. There isn't a single best time for each situation, but these are the most common time frames for each reminder email.

How long should you wait before sending a reminder email?

• Upcoming meeting: One to two days ahead of time. Give people involved in the meeting a few days of lead time, as they may have items to prep beforehand.
• Upcoming event: Three to 14 days before the event. You can send multiple reminders leading up to the event to build enthusiasm and ensure everyone is clear about the timing and scheduling.
• Upcoming deadline: Varies by project. Give people more time for a complex project and a shorter time frame for a simple task.
• Past due payment or deadline: One day after the due date. You want to remind people when it's top of mind and show that you're waiting for them to take action.
• Job application: The Muse recommends waiting five to 10 business days before following up. If someone recommended you for the position, check in with them for insight before contacting the HR team or hiring manager. This may seem like a long time but Indeed found that 44% hear from employers within a couple of weeks of applying and only 37% hear back within one week.
• Job interview: If an interview is scheduled a few weeks out, it's best to check in the day before to ensure the time still works for everyone involved. If someone is supposed to contact you after a job interview, hiring managers suggest waiting until after the agreed-upon timeline to send a reminder email. Still no word? Wait five to seven days before hitting "send."

Now that you know the perfect time to send each reminder email, it's time to figure out what to include so you sound friendly and get a quick reply back.

Free Friendly Reminder Email Templates

Get your free reminder email templates..

All friendly reminder emails should be clear, kind, and concise. You want to be polite enough to encourage people to take action but not so passive that people ignore your message. The best email reminders have five core elements.

1. Subject Line

A good subject line will get you far when sending reminder emails. The recipient should know why you're sending a reminder and feel compelled to act. Salespeople know this better than anyone, so why not take a tip or two from these catchy sales email subject lines ? The main idea is to keep your subject line brief and add urgency so the recipient knows it's time-sensitive.

2. Greeting

A greeting sets the tone for the body of your email, so don't skip over it.

• Casual Greeting: Use a more informal greeting like "Hi there, Danielle" or "Hey, Jonathan."
• Formal Greeting: If your company uses more formal language, start with "Hello, Kate."
• Special Exception Greeting: Beginning with "Dear" is generally too formal for a friendly email reminder, but stick with it if that's your company's default greeting.

The body of your email is where you let the recipient know why you're emailing them. Here's where you provide context about the project, deadline, payment, meeting, or whatever situation needs a nudge. Include specific names and dates if it helps clarify your message, and mention a recent tidbit about the person or company. Here are a few examples of what this section can look like:

• With the end of the month (and the quarter) fast approaching, we'd like to get all invoices in as soon as possible.
• I'm still working on the article, Top Entrepreneurship Tips for New Founders, and would love to include your thoughts in the piece. With ABC company's recent funding round and growth, you've navigated the past year so well.
• I'm checking in to remind you about the upcoming Q4 Content Planning meeting scheduled for this Wednesday, August 1 at 2 p.m. EST. Looking forward to starting it off with your analytics report.
• As you prepare for the presentation, please remember to send the slides you'd like to include by the end of the day on Monday, July 30. Does this still work for you?

Once you've set the stage by providing context, it's time to slide in your reminder or request. Don't get too long-winded here or you may lose the recipient's attention. If you want an immediate response, it's helpful to wrap your request with a question to encourage people to take action right away.

• Please send your invoice for all work from our most recent contract to [email protected] and CC me. If you have any questions, you can reach me at (222) 222-2222.
• If you'd like to send in a quote for the article, please share your answer to the following question and explain your reasoning behind it. What tip would you give new entrepreneurs to help them successfully run their business this year?

5. Sign-off

You've made your main point and request, so it's time to sign off with a friendly closing.

• Thank you for taking the time to work through this.
• Thank you for prioritizing this project.
• I appreciate your effort as we finish this proposal.
• I look forward to hearing from you.

Remember to include a closing sign-off that follows the same tone as the rest of your email.

• All the best
• Thanks again

Wrap up the email with your first name for a friendly tone, or your full name for a more formal tone. If you need to provide additional context, include your job title, company name, or contact information after your name.

30 Free Follow-Up Email Templates

Drafting your first few reminders can be daunting. Luckily, this reminder email template makes it simple to fill in the blanks and send off a well-worded message. You can easily customize this template to suit your needs. If for any reason it doesn't quite suit your requirements, feel free to explore our extensive email template library for some fresh inspiration.

To use the template, simply copy and paste the text, and fill in the blanks with your copy. Remember to read through the final version before sending it to ensure proper grammar and flow.

Hi [Recipient Name],

Thanks for [Reference a Specific Nicety].

The [Relevant Team] is prepping for the [Meeting Name] this coming [Day], [Date] at [Time]. We're excited to hear your ideas for [Recipient Connection to Meeting]. To make everything run smoothly, I'm asking everyone to [Your Request] by [Date] at [Time].

I appreciate [Relevant Sentiment].

All the best,

[Your Name] .

If you want to make your emailing process even easier, check out HubSpot's email scheduling feature to automatically send your friendly reminder email to every recipient you need — when you need to.

Start Scheduling Emails Today for Free

1. Friendly Meeting Reminder Email

If your team has important, seasonal meetings that aren't typically part of their weekly expectations, it may benefit you to share a casual team meeting reminder. Briefly outline the topic, location, and expected deliverables needed to hold the meeting properly.

Once you send your email off, all that's left is to wait for a response. The tricky part is knowing whether to send an additional follow-up email .

HubSpot is offering 30 free follow-up email templates to get back in touch with your network, and below are two of our favorite friendly follow-up examples.

2. Friendly Reminder for a Due Date

Professionals have to juggle many different responsibilities to achieve their own quotas, and help team goal achievement. If you're looking for a way to gently remind them of an important due date or deliverable, remind them and ask if they're experiencing any roadblocks.

3. Friendly Reminder Email for Favor

Sometimes you can send a casual reminder email to request a favor from someone in your network. To do this, make sure you're thankful for what they've already done for you and that you briefly outline the benefit of the favor.

If you're looking for additional email templates, download the rest for free .

Now that we've gone over the makings of a good reminder email and shared versatile examples, you're ready to start drafting your own. But before you go, remember these last few takeaways.

Friendly Reminder Email Tips

Provide a clear solution..

Your reminder should provide a basic overview of what the recipient should do next. This can include brief instructions or a pathway to a solution they can execute.

Encourage a response.

If you think your previous messages aren't being received or read, encourage your recipient to notify you when they've received your message. This ask isn't hard to fulfill, and it's a good way to ensure your message is received.

Friendly Reminder Email Mistakes

Beating around the bush..

You want to get to the point when sending a reminder, so don't clutter your email when paragraphs that your customer or colleagues don't want to read. Make your reminder clear and concise so they know what the reminder is for fast — without beating around the bush.

Coming across as unnecessarily apologetic.

It may feel like you're annoying someone when you're resending the same message, but there's no need to apologize. Let your friendly email reminder be just that, and don't feel guilty. You may help someone remember an event or deadline they meant to attend or fulfill.

Friendly Reminder Emails Work

While sending a second or third reminder email is frustrating, remember that people have a lot going on. Hang tight for a few days before sending another message. If urgent, you can follow up sooner — just keep a friendly, patient tone. People will be more receptive to your request and appreciative of the note, which is what reminder emails are all about.

Editor's note: This article was originally published in July 2021 and has been updated for comprehensiveness.

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There may come a time when you don’t get an answer to your email or you have to send an email to remind people of important information, so it’s important to know how to write a friendly reminder email. These emails are also great when the response you’re looking for is time-sensitive, like when you’re confirming a meeting or haven’t received the work that’s due from a co-worker .

Whether you need to remind someone of an important meeting or are looking to get a response, we’ll go over how to write a friendly reminder email and provide a friendly reminder email example. We’ll also give you some tips to keep in mind when writing your email.

Key Takeaways:

The goal of a reminder email is to elicit the intended action from the other person.

When writing a friendly reminder email you should make sure you have an informative subject line so it can be easily seen.

These emails should remain professional no matter how annoyed you are with the person.

These emails should be solution-oriented and they should be direct without being rude.

What is a friendly reminder email?

5 steps for how to write a friendly reminder email, friendly reminder email example and template, tips for writing a friendly reminder email, friendly reminder email faq.

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A friendly reminder email is a courteous nudge toward someone you’ve reached out to previously to encourage a quick response. It puts the issue or reason for contact in the front of the receiver ’s mind and inspires them to respond as soon as possible.

A friendly reminder email is usually sent as a preemptive measure before something happens to ensure it gets done or as an action that is taken after an expected task hasn’t been accomplished.

If they haven’t answered your previous email, they end up responding. If you haven’t received payment for an invoice that you sent, the money is sent out. If you’re following up with a recruiter about a submitted application , they reach back out to you. A friendly reminder email is written with this goal in mind.

It’s easy for an email to get lost in the shuffle of the numerous other correspondences that a person has. A friendly reminder is a light-hearted and simple way and brings your email back to the top of the list of their concerns.

When writing a friendly reminder email, you should start with an informative subject line, have a professional greeting, and then introduce the situation. Below is a more detailed list of how to write a friendly reminder email:

An informative subject line. To begin a friendly reminder email, you need to get the recipient to own the email with an informative subject line. The subject line for this type of correspondence should be direct but still professional. You want the recipient to completely understand what the email will be about before opening it.

Confirming the meeting on 06/14/21 Checking in on my previous request A quick reminder about the company policy Meeting tomorrow, please provide your confirmation right away

A professional greeting. To kick off the email, you need to open it with a professional greeting as you would with any other correspondence.

Alternatively, you could just begin the email with their name and get right into the details of why you’re reaching out. This is often used when you’re in communication with a person often, like your co-worker.

Examples of professional greetings include:

Dear ___, Hello, ___, Good Morning/Afternoon/Evening ___, Hi, ____,

Introducing the situation. Now that the typical professional email format has been incorporated, you can introduce the situation at hand.

Be succinct when describing why you’re reaching out. You want to lay out exactly why you’re sending the reminder within the space of a paragraph or two at most. Even if you’re frustrated with the situation, though, maintain a positive demeanor.

Proposing the solution. Once the situation has been set, you need to wrap up the reminder by proposing a viable solution for the recipient to follow. The solution varies depending on the circumstance at hand.

Proposing a solution in a friendly email reminder makes it easy for the recipient to get the task done immediately without wondering what you’re looking for. It allows the recipient to accomplish the desired action without any confusion.

For example, if a supervisor is writing a friendly reminder to a team member because they haven’t turned in an assignment that’s past due, they would propose a solution like “Please turn in the work by Friday at 5 PM”.

Signing off the email . The majority of the reminder email is finished, and all that’s left to do is end it properly. This is done by signing off the email professionally.

Since you’re writing correspondence with the intention of reminding the recipient to answer, you can close the letter with one final line showing a bit of appreciation for accomplishing the task as requested. After you’ve written the final line to wrap up the reminder nicely, simply use a professional email sign-off and write out your name.

Thanks in advance Looking forward to hearing from you Many thanks for your quick response Best Regards,

Here are some friendly reminder email examples and a template to help you start your email:

Friendly reminder email template:

Subject line: [An informative subject line] [Greeting] [Employee name], I am just following up to check to see if you got my previous [what is being requested]. I know you’re super busy and there’s a chance my last email got buried. If you get a chance, could you [proposed solution] [time needed by] so I can finish the project we have been working on. I really appreciate it. [Sign off]. [Your name]

General friendly reminder email:

Subject line: Checking in on my previous request Good morning John, I am just following up to check to see if you got my previous request for the spreadsheet. I know you’re super busy and there’s a chance my last email got buried. If you get a chance, could you send it to me by the end of the day at 5 p.m. so I can finish the project we have been working on. I really appreciate it. Thanks in advance. Emily Smith

Collaboration friendly reminder email example

Subject line: Reminder of our collaboration project deadline approaching Dear Mark Miller, I am just following up about our ongoing collaboration project, which is due for completion on August 25, 2023. As the deadline is fast approaching, I believe it’s essential to ensure that we stay on track to deliver our best work. I was hoping we could meet to review the current status of the project and go over any questions or concerns that may have arisen. Please let me know your availability for the meeting and I will be happy to coordinate a time that works best for all of us. Best regards, Winston Day

Business email friendly reminder example

Subject Line: Friendly reminder of the upcoming deadline Dear Pam Scott, I wanted to send a friendly reminder email about the upcoming deadline of August 15, 2023. I want to ensure that we are on track to meet our goals. I understand some schedules may be busy and multiple priorities may be overwhelming, so I want to offer my assistance if I can. If you have any questions or require additional resources to facilitate your progress, please don’t hesitate to reach out. Let’s make this a successful and rewarding endeavor for all of us. Looking forward to hearing from you, James Miller

When writing a friendly reminder email, be sure you are direct and solution-oriented. Below are some more tips to keep in mind when writing your friendly reminder email:

Be direct and succinct. A friendly reminder email isn’t the place to beat around the bush of making your point. You’re trying to encourage action from the recipient as soon as possible, which means you want them to understand the email clearly.

Exhibit direct communication . Don’t incorporate any extra fluff in the email that distracts from its main purpose.

If you’re having trouble deciding whether something should be included in the email, refer back to the bare-bones layout for a friendly reminder. It should only include:

The situation

A proposed solution

Be solution-oriented. While a big part of a friendly reminder email is outlining the situation at hand, you should be equally focused on a solution. Being solution-oriented is important for this type of correspondence because it takes the edge off of initiating a reminder.

Don’t be apologetic. While writing a reminder can feel awkward or pushy, it’s important that you don’t apologize for the situation. Apologizing in a reminder email puts you in the wrong.

Don’t hesitate to send more than one reminder. There may be a time when you have to send more than one reminder email about something. This is fine as long as you are polite and friendly in the email. Be sure you just reiterate what needs to be reminded and offer your solution. Make sure you don’t send too many reminder emails because it may be annoying.

How do you professionally say friendly reminder?

Some ways to professionally say friendly reminder include:

“I Thought I’d let you know.”

“As a quick note.”

“Can you confirm that the information is correct?”

What is a gentle reminder in an email?

A gentle reminder in an email is the professional way to ensure that important information is not overlooked or forgotten. A gentle reminder email should have a respectful and professional tone. The goal of the email is to remind the recipient of important information or to remind them about a meeting.

The University of North Carolina at Chapel Hill – Effective Email Communication

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Sky Ariella is a professional freelance writer, originally from New York. She has been featured on websites and online magazines covering topics in career, travel, and lifestyle. She received her BA in psychology from Hunter College.

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How to Write a Reminder Email (With Samples)

Hannah Yang

If someone you’re working with hasn’t responded to you in a timely way, you might be wondering if it’s time to send them a polite reminder email.

It's hard to write these emails because you don’t want to come across as rude or pushy, but you shouldn’t be afraid of reminder messages.

Failing to communicate your expectations can leave you and the person you’re corresponding with in an awkward limbo.

This article will explain the etiquette for sending a reminder email and provide some templates you can tailor to fit your situation.

What Is a Reminder Email?

When should you send a friendly reminder email, how to write a gentle reminder email, reminder email samples, conclusion on friendly reminder emails.

A reminder email is a friendly email you send to someone to request that they act.

For example, if your client has missed a payment deadline, you might send them a reminder message to ask when you can expect their payment.

A reminder email has two purposes. It prompts a faster response in a courteous way and it re-establishes a line of communication, so you and the person you're emailing can stay on the same page.

There are many situations in which you might need to send a reminder email.

One common scenario is when you're dealing with a missed deadline.

If your coworker fails to finish a task by a specific date, you might find yourself unable to move forward with your own work. In that scenario, it makes sense to send a reminder to ensure that they complete their task soon.

Another scenario is when you're working with a client who hasn’t paid for your services on time.

After the payment deadline has passed, it’s better to send a reminder than to keep waiting. Most likely, your client has forgotten the deadline, and your message will prompt them to complete the payment.

If there's a more serious reason why they weren't able to meet the deadline, your email will give them an opportunity to explain the situation and discuss alternative options.

Similarly, you might be working with a vendor who hasn’t delivered the goods or services they’ve promised. In that case, it makes sense to send a reminder to make sure nothing has been forgotten or lost in the system.

You could also send your colleagues a reminder email about an upcoming meeting or event. That way, you can ask for RSVPs and make sure nobody forgets to put the event on their calendars.

A trickier scenario is if someone has promised to do you a favor and hasn't followed up on it. In these types of scenarios, it makes sense to send a reminder email to see if the favor is still on the table, but you should do so in a courteous and kind way.

Don’t forget that they’re going out of their way to do something for you.

In general, whenever you find yourself waiting for someone and you haven't checked in with them in a while, it might be a good idea to send them a reminder email.

How Long Should You Wait Before Sending a Reminder Email?

The ideal timing for sending a reminder will vary depending on the situation.

If you’re reminding someone about a deadline you’ve agreed upon, it's best practice to send a reminder email on the first business day after the deadline has passed.

The longer you wait, the more awkward the situation becomes, and the more likely it is that the action you’re waiting for will be delayed.

The situation is slightly different if the scenario is urgent.

You can follow up after a single business day, or even on the same day as your last communication, if the action you're waiting on is extremely time-sensitive.

On the other hand, if you’re in a scenario without a clear deadline, it’s best practice to wait a little longer before sending an email.

In most cases, it makes sense to wait at least a week after your most recent correspondence before sending a follow-up email.

So what exactly should you include in your reminder email? Here are six tips for writing a courteous, but effective, email.

Tip #1: Start with a Friendly Check-in

You can mitigate the risk of coming across as pushy or unprofessional by starting with a friendly check-in to establish a rapport with the other person.

Here are a few friendly openers:

• I hope everything’s been going well since the last time we spoke.
• Thank you so much for taking the time to chat with me last week. It was a great conversation.
• Thank you for your great work on the project so far. I think we’re going to achieve a fantastic final product.

Tip #2: Avoid Using Blaming Language

Try not to say anything that implies the other person is at fault. Avoid language like “you missed the deadline” or “you’re late with your payment”, even if these things are true. Instead, try starting your sentences with “I” or “we”, rather than “you”, so it doesn't feel like you're blaming them for not responding sooner.

Here are some phrases you can use to state the problem without using accusatory language:

• I haven’t received payment from you yet.
• I’m reaching out because I’m unable to proceed with the project until I receive that document from you.
• I’m reaching out because I need your response soon.

Tip #3: Make a Specific and Actionable Request

The ultimate purpose of a reminder email is to prompt a follow-up action.

You should make it clear exactly what you hope the person will do after reading your email. It’s important to provide a specific call to action so you can move forward.

Here are some examples of specific requests:

• Let me know when I can expect to receive that document from you.
• Please send me your invoice by Friday so I can wrap up the payments by Monday.
• I'd appreciate it if you could respond by the end of the day.

Tip #4: Encourage Follow-up Communication

You should finish your email with a line that gives the recipient the benefit of the doubt and encourages them to voice any questions.

There might be a specific reason why they did not meet the deadline, so give them the opportunity to ask for more time and offer help if they need it.

Doing so will ultimately benefit you both, since it makes it more likely that you’ll receive what you need in a timely manner.

Here are some examples of ways to close off your reminder email:

• Thank you for making this a priority. Let me know if there’s anything I can do to expedite this process.
• Feel free to reach out if there’s anything I can do to help with the process.
• I look forward to hearing from you. Please let me know as soon as possible if you won’t be able to make the new deadline.

Tip #5: Use a Specific Subject Line

The subject line of your email should be clear, specific, and professional.

If you’re sending a reminder email about a missed deadline, you can use a phrase like “Action Required” or “Response Required.”

These phrases let the recipient know that your email is urgent and requires a follow-up and makes it more likely that they'll respond quickly.

Of course, if you’re emailing about a favor, you should use much gentler language. "Reminder," “Following Up,”, and “Checking In” are better subject lines for less urgent scenarios.

• Response Required: Payment Deadline
• Checking In On [Reason for Reminder Email]
• Reminder: [Event Name]

Tip #6: Use a Grammar Checker

After completing your email, you should check that there are no grammar or spelling errors. Why not use PWA as a quick and easy alternative to scanning through and doing it yourself?

Common email errors include:

• Incorrect punctuation
• Incorrect capitalization
• Spelling mistakes

Here are some reminder email samples you can use.

Friendly Reminder to Boss

Subject Line: Following Up on My Vacation Request

Dear [Boss’s First Name],

I hope you had a wonderful weekend!

We recently chatted about the possibility of me taking some time off next month so I can visit my family for the holidays. I was hoping to get that approved as soon as possible so I can book my flights.

Please let me know if you can approve that request. If there’s anything else you need from me in order to proceed, I'd be happy to provide more information.

Thanks so much!

[Your Name]

Gentle Reminder to Client

Subject Line: Response Required: Payment Reminder

Dear [Client’s First Name],

Thank you again for trusting me with your commission. I’m really looking forward to creating a product that fits all the requirements we discussed on our last call.

I’m reaching out because I haven’t received a deposit from you by the date we agreed upon and, unfortunately, I’m unable to proceed with the project until I’ve received it. Because I run a small business, I rely on my clients to pay in advance so I can cover the cost of materials.

Please let me know when you can send me your deposit. Feel free to contact me if you have any questions or concerns. I'd be happy to discuss alternative payment plans if needed.

Professional Reminder to Coworker

Subject Line: Action Required: [Reason for Reminder]

I hope your week is off to a good start!

I’m reaching out because I’m still waiting on [document name] from you, which I was expecting to receive last week.

Please let me know when I can expect to receive it. I do need it urgently, since the project due date is coming up soon, so it would be great if you could get back to me as soon as possible.

Feel free to stop by my desk if you have any questions. I really appreciate you making this a priority!

Kind regards,

Event Reminder Email

Subject Line: Reminder about [Event Name] on Friday

Thank you for all your hard work so far on this project.

Remember that we have the steering committee meeting with the client on Thursday morning, which is when we’ll present our progress to them and hear their input. Please come to the meeting with all your deliverables ready.

Thanks again for all the great work!

Interview Follow-Up Email

Subject Line: Follow-Up on Interview

Dear [Hiring Manager],

Thank you again for taking the time to interview me. I really enjoyed our conversation, and I learned a lot about the company.

You mentioned that you were hoping to select a candidate by last Friday, and as I haven’t heard anything yet, I’m writing to follow up to see if you have any updates.

Please let me know if there’s anything else you need from me throughout the hiring process.

Once again, thank you for your time and consideration!

Now you have all the tools you need to send a fantastic reminder email.

Remember that the goal is to improve communication between you and the recipient of your email. Keep things friendly and courteous and try not to blame them for missed deadlines or unresponsive behavior.

If you need to send a reminder email, good luck! We hope this article helped.

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Friendly Reminder Email: 21 Examples and Templates You Can Try

Table of Contents

Do you struggle with writing friendly reminder emails? 

We can all agree it often seems unnecessary and can be quite frustrating. 

On the one hand, you don’t want to risk sounding pushy and impatient (or insincere). Yet, you still need that answer. 

So, you’ll eventually have to summon every bit of patience and professionalism and get to writing. 

If you’re wondering how to keep your friendly reminder email polite and professional while causing the least amount of stress to both yourself and the person on the receiving end, worry not. 

In this article, we’ll uncover: 

• How to formulate reminder emails for different workplace scenarios, 
• What the right times are to send these emails, and  
• What alternative ways there are to send friendly reminders.  

Plus, we’ve included 21 friendly reminder email templates to help make this process super easy. 

Let’s get started!

• Reminder emails serve to remind people to take action. This can include anything from attending a meeting, finishing a task, or handing over the documents before a deadline. 
• Reminder emails used to remind people to take action within a specified deadline, and 
• Reminder emails that serve as a follow-up to recap a past event and outline future steps.
• Keep a professional tone, 
• Time your reminder emails adequately, 
• Include a direct subject line, 
• Open with a polite greeting, 
• Provide detailed information, and 
• Close your reminder email politely.

Friendly reminder email examples and templates

Reminder emails are emails sent to remind someone to take action — sign up for a service, attend a meeting, or consider a proposal or a past conversation. 

Regardless of what we may think of them, friendly reminder emails are a common staple in modern workplace communication. And for a great reason, too. 

The truth is — they simply work.

There are many examples of situations where a friendly reminder email comes in handy, all of which can essentially be broken down into two main types: 

• When you need to nudge someone to take an action they failed to do within the expected time frame — a missed deadline, overdue payment reminder, or a follow-up after no response.
• When you need to follow up on a previous event (a call, a meeting, or an email) with the purpose of summing up what’s been said and outlining future steps.     

In a report that analyzed 7 billion emails , GetResponse found out that the average email open rate in 2022 was only 26.80% across all industries . Even though this number is up compared to previous years, it’s still an indicator of how exceedingly difficult it is to get people to open and read their emails, let alone find the time to reply. 

So, if you want your emails to beat the gloomy stats and inspire your recipients to take action, it’s time to get serious about sending friendly reminder emails. 

Let’s learn how to write friendly reminder emails in 21 categories . 

#1: Best friendly reminder email for any occasion

First things first, let’s start with an example of a best-in-general friendly reminder email that can be applied in almost any business communication occasion. 

The best option when it comes to composing friendly reminder emails is to keep it: 

• Brief, 
• Polite, 
• Professional, and 
• Informative. 

Here’s an example:

Email subject : Interview reminder

Email body :  

Hi Joss, 

Hope everything is going well for you.

I’m contacting you about your interview on Friday. 

First of all, thank you for accepting the opportunity to interview for the Sales Associate position at ABC company. 

I’m looking forward to meeting with you at 3 p.m. CST via video conferencing.   

I just wanted to confirm the interview time and make sure you’ve got the right meeting link. 

Until Friday!

Regards, 

Jacquelin Foster

Sales Manager at ABC  

Use the template above to craft a friendly reminder email when you’re not sure what the right etiquette or the appropriate level of formality is . By following this template structure, you’ll make sure you’re not leaving out any key section of a professional reminder email while still keeping it concise.  

#2: Gentle reminder email

A gentle reminder email is essentially the same as a regular friendly reminder email. The only slight distinction between the two types of reminder emails is in the phrasing.

For example, a gentle reminder email may go something along these lines: 

Email subject : Gentle reminder — Enjoy your sign-up gifts

Email body :   

Hi Mike, 

Thank you so much for signing up for our ABCBusiness platform. 

Just a gentle reminder that you have two free blog posts per week as a welcome gift for the first month of your subscription. 

Here are our suggestions: 

BlogpostURL1

BlogpostURL2 

Best regards,

Kevin Smith Editor in Chief at ABCBusiness platform

You can use this template any time you want to switch from a regular “friendly reminder email” phrasing to something slightly more formal but still business casual in tone. 

#3: ‘Just a reminder’ email

Similarly to our previous reminder email, a ‘Just a reminder’ email is just a slight variation from your regular reminder email. The only distinction, again, is in the phrasing of the reminder part of the email. 

Take a look at an example: 

Email subject : Just a reminder: Need your green light for the design details 

Email body : 

Hi Sally, 

Thanks for your help with the latest video ads campaign. We appreciate all the hard work you’ve been putting into the project. 

Just a reminder to give a green light on the ending credits design to Jack, so we can finalize the video. 

We’ll catch up soon! 

Cheers, Adam

As you can see from our example above, a ‘Just a reminder’ email can be a good alternative to a regular friendly reminder email for when you want to assume a less formal tone — usually when you’re addressing a coworker you’re on great terms with. 

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#4: ‘Quick reminder’ email

A ‘Quick reminder’ email is also fairly similar to a regular friendly reminder email. The only difference between the two types of reminder emails is that the word ‘quick’ here might suggest: 

• Slightly less urgency, 
• A less formal tone, and 
• Overall more wiggle room for the recipient.

Here’s an example: 

Email subject : Quick reminder to fill out the dietary information form 

Hi Rebecca, 

It was great chatting with you and the team last week at the company party.

Can’t wait to see everyone and catch up next weekend at our team-building retreat.

Speaking of which, just a quick reminder to fill out the dietary information form and confirm your dietary preferences, so we can finalize the menu. 

See you soon! 

#5: Gentle reminder email for no response

When you send an important message or an email expecting a response that affects a key business process, project, or task, and your recipient fails to respond to you, it’s time to send a gentle reminder email. 

Let’s take a look at how you can structure a gentle reminder email for no response.

Email subject : Re: Did you get my last email? 

Hi Stacy, 

Hope everything is well on your end. 

It was lovely meeting you and interviewing for the Content Manager position at ABC Growth last Friday. 

As we agreed during our meeting, I sent over a couple of samples of my previous work for reference along with a few additional questions I had about the position. 

However, I haven’t gotten any response as of today, so I assumed my last email landed in your spam folder or some similar mixup might have taken place. I just wanted to check and make sure you’ve received everything from my end. 

Also, I understand that these processes can be delayed for many reasons and unforeseen circumstances, so I wanted to reach out and see how I can do my due diligence in making the process easier for everyone. 

Thank you for your time and consideration. 

I look forward to your email. 

Sincerely, 

Kirk Sonder  

Use this gentle reminder email template when it’s been a few days since you sent an email asking for a piece of information, a confirmation, or documents, and you didn’t get any response. 

The reasons for the no-response situation may vary: 

• They didn’t receive your message. Your email went to spam or got buried in their inbox. 
• They didn’t have the documents, the information you needed, or enough data to make a decision. 
• They deliberately decided to postpone the reply.

In any case, however, your best chance of getting any response is to send over a professionally formulated reminder email and let your recipients know you expect a reply.

#6: Follow-up reminder email

A follow-up reminder email is often sent after a meeting or a networking event, for example, when you want to:

• Communicate additional information, 
• Ensure that the recipient has the ideas you discussed in writing, or  
• Stay top of mind with a potential client or a business partner.  

Here’s an example of a follow-up reminder email. 

Email subject : A brief overview of what was agreed

Hi Marcus, 

It was great talking to you last Friday at the ABC Networking event and learning more about the work you and your team are doing to train future leaders.

I understand how challenging it is to reach the perfect audience in an oversaturated market and how this makes it harder to make a real difference in the lives and careers of people you can help guide. 

As I mentioned, we have some ideas on how to break into your ideal market, so I’ve attached our full proposal along with some additional resources for you to take a look at. 

Feel free to write back if you have any more questions. I’d be happy to help. 

Looking forward to hearing back from you. Best,

Sean Lester 

#7: Formal polite reminder email

Although nowadays we see more blurred lines between formal and informal tone in business communication , there are still some instances where formal communication is more than called for.

Essentially, you’ll turn to formal reminder emails whenever you want your messages and communication to come across as: 

• Clear and reliable, 
• Time efficient, 
• Less personal, and  
• Inclusive and transparent.

Take a look at our example below if you need some inspiration on how to formulate a formal polite reminder email.

Email subject : Reminder: The upcoming PR campaign 

Hello team, 

As agreed, I’m sharing the link to a collaborative folder where you can find all the details on the upcoming PR campaign. 

You will find that there are separate folders for different departments (sales, marketing, design, HR…).

Please upload the reports on your research experiments there so that all the information and data are publicly available, and we can have an overview of the main trends regarding the metrics we discussed. 

In the following weeks, I will provide you with more details on our next steps. 

If you have any questions, please do not hesitate to get in touch. 

Regards, Jessica Stone

#8: Friendly reminder email for an event

Schedules are busy, and calendar reminders are not always on, so people tend to easily forget about RSVPing to any non-recurring events. 

A friendly reminder email for an event is a perfect way to remind your team or a group of an upcoming event a few days before the event takes place. 

To make sure your team members don’t miss out on any key company events, you can send them a quick friendly reminder email. 

If you need inspiration on how to structure a friendly reminder email for an event, take a look at the example below.

Email subject : Reminder: Lecture on Assertive communication 

Hi everyone,

We have a new lecture coming up, so I wanted to ensure you have all received the important details regarding the event. 

Date and time: November 12 at 3 p.m. 

Location: Online ( meeting links will be shared with all confirmed attendees a day before the event) 

Presenters: Helen Green and Jack Miller

Topic: Assertive communication in the workplace  

If you’d like to take part, reply to this email. DM me if you need more details. 

#9: Friendly reminder email for a meeting

When there’s an important meeting approaching, you can send a friendly reminder email to attendees to make sure everyone confirms their attendance and prepares to put their best foot forward. 

If you need some inspiration on how to structure this type of reminder email, you can take a look at our example below.

Email subject : Meeting reminder — Monthly team catch-up 

Just a quick heads up — we’re having our regular team meeting tomorrow at the usual time (10 a.m.).

We took a couple of weeks off during summer vacation, so now that we’re back to work, it’s time to get back on our regular meeting schedule. 

We’ll discuss our last month’s progress, so don’t forget to prepare short presentations recapping what’s been going on over the past few weeks. 

See you tomorrow!

P.S. If you need more information, feel free to DM me. 

Or, if you want to copy the structure and customize it on a case-by-case basis, you can use our friendly reminder email template for a meeting:

#10: Friendly reminder email for an appointment

Our next friendly reminder email example will come in handy when you need to remind a client, a business partner, or a job applicant about an upcoming appointment . 

To make sure you’ve covered all the key points, take a look at our example below, or use our editable template to get you started on writing your friendly reminder email for an appointment.

Email subject : Appointment reminder for ABC Consultants 

Hope all is well on your end. 

This is just a reminder from ABC Consultants about your appointment with our PR Consultant Laura Cormack, on Friday at 3 p.m. 

In case you need to reschedule for another date or time, feel free to respond to this email or call +12345678. 

We are looking forward to meeting with you soon! 

Best regards, 

PR Team at ABC Consultants

#11: Professional email reminder

In most cases, a professional tone is a must when writing a reminder email at work.

Of course, a reminder email to your work bestie certainly won’t follow the same rules. So, it might be smart to take a few minutes and adjust your style and approach to the specific situation when writing a professional email reminder. 

That being said, here are some instances where you’ll need to be extra careful and craft a professional email reminder: 

• When you’re writing to your boss, manager, or any other higher-ups at your company, 
• When you’re writing to your external partners or stakeholders, 
• When you’re writing to your clients, or 
• When you’re writing to anyone you’re not super close with. 

In short, when in doubt, go professional. 

Here’s an example of a professional email reminder you can send to anyone you want to leave a professional impression on. 

Email subject : Reminder — Cancellation policy  

Hello Kate, 

Thank you for signing up for our free coaching sessions in November. 

As we’ve mentioned earlier, the first session took place last Saturday at 5 p.m. CST. 

We were sorry to hear you have been unable to attend the first session, and we appreciate you letting us know. 

As a quick reminder, in the future, please make sure to follow our cancellation policy, which requires a 24-hour advance notice so we can reassign the seat to the next person on our waiting list. 

Thank you for your understanding. 

We’re looking forward to seeing you in next week’s session!

Kindest regards, 

Emily Jones

Admin Officer at ABC Coaching  

#12: Email to remind someone about an email

Probably one of the most frustrating situations you’ll encounter at work is having to send that email reminding someone about an email.

The struggle of having to stay polite and professional while fearing you’re coming off as pushy and impatient, is more than real. 

Yet, you’ll still have to find it in you to write these types of reminder emails from time to time. 

To help make this as painless as possible, we’ve included an example below. 

Email subject : Follow-up on content strategy proposal 

Hi Shallon,

Hope everything is going well. 

Just a quick reminder about my previous email regarding our proposal for your future content strategy we discussed last time we met. 

I understand you’ve been busy during this merger, and I know delays are inevitable.  

Still, I didn’t want us to miss this opportunity to implement the ideas we agreed could make a real difference to how your company is positioned online. 

Feel free to reply to this email or give me a call at +12345678 to find a time that works for you next week to meet and discuss the proposal in more detail. 

Looking forward to hearing from you! 

Alternatively, you can copy our entire structure from the template below and modify it to your specific needs:

#13: Urgent reminder email

In situations when you’re pressed for time and waiting for a response, a confirmation, or a delivery from someone, it might be time to send an urgent reminder email.

Essentially, the only difference between an urgent and a regular friendly reminder email is in how you formulate certain parts to communicate urgency to your recipient . 

While it might be extra challenging to keep everything professional when you’re under pressure and in a pinch, you should always strive to formulate your email in a polite and appropriate tone. 

Here’s an urgent reminder email example to help you get started: 

Email subject : Urgent! Action required 

Hi Rachel, 

I hope you are well. 

We’re still waiting to receive your proof on the social media copy draft. 

We need this by 5 p.m. today, as our campaign starts tomorrow, and we need to have everything lined up for the launch. 

Could you please let me know, as a matter of urgency, that you have received this message and when we can expect to have the edited version? 

Please reply ASAP, or give me a call at +1234567. 

I await your immediate response, Zoe

#14: Polite final reminder email

When you’ve exhausted all follow-up attempts and still haven’t gotten a reply, it’s time to send a final reminder email.

A final reminder email implies a culminating character. However, you still need to keep it super polite and professional. 

Email subject : Final Notice — Action required!  

Hi Shallon, 

This is our final attempt at getting in touch with you regarding your member card request application. Your card is finalized and ready for pick-up at our headquarters. 

We tried contacting you several times over the last month via email and the phone number you left in your application form. 

Our terms and conditions state that any card that hasn’t been claimed in over a month will be canceled. 

We would appreciate it if you would arrange a pick-up at your earliest convenience to avoid this. 

Please reply to this email as soon as possible. 

Jess Green, ABC Center

#15: Polite reminder email to a boss

Need to send a quick polite reminder email to a boss? 

To some extent, the tone and phrasing of this message depend on the level of formality you’re normally used to.

However, you need to uphold a certain level of professionalism and politeness in these types of business messages . 

Take a look at our example below if you need some help crafting a polite reminder email to a boss. In this particular example, Jake is reminding his boss to approve his vacation request , however, you can use it as inspiration and adjust it to fit any specific type of reminder email you’re writing to your boss. 

Email subject : Vacation request  

Hi Nora, 

It was great seeing you and the team and catching up with everyone in person at our yearly team building last week. 

As I mentioned when we chatted over coffee, I’m planning on taking 5 more days off next month for that trip I talked to you about. 

I requested a leave for the week of November 13 to November 17 2023. 

Hope this is still fine and aligns with the team’s schedule, as we discussed last week.

Please confirm my request in the app (granted that this is still viable) whenever you get the time so I can finalize my trip details. 

Thanks again. 

#16: Reminder email about a deadline approaching

An approaching deadline puts enough pressure on everyone involved, so the last thing anyone needs is an email reminding them about it.

Yet, there are still instances where this approach might be not only acceptable but outright necessary. 

For example, if your teammates are juggling a lot on their plates at the moment, and you fear some important (or less critical) tasks can fall through the cracks, it might be appropriate to send them a quick reminder email about a deadline approaching. 

Here’s what that can look like:

Email subject : Reminder — Upcoming deadline for HIJK project 

Hi team, 

Thank you all so much for giving it your all during this last month on ABCD and EFG projects. I really appreciate the effort and dedication every single one of you has shown. 

I can’t wait to see these finalized, hopefully by the end of this month. 

In the meantime, I just wanted to remind you that we still need to finalize work on the HIJK project by October 28. 

I understand we had to focus more on the two more demanding and challenging projects in this period. However, our HIJK clients still expect our top performance, so we need to make sure we deliver. 

If you have any questions, DM me. 

Thank you, and I’ll see you all on Monday. 

💡 Pumble Pro Tip

Another way of reminding your team about a deadline approaching would be to ask for a status update on a particular project. To learn all about update requests, including a step-by-step guide on how to write one, read our guide on the blog: 

• How to professionally ask for an update at work  

#17: Reminder email about an overdue deadline

There will, unfortunately, be times when, for whatever reason, a deadline is missed. 

In those cases, instead of assigning blame, it’s best to cut straight to the chase and ask for a definitive confirmation of the date and time when you can expect the task, document, or piece of information to be delivered.

You might wonder if there is a point in sending a reminder email about an overdue deadline. 

In most cases, the answer is — yes .

Even if the deadline has passed, that doesn’t mean all is lost, and you need to go back to the drawing board. In most cases, you’ll be able to manage with a short delay. 

Here’s an example of a reminder email about an overdue deadline: 

Email subject : Task overdue reminder  

Hi Alex, 

I’m writing to ask when I can expect to receive your story on the XYZ industry trend. 

As you were assigned a deadline (October 25) upon receiving a task, we were looking to have it finalized by the said date.    

Unfortunately, I noticed that you’ve missed the deadline. To make sure there are no further delays, please let me know today when I can expect to receive your article. 

You can reply to this email or DM me. 

Please don’t hesitate to let me know if further delays are likely or if there are any other circumstances keeping you from performing your best at this time. 

If you have any questions or would like to discuss any issues in greater detail, feel free to suggest a date and time to meet and have a proper one-on-one . 

Best, 

#18: Friendly reminder email to submit documents

When you need to let someone know the documents they have are due, you can send them a friendly reminder email to submit documents.

Take a look at our friendly reminder email example below to get a better understanding of how you can formulate a friendly reminder email to submit documents: 

Email subject : The ABC contract is due soon 

Hey Julie, 

I’m writing as a quick reminder that the ABC contract is due soon (next Wednesday, to be precise).

Hopefully, we can have it ready by the deadline to prevent delays. 

Let me know if you can get it finalized before the deadline. 

Also, if there are any questions or points that need clarification, please email me back. 

#19: Payment reminder email to a client

A payment reminder email to a client is probably one of the most common (and probably the most painful) reminder emails you can come across in business communication. 

Still, there will come a day when you’ll need to send that dreaded payment reminder email to a client. 

So, let’s help you get started. 

Here’s an example of a payment reminder email to a client you can use as inspiration:

Email subject : Payment reminder for invoice #1234   

Dear Jackson, 

I hope everything is going well on your end.

Just a gentle reminder that the invoice #1234 is due on October 28.

The amount outstanding is $3,000.

I understand you might be busy, but I’d much appreciate it if you could arrange this payment by the agreed deadline. 

Please let me know if you are experiencing any difficulties making a payment. 

Looking forward to hearing from you. 

You can also copy and paste our template payment reminder email to a client below and edit the details to fit your specific context.

#20: Overdue payment reminder email to a client

If the payment due date has passed and a client hasn’t paid you, it’s time to write an overdue payment reminder email.

In this case, you should keep in mind the following rules:

• Provide sufficient information, 
• Use a firm tone to convey urgency and importance, 
• Highlight the payment deadline, and  
• Attach a copy of the invoice.  

Here’s an example of a reminder email you can send to a client after the payment due date:

Email subject : Payment for invoice #1234 is two weeks overdue 

Hi Marrie Brown,

I hope this email finds you well.

I’m reaching out to remind you that we have yet to receive payment from you of $3,000 for invoice #1234, which was due for payment on October 15. 

This payment is now two weeks overdue, so please confirm that you have received this email and let me know when we can expect the payment. 

I have attached a copy of the invoice with the amount due for your convenience. 

In case you’ve already made the payment, please ignore this email. If you have not made the payment, please let me know when the payment will be made as a matter of urgency. 

Marcus Lester

#21: Friendly professional confirmation email (that can serve as an indirect reminder)

Finally, there’s another way to formulate a reminder email without sounding overly pushy or demanding. The trick is to package it as a confirmation email. 

This way, you’ll achieve your goal of reminding the recipient about the subject of your writing, but you’ll avoid actually using the phrase ‘ a friendly reminder’ , which is often regarded as one of the most annoying corporate buzzwords . 

For example, if you want to confirm a meeting with external partners and indirectly remind your team to prepare research and questions, you can send over a carefully formulated confirmation email and kill two birds with one stone. 

Here’s an example of an indirect reminder disguised as a friendly professional confirmation email: 

Email subject : Meeting confirmation 

I’m happy to confirm that our meeting with the head of marketing at ABC Inc. is scheduled for Friday, November 3, at 5 p.m. CST.

We will meet over video chat. Click the meeting link below to join the meeting: 

MeetinglinkURL  

Please come up with a list of questions for the ABC team. This is a unique opportunity to get first-hand information about the product and how we can benefit from this potential collaboration.

Let me know if you have any questions. 

See you all on Friday! 

How to write a reminder email

Now that you’ve checked an extensive list of friendly reminder email examples, it’s time to go over key steps to writing an effective one. 

So, let’s dive in! 

Tip #1: Maintain a professional and friendly tone

The number one rule when writing a friendly reminder email is to remember to always keep it polite and cordial.

It can often be tricky to walk the fine line between being professional, polite, and convincing. You don’t want your email to come across as a trivial, non-urgent request, but you also don’t want to be too pushy or threatening.

To strike a perfect balance, consider analyzing your reminder email against the following checklist: 

• It follows the general professional email etiquette,
• It’s written in a friendly and respectful tone, and
• It’s brief, direct, and to the point.  

Of course, the level of formality will depend on the type of relationship you have with the recipient, however, in business correspondence, it’s best to err on the side of caution when it comes to choosing between formal and informal communication. 

Tip #2: Grab their attention with a direct subject line 

People are busy and attention spans are declining . 

So, if you want your recipient to take your reminder email seriously and act on it, make sure your email subject line is formulated accordingly. 

As shown in the reminder email examples above, your subject line should be:

• Clear, 
• Direct, and 
• Attention-grabbing.

Therefore, if you want to communicate urgency, you can add “Reminder”, “Request”, or “Action Required” in the subject line. 

On the other hand, for less urgent reminders, phrases like “Next Steps”, “Following Up”, or “ Just Checking In ” will be just fine. 

This way, you’re helping your recipient get the gist of your message right away, which takes the guesswork out of your business correspondence. Consequently, you’re more likely to get the reply in a shorter time frame. 

Tip #3: Open with a polite greeting

Sure, your reminder emails should be as brief and straightforward as possible. However, a polite and professional greeting or opening line can go a long way in getting on your recipient’s good side. 

This is especially important if you want them to take your message seriously and act upon it as soon as possible.

So, when in doubt, keep it brief, but remember to add a polite opening line to communicate friendliness. 

An email opening can make or break your chances of keeping the recipient interested and engaged while reading your email. To learn how to write effective email introductions and get your recipients to take action, be sure to check out our guide on the blog: 

• How to start an email professionally

Tip #4: Provide enough information 

It may sound contradictory, but your friendly reminder email should be brief and to the point, and you still need to make sure it includes enough context information.

To help you find the right balance, here’s how to make sure your friendly reminder email is informative enough while avoiding any irrelevant and unnecessary details: 

• It clearly states the purpose of writing ,
• It contains precise dates and/or deadline s, 
• It references precise documents, invoices, products, or payment information , 
• It shows understanding and gives the recipient the benefit of the doubt by offering potential solutions , and 
• It features a clear call to action that communicates exactly what you want your recipients to do and within what deadline.  

Tip #5: Close politely 

Finally, don’t forget that the way you sign off your friendly reminder email also matters, so make sure to keep the same friendly tone until the very end. 

Of course, like the rest of the reminder email, the email closing you choose will depend on:

• The precise type of the reminder email, 
• The relationship with the recipient, and  
• How well you know each other.  

Having said that, in most cases, your best bet will be to remain polite, professional, and positive while showing you anticipate a response. 

Ultimately, it’s not a secret that a friendly and positive sign-off evokes positive emotions, which, consequently, leave a positive impression and improve work relationships. 

To learn more about how to incorporate an appropriate amount of creativity and fun into your email sign-offs, read our guide on the blog: 

• 50+ Fun email sign-offs for any occasion  

How to send a reminder email

Learning what to include in your reminder email is just one part of nailing your friendly reminder email. To make sure your reminder emails get opened and you get a timely response, it’s equally important how you send these emails. More specifically — you need to mind the timing of your reminder emails. 

So, to figure out what the best time to send a reminder email is, you’ll need to consider both general and specific rules for sending these emails. 

As a general rule, you should give it 2–3 days after the initial email before sending a reminder or a follow-up email. In most cases, you’ll find that this timing makes sense, as it gives people enough time to read and respond to your email. 

However, in some specific instances, you’ll find the situation requires a different approach. For example, if you want to remind your team about an important event, you’ll most likely want to send the reminder at least a week before to give everyone the opportunity to prepare ahead of time. 

Here are some useful rule-of-thumb guidelines for when you’re not sure how to time your reminder email for specific situations. 

• Friendly reminder email for a meeting — at least 2 days before the meeting, 
• Friendly reminder email for an event — 5–14 days ahead of time,  
• Reminder email about a deadline approaching — 3–10 days before the deadline, 
• Reminder email about an overdue deadline — one day after the deadline. 

For a more detailed breakdown of the best timing in email correspondence and email marketing, visit our guide on the blog: 

• The best times to send emails in business communication and marketing    

Should you send reminders as DMs instead of emails?

Emails are near and dear to our hearts, and, in most cases, it’s only nostalgia that still makes us put up with them.  

Although email has served us well in previous decades, the global shift to remote work we experienced over the past few years has demonstrated that email is not the best for remote communication . 

In the era of advanced team collaboration software , email fails to provide fast and efficient business communication, especially when it comes to internal communication. 

However, it seems that email is still predominantly used in external communication, even though business messaging apps are contending for a more effective alternative to email with new features designed to handle external communication .  

So, should you consider switching from emails to DMs when sending reminder messages? 

Unfortunately, there’s no one definitive answer to this question, as it will largely depend on: 

• Who you’re sending a reminder to, 
• Your preferred method and channel of communication, as well as 
• The specifics and the features of the communication tool you’re using. 

If you’re writing to a senior external partner to remind them of the upcoming event, chances are they’ll prefer a more formal approach via email. 

At the same time, reminding your team to bring their best game to the next meeting is best done via a message in a team channel in your team communication app like in the Pumble example below.

Benefits of sending reminders as DMs instead of emails   

Although our previous section offered some compelling arguments for both methods, in most cases, you’ll find DMs to be more effective and time-efficient means of sending reminder messages. 

If you still aren’t convinced on giving DMs a try, here are the main benefits of sending reminders as DMs to help you make the switch. 

Benefit #1: DM reminders are more organized and streamlined 

DMs and threads replace long email chains offering a much easier insight into key message points and details. Moreover, when you want to send a reminder to a team, for example, one message in a team channel lets you immediately notify everyone involved, without having to CC multiple people. 

Benefit #2: DM reminders are better for urgent matters

Unlike emails, which can land in spam or simply take people more time to notice them and respond, DMs offer a more immediate form of communication that consequently implies faster response. 

Benefit #3: DM reminders are overall more effective

Instead of turning a reminder email to multiple people into an endless chain of replies, a message in a team communication app offers a far less intrusive and faster way of replying to a message — via a single emoji. Moreover, sharing a reminder via DM also offers more opportunities for further discussions on the spot. You can either jump on a video or a voice call or hash things out in a thread. 

Reduce emails by 47% and improve team collaboration with real-time communication. Try Pumble. 

Send quicker friendly reminders with Pumble

If you’re looking for the best way to remind people to take action, emails might not be your best bet.

Yes, sending a reminder email is considered the go-to solution, but sending a direct message might be even better .

If your team uses Pumble, a team communication app, you can send reminder messages to your coworkers, employees, and even outside contributors within minutes.

What’s more, you can quickly and easily send reminders to entire teams or groups of people — via public and private channels .

And, if you’re worried about forgetting to send a reminder (it happens to the best of us), Pumble can save the day, as the “schedule message” feature will make your working days much easier. Of course, when sending reminder messages via Pumble, always remember to follow the same etiquette rules as you would when sending an email:

• Keep a professional and friendly tone, 
• Time your friendly reminder adequately, 
• Open with a polite greeting (an informal one will do), and
• Provide detailed information.

See how Pumble can boost your professional communication!

Ana Erkic is a team communication and collaboration writer. When she is not researching the most productive collaboration techniques, she can usually be found trying out the latest team chat and collaboration tools and apps.

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Friendly Reminder Email Templates: 22 Samples You Should Try

Dec 7, 2023 - By Skirmantas Venckus

Regardless of your business type, as long as you’re involved in email marketing, you must constantly send reminder emails. 

Sending a reminder email will help bring back the topic you want to follow, boost customer interaction and engagement, and build relationships.

However, before you send the reminder, you must carefully consider how to write a reminder email, when to send it, and how to make it persuasive enough to compel the reader to take action. 

In this blog, we share some effective reminder email templates you can use, along with tips and best practices for writing the perfect reminder email. So, let’s begin.

What is a Reminder Email?

A reminder email is sent to a subscriber who ought to complete an action but forgot about it. Reminder emails work like a nudge, reminding the subscriber to act. 

Reminder emails are sent to remind someone of upcoming meetings, appointments , forgotten agendas or to take follow up on past conversations. Reminder emails are of two types, generally: 

• Emails that serve as a recap of the call or meeting that just took place with a follow-up on future action; 
• Reminder messages are sent to catch up on something that has failed to happen. For example, a  follow-up on a missed deadline or no response after the initial email/call.

Have a copy, now you need a design! Sender’s email templates and simple drag-and-drop design builder can ease your life here.

Reminder Email Examples for the Best Engagement

If you want to make your reminder emails impactful and action-oriented, we have some great reminder email samples. Check them out below and nail your reminder email game by receiving maximum response and engagement!

• Just a Friendly Reminder Email 
• Event Reminder Email
• Upcoming  Appointment Reminder Email
• Gentle Reminder Email 
• AI-Generated Email Copy  
• Polite Reminder Email Template to Boss
• Follow-Up Reminder Email After No Response
• Kindly Reminder Email After No Response
• Polite Formal Reminder Email Sample
• Reminder Email to Professor for PhD
• Final Humble Reminder Template Sample
• Reminder Email for the Meeting
• Second Email Follow-up Reminder Email After No Response
• Upcoming Meeting Reminder Email to Participants
• Reminder Mail to HR for a Job Interview
• Payment Reminder Email to the Client
• Deadline Reminder Email
• Overdue Payment Reminder Email  
• Overdue Invoice Reminder Email  
• Follow-up Reminder Email After No Response
• Webinar Reminder Email
• Survey Reminder Email

1. Just a Friendly Reminder Email 

Subject line: Headline Ideas for your Summer Camp Project: Follow-up

Hi [First Name], I sent you some headline ideas last week. Have you had a chance to look at them? I’m really excited to write for the Summer Camp Project, so I outlined the first post this morning. See it here: www.summercamp.com/welcomepost. What do you think? Let me know if you’d like me to add/remove something. Best wishes, [Your Name]

2. Event Reminder Email

Subject line : Reminder: [Event Name]

Hi [First Name] Thank you for registering for [Event Name]! As a courtesy reminder, the event details are as follows:  [EVENT NAME] [EVENT DATE]  [EVENT TIME]  [LOCATION]  [ADDITIONAL DETAILS] Please visit the event website for more details about the upcoming event. If you need any help with directions and parking information, click here.  Thank you again. We look forward to seeing you soon! — Team [Event Name] 

3. Upcoming Appointment Reminder Email

S ubject line : Appointment Reminder for [Business/Brand Name]

Hi [First Name], Just a reminder from [Business/Brand Name] about your appointment on [Date & time] To reschedule, please respond to this email or call [Contact Number].  We look forward to welcoming you soon! Regards, Team [Company Name] 

4. Gentle Reminder Email 

Subject line : Leave Request for July

Hi [First Name], I recently sent you a leave request for the week of 1st July to 7th July 2024. I’m hoping to book a holiday with my family. Could you please confirm whether my leave request has been granted? Once I have your approval, I can book the holiday. Please let me know if you want to discuss my request as soon as possible. Regards, [Your Name]

5. AI-Generated Email Copy 

AI can help you create reminder emails quickly and automate email copywriting . Here’s an example of a reminder email generated by AI:  

Subject line: Reminder: Upcoming Deadline for [Project]

Dear [Name], As discussed, the deadline for [Project name] is approaching, and I am yet to receive [specific information/feedback/input] from you. This deadline is critical for [Task/Project] success. Your prompt attention is needed to avoid delays or complications. Please email [name of the person in charge] in case of any queries or confusion. If there’s no blocker, please send the requisite information.   Best regards, [Your Name]

6. Polite Reminder Email Template to Boss

Subject line: Reminder : Need your eyes for [Project Name] launch

Hi [Boss First Name] I emailed you the detailed report for [project name] last week. I know you’ve got a lot on your plate, but I am still waiting for your guidance on the points highlighted in the report.  Please help me sort this out whenever you get the time. It won’t take long. Thanks again.  Sincerely, [Your Name] 

7. Follow-Up Reminder Email After No Response

Subject line: Kickstart meeting action points and next steps

Hi [First Name], It was lovely meeting you and the team today and learning more about [Project/Company Name] and your goals with this project. I’ve put together a list of action points based on our meeting. For our team:  [ACTION POINT ONE]  [ACTION POINT TWO] For your team: [ACTION POINT ONE]  [ACTION POINT TWO] Can you please confirm that I haven’t missed anything and everything’s correct? I’ve got a follow-up meeting scheduled for 3 PM on Tuesday 25th. Let me know if this doesn’t work for you, and we can try rescheduling for a more convenient time. If you have any questions, please don’t hesitate to get in touch. Sincerely,  [Your Name] 

8. Kindly Reminder Email After No Response

Subject line: Follow-up on Avon’s New Market Development

Hi [First Name], I know you’re super busy, and there’s a chance my last email got buried. Regarding the case study I sent over, we have a new exclusive interview to go along with that. Some interesting things discussed: · POINT 1 · POINT 2 · POINT 3 Let me know if you’d like to feature it. I’ll link the case study again here [link] Regards,  [Your name]

Sending reminder emails emails manually can be overwhelming sometimes. With Sender, you can automate all your communication and do much more than that. All that with a Free Forever plan.

9. Polite Formal Reminder Email Sample

Subject line: Better Alternative For Your Sales Engagement Needs

Hey [First Name], Greetings from [Company Name]! I am following up to see if you had time to review my previous email. We at [Company Name] have market expertise in lead nurturing and are well-known for helping many top players, including Oracle, Microsoft, and Amazon.  If you are confused with the solution, I can help you with a customer success demo and arrange a free trial. Looking forward to hearing from you! Cheers,  [Your Name]

10. Reminder Email to Professor for PhD

Subject line: Final Dissertation Review

Dear Professor [Name], I just wanted to follow up on the final dissertation review we discussed last week. You mentioned getting in touch about potential next steps. Is there anything I can do to help speed the process along? Sincerely, [Your Name]

11. Final Humble Reminder Template Sample

Subject line: Final Notice: ACTION NEEDED! 

Hi [First Name]  We tried contacting you several times over the last few days about your order: [Order ID] placed on [Date] on our website.  The shipping partner reported the ‘wrong address’ as a reason for non-delivery.  Please reply to this email with the correct address within the next 24 hours, or your order will be canceled.  Regards, Team [Company Name] 

12. Reminder Email for the Meeting

Subject line : Weekly catch-up with a team: Meeting reminder

Hello [First Name], This is a friendly reminder about our meeting on 1st June at 4 PM. I’ve attached a copy of all details regarding the meeting too. I look forward to talking soon! Regards,  [Your Name]

13. Second Email Follow-Up Reminder Email After No Response

Subject line: Email Automation

Hi [First Name], I emailed you last week to see if you need help automating your cold emailing routine. If you do, I would love to chat with you and discuss this further. Let me know! Cheers! [Your Name]

14. Upcoming Meeting Reminder Email to Participants

Subject line: A reminder for our upcoming Zoom meeting

Dear all, This is a friendly reminder that we have a Zoom meeting tomorrow at 1 PM. If you can no longer attend, please let me know! Looking forward to meeting you all! [Your Name]

15. Reminder Mail to HR for a Job Interview

Subject line: Interview Confirmation Request

Hi [First Name], I’m just confirming my interview time at [time] and that you have my Skype ID. I will talk to you then! Regards,  [Your Name] 

16. Payment Reminder Email to the Client

Subject line: [Brand Name]: invoice [Invoice number] OVERDUE

Dear [First Name], I hope you are well! We have yet to receive payment from you of [Payment Amount] against our invoice [Invoice Number], which was due for payment on [Due Date] This invoice is now [Number of Days Overdue] overdue and is becoming really problematic for us. Please let us know when payment will be made as a matter of urgency. Best regards, [Your Name]

17. Deadline Reminder Email

Subject line: Hurry Up! Last Date Arriving Soon. 

Hey [First Name],  Just a friendly reminder that your project is due for delivery on [Date of Deadline].  You’re requested to submit the required documents before the deadline to prevent any hold-ups.  In case of any confusion or question, please email at [email address].  Regards,  [Your Name] 

18. Overdue Payment Reminder Email 

Subject line: Final Payment Reminder – IMPORTANT

Dear [Customer Name], This is the last reminder of your overdue invoice [Invoice number] (invoice attached). It’s been long overdue, and you’re requested to pay the invoice immediately. The next step in our process is to proceed with legal actions without any further communication; please pay immediately or contact us if you want to make another financial arrangement. *If payment has recently been made, please ignore this reminder! Thank you for your cooperation. Best regards,  [Company Name] 

19. Overdue Invoice Reminder Email

Subject line: Friendly Reminder: Invoice #12345 Due

Hi [First Name], I just wanted to drop a quick note to remind you about the unpaid invoice #12345. It was due on [Due Date]. I understand your schedule can get very busy. But could you please check on this and let me know when we can expect the payment? Thanks for your cooperation. Best regards, [Your Name]

There are many different approaches on how to write a good invoice email with templates , so make sure your to choose the one that fits your situation best and personalize it.

20. Follow-Up Reminder Email After No Response

Subject line: Re: Did you read my last email? 

Hey [First Name]  I mailed you two weeks back about a special offer on one of the products you were interested in. I guess that email got lost in the pile.  Reminding you again that the special offer stays valid for just two more weeks. If you are still interested, reply to this email.  Regards,  [Your name] 

21. Webinar Reminder Email

Subject line: Don’t Miss Out: Webinar Starts Tomorrow!

Hi [First Name], Just a quick heads-up! Our much-awaited webinar is happening tomorrow and we’re excited to have you join us for an insightful session on [Webinar Topic]. 🗓 Date: [Date]  ⏰ Time: [Time]  🌐 Link: [Webinar Link] Make sure to set a reminder – it’s going to be packed with valuable insights and actionable tips. Can’t wait to see you there! Cheers, [Your Name]

Webinars are your daily thing? Check out these 39+ webinar email subject lines you can use for every situation.

22. Survey Reminder Email 

Subject line: Last Call to Complete the Survey!

Hi [First Name], Just a quick reminder that our survey closes soon, and we’d really value your input. It takes just a few minutes and your feedback is crucial for us to improve [Product/Service/Experience]. 🔗 Survey Link: [Insert Link] As a token of our appreciation, you’ll be entered into a draw for a chance to win [mention any incentive, if applicable]. Don’t miss this chance to make your voice heard Thank you for your time.  Best, [Your Name]

How to Write a Reminder Email Template? 

Writing a reminder email might be a challenge. You must ensure that the balance between professionalism, persuasion, and politeness is on the spot. You don’t want to sound pushy or unethical. So, here are some best practices to make the perfect reminder email. 

First, you should always adhere to general email etiquette and maintain a soft and friendly tone. Reminder emails tend to be short, catchy, and to the point. The main goal is to ensure the recipient understands the message clearly and responds immediately.

Usually, the reminder email contains six sections when trying to reach maximum engagement and success:

• Subject line. An attractive and clear subject line is necessary for the recipient to understand the email and take urgent action if required; 
• Email greeting. Starting your reminder email on a high note is necessary. Be polite and make professional email reminder that takes the right approach depending on the situation;
• Situation. Clearly identify the problem or any other purposes of the follow-up email: mention dates, references, deadlines, or anything else to be specific about your requests;
• Solution. Provide recommendations or suggestions appropriate to the situation. Ensure you stay polite and professional in this section, too, as there might be a specific reason why your previous email was ignored; 
• Action. Tell your recipient exactly what you want them to do; use call-to-action. If the situation involves missed deadlines, you might want to specify the dates and consequences if someone doesn’t reply; 
• Email sign-off. Ending your email politely and formally is also essential. Consistency throughout the entire reminder email is a must.

Now that you know how to write a reminder email template, you might want to experiment with the subject lines. Here are 75+ reminder email subject lines to choose from and test which one works the best.

Creating Reminders: Tips and Tricks

Writing a good reminder email is about continuously promoting the correct message rather than just reminding your recipient about your existence. Your emails must provide value and context, prove and give further evidence on your product/service, and explain why it would be beneficial.

Here are some general tips and tricks you need to know to go further in your follow-up email game: 

• Don’t sound apologetic. Ensure your email doesn’t contain passive verbiage like ‘I hope this is a good time’ or ‘Just checking to see if you had a chance to look at my previous email .’ When sending a reminder email, ensure you have a valuable message to share;
• Clear call-to-action. Let your recipient know what you want them to do. Whatever your goal is, it must be clearly defined so the person knows the next step. If you are looking to schedule an appointment, it is advantageous to provide a link where it could be scheduled – an automated meeting confirmation email can follow once the booking is successful;
• Stay polite and courteous. There can be a few reasons people don’t reply to you. First, they are too busy, forget about it or miss it the first time. Second, they are not interested and ghosted you. No matter why, you still have to approach your recipients with a polite and helpful tone, trying to understand the reasons for no response. It might take time, so be patient.

Key Takeaways

Reminder emails are a great way to engage your subscribers and nudge them to act. When planning to set up reminder emails, always remember the following tips and best practices:

• Keep your reminder messages and emails short and crisp; 
• Create scroll-stopping reminder email subject lines that grab instant attention;
• Always keep your audience’s perspective in mind when you write a reminder email;
• Never be pushy or threatening in your reminder emails; 
• Use a marketing automation solution to automate sending reminders to your customers. 

Reminder Email FAQs

What is the best time to send reminder emails .

Most people are confused about when to send a reminder email. Generally, two-three days is a reasonable waiting time before sending a reminder email. It allows enough time for the recipient to respond to your first email, but it is not too long to completely forget about everything.

If your first follow-up wasn’t successful, there is no need to give up. Keep on creating reminders and get in touch with your required recipient more than once. It might take time for them to notice you.

Also read : Best Time to Send Emails in 2023: By Email Type.

How to Remind Someone in an Email? 

It’s easy to create a compelling reminder email. You need to be polite, remind them about a past conversation (or meeting), and then ask them to complete their end of the job. For example, if someone you met recently for a project forgot to send you the brief, you can email them explaining why sending the file is important and request them to do it immediately.

Remember not to be pushy or rude while reminding someone. Always create polite reminder emails that are empathetic yet persuasive. 

How to Send a Reminder Email?

Your reminder emails should be automated. You can set up automatic triggers to send reminder emails using Sender. Sender’s visual automation tool lets you pick a trigger and create a custom email. You can set and forget any kind of reminder email, and it ensures you never miss out on reminding your prospects, customers, and subscribers.

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7 gentle reminder email templates for different asks

• 11 min read

What to include in a reminder email

• gentle reminder email templates you can use

Send reminders on autopilot

There’s nothing more frustrating than having a client ghost me.

Whether it’s to follow up on project details, an upcoming deadline, a rescheduled kick-off meeting, late payment, or anything else, knowing how to send polite reminder emails is a soft skill you must develop as a service provider.

In this article, I’m going to go over seven common reasons why you might want to send a follow-up email for a certain request. I’ll talk about what to include in your reminder email, best practices, and go over actual templates you can customize to fit your specific needs.

Alright, let’s get into it.

When sending a reminder email, it’s important to look at things from your client’s perspective. Don’t get upset or angry if a certain ask has not been fulfilled yet. Rather, approach the situation with grace and professionalism.

An effective reminder email is short and to the point — bonus points if you can add a personalized flair. Here are some things you should include in a reminder email:

• A clear subject line: Your subject line is the first thing someone sees before they read your email. Make sure it grabs their attention. I’ll go over some examples of subject lines in the next section.
• A personalized greeting: This one is pretty obvious — you want to include your recipient's name to give the email a personal touch.
• The reminder purpose: Make sure to state the main reason for your email and why it’s important to them.
• Important details: Depending on the type of email, you want to clearly state dates, timelines, locations, or any immediate actions required.
• Call to action: Give clear directions on what you want the recipient to do when they read your email.
• Polite closing: End your email in a friendly way, with any additional information your recipient should know about.
• Pr ofessional sign-off: This part is pretty self-explanatory. Just make sure to sign off your email with your name and any contract information you think is important.

Alright, now let's look at some best practices and email subject line examples.

Best practices for reminder emails

Besides knowing what to put in your reminder email, you should also know how to communicate with proper email etiquette. Here are some best practices for sending reminder emails:

• Be timely: Send your reminder email at a strategic time, neither too early nor too late. This time will depend on your own knowledge of the recipient's time zone and workload. Aim to send your reminder email at a time you know your recipient will not be busy (but will be checking emails).
• Keep it short: Be concise yet comprehensive enough to convey all necessary details.
• Maintain professionalism: Even if you’re familiar with the recipient, it’s important to keep a professional tone. You can be playful and fun, just keep proper email etiquette .
• Be specific: Vague reminders can be confusing. Be clear about what you are reminding the recipient of. For example, if you’ve sent a previous email, make sure to be clear about what that email was about (don’t just assume they read it).
• Use bullet points: If the email includes multiple points, bullet them for easy reading.
• Personalize your message: Use your recipient’s name and tailor your emails to have a friendly tone and fit the relationship you have with the recipient.
• Proofread: Always double-check for errors and make sure the email is clear and well-written. Tools like Grammarly can help automate this.

Alright, now that we have some best practices in mind, let’s go over some email subject line examples you can use.

Reminder email subject lines

If someone doesn’t click on your subject line, they’ll never be able to read your email. While the contents of your email are important, having a strong subject line can make the difference between getting a quick response or getting lost in your recipient's inbox.

In the next section, I’m going to go over some reminder email examples and templates. These subject lines are based on those emails.

Reminder to schedule the next meeting:

• "Friendly Reminder: Let's Schedule Our Next Meeting"
• "Action Required: Schedule Our Upcoming Meeting"
• "Reminder: Time to Set Our Next Meeting Date"

Reminder about a late payment:

• "Gentle Reminder: Late Payment Notice"
• "Important: Outstanding Payment Reminder"
• "Urgent: Your Payment is Overdue"

Reminder to provide project feedback:

• "Reminder: Your Feedback on the Project is Needed"
• "Action Needed: Please Provide Your Project Feedback"
• "Friendly Reminder: Feedback Deadline Approaching"

Reminder about an upcoming project deadline:

• "Alert: Upcoming Project Deadline Reminder"
• "Important Reminder: Project Deadline is Near"
• "Heads Up: Your Project Deadline is Approaching"

Reminder to sign an updated contract:

• "Reminder: Updated Contract Awaits Your Signature"
• "Action Required: Please Sign the Updated Contract"
• "Notice: Signature Needed for Updated Contract"

Reminder to fill out a survey or intake form:

• "Reminder: Your Input is Needed – Please Fill Out the Survey"
• "Friendly Reminder: Intake Form Submission Required"
• "Action Needed: Please Complete Your Survey/Form"

Reminder of upcoming appointment:

• "Reminder: Your Upcoming Appointment Details"
• "Don’t Forget: Upcoming Appointment Reminder"
• "Upcoming Appointment Alert: Confirmation Needed"

Okay, now let’s get into our list of reminder emails.

7 gentle reminder email templates you can use

Here are seven reminder email examples for different types of needs:

• Reminder to schedule the next meeting
• Reminder about a late payment
• Reminder to provide project feedback
• Reminder about an upcoming project deadline
• Reminder to sign an updated contract
• Reminder to fill out a survey or intake form
• Reminder of an upcoming appointment

Alright, let’s take a look at each one.

1. Reminder to schedule the next meeting

Even with calendar invitations, it's common for progress meetings to fall through the cracks as projects ramp up. Sometimes we just get too focused on handling day-to-day tasks and lose sight of maintaining alignment with everyone on our team, or our clients. And sometimes, our own clients forget that they’re working with us!

That's when a friendly reminder comes in handy for politely recircling important standing meetings before they expire completely. Here’s an example of a meeting reminder email you can gain some inspiration from:

Hi [client name],

I'm checking in regarding scheduling our next quarterly progress meeting. Please let me know when you have availability in the next 2-3 weeks so we can ensure continued alignment on [project name].

I completely understand if you need to push things back in light of current priorities. Just send over a few windows of time that work best on your end whenever convenient, and I'll get something locked in.

Please don't hesitate to suggest your preferred dates/times. Thanks in advance!

Best regards,

[Your name]

Some key details this template includes:

• Personalized greeting with client's name
• Quick context on the purpose of meeting
• Emphasizes flexibility to reschedule if needed
• Open-ended request for recipient's availability
• Closing gratitude and signature

Overall, this simple email is a professional way to send a meeting reminder without coming off as too eager. Of course, depending on the type of service you’re providing, and at what frequency, you’ll want to edit the template to better fit your needs.

2. Reminder about a late payment

Sometimes invoice payments (hopefully) unintentionally fall through the cracks. Rather than getting frustrated with your client right away, or letting delays linger because you’re afraid of confrontation, a friendly reminder keeps things smoothly moving.

We already have a blog post on this topic , but here’s an effective yet professional late payment reminder email:

Gently following up on invoice #[number] from [date] for [amount] which is now past due. Please let me know if there is any issue with the billing details that need clarifying from my end or if you simply need more time to process!

Just wanted to provide a friendly reminder to take care of the outstanding payment at your earliest convenience. Please let me know if I can answer any questions!

Thanks in advance,

Key details this template includes:

• Personalized greeting with client name
• Quick specifics on the unpaid invoice
• Opens the door to clarify any potential confusion
• Polite request for processing the payment
• Closing signature with gratitude

The tone remains cordial and cooperative vs accusatory. Simply bringing the receivable back onto the client's radar propels resolution.

3. Reminder to provide project feedback

Sometimes you need your client’s feedback to continue moving forward with a certain project. And (most) clients love it when you communicate with them.

However, sometimes a client may be too busy and have a hard time staying on track with your working relationship. When reviews go silent, a gentle nudge can get your client to help you eliminate any bottlenecks.

Here's a polite template for requesting overdue feedback:

Checking if you've had a chance yet to provide any feedback on the [project name] strategy deck I sent over last week? No rush at all if it's still making its way up the priority list.

Just with our next planning session coming up on [date], I want to ensure I can incorporate your valuable thoughts into the next iteration. Please let me know if you need me to resend the file or have any difficulties accessing it.

Thanks so much in advance!

This reminder leads with:

• Personalized greeting and project specifics
• Reassurance on flexibility of deadlines
• Reason for requesting feedback by important date
• Offer of assistance accessing files
• Closing expression of gratitude

The tone remains collaborative and supportive, rather than demanding — helping you keep a reputation of being a kind and professional service provider.

4. Reminder about an upcoming project deadline

It’s no secret that keeping your client in the loop on what you’re doing can help boost client retention. Depending on the type of service you provide, you may need to work in steps.

For example, you may need to complete a certain project first and get approval or feedback from your client, before you can start the next project.

Letting clients know when a project is coming to an end can be a great way to show that you care deeply about your client. It also avoids any surprises for you and your client down the road. If you need to share an upcoming deadline with a client, try experimenting with this template:

Hello! As a friendly reminder, the due date we agreed upon for submitting a rough website draft is coming up on [date].

Please let me know if you need to adjust timeline requirements on your end or if there are any blocking hurdles preventing hitting the deliverable deadline. My goal is to make sure you have all the necessary resources and support needed to comfortably get concepts across the finish line on time without disruption. So I’m very open to feedback on expectations.

But if everything is still on track, please send any working files my way by [deadline date] at your convenience. Just wanted to politely keep this on your radar! Let me know how else I can assist you in the home stretch.

Helpful components in this template include:

• Warm greeting with the client's name
• Upfront statement of deadline details
• Willingness to discuss adjustments
• Offer additional support if needed
• Clear request for files if unchanged
• Closing signature confirming assistance

This template surfaces upcoming expectations while showing your flexibility — reducing last-minute tensions while still keeping accountability.

5. Reminder to sign an updated contract

It’s not uncommon to make a change to a contract when working with a client. I’ve done it multiple times when working with clients through my freelance marketing business . Sometimes, clients will either ask to increase the scope of work or I’ll end up minimizing the scope. In either case, there’s almost always a change in my prices — either going up or down.

In cases where an update needs to be made, here is a template you can gain inspiration from:

Hey [Client name],

I wanted to provide a friendly reminder about the updated contract we recently discussed signing for next month. Please let me know if you have any remaining questions or concerns around the updated terms I can clarify.

Otherwise, whenever you have a spare moment, please do finalize the new contract through the easy e-sign link below at your convenience prior to our upcoming launch:

[eSign contract link]

I truly look forward to continuing our great partnership over the upcoming year!

• Directly addressing client
• Quick context on contract details
• Open door to address concerns
• Clear CTA to sign contract
• Shared excitement for renewal
• Warm closing signature

Overall, this friendly reminder email surfaces a lingering task while keeping a collaborative tone and readiness to answer questions.

6. Reminder to fill out a survey or intake form

Whether you want a client to fill out a survey after they’re done working with you, or you need them to fill in an onboarding intake questionnaire , sometimes it can be hard to keep things flowing when a client forgets to respond to the request.

Thorough client information uncovers the context needed to deliver maximum value. And when initial assessments stall, a friendly check-in gets the ball rolling again. Here is an example of an email reminder you can gain inspiration from:

Gently following up on the new client intake form and questionnaire I sent over last week to have on file before formally starting work together.

When you have a chance, can you please send back the completed materials in the coming days? And no need to feel locked into any of the responses — we can adjust project specifics down the line. Just want to better understand current priorities as launching points.

Let me know if you need the original questionnaire documents resent or have any other questions!

• Key components of this template include:
• Warm greeting with client's name
• Quick recap of forms needing completion
• Emphasizes flexibility on responses
• Offer to resend forms if needed
• Closing signature showing willingness to assist

7. Reminder of an upcoming appointment

Last but not least, we have appointment reminder emails. Confirming appointment details ahead helps make sure valuable client meetings goes smoothly. When there’s radio silence leading up to scheduled sessions, a gentle confirmation keeps everyone on the same page.

Here’s an example you can gain some inspiration from:

Just wanted to confirm the details for our upcoming [consulting/brainstorm/planning] meeting scheduled for next [day] at [time]. Please let me know if you need to adjust anything with timing or format on your end! ,

I have us down for [1 hour] via Zoom to focus on [agenda topics like campaign review, milestone planning, etc.] based on our last conversation. But very flexible should any needs change.

Most importantly, I’m looking forward to connecting and further discussing [goals, initiatives] together. Please confirm everything still works on your side whenever you have a chance!

Some key components of this reminder message include:

• Warm personalized greeting
• Lead with confirmation of scheduled details
• Extend flexibility to adjust if needed
• Recap mutual agenda based on past alignment
• Closing enthusiasm for discussion

The tone remains cooperative and eager to meet without assuming details are locked. A quick yet thoughtful nudge can help you get everyone back in sync!

Manually personalizing and sending a steady stream of reminder emails is tough for any busy professional to scale. But letting important check-ins fall through the cracks can negatively impact your client relationships.

That's why leveraging a specialized tool like Copilot for marketing teams takes the work off your plate. Copilot offers a complete Messaging App that centralizes responsive client communication with capabilities like:

• Saved templates: Create customizable reminder message templates covering common scenarios to reuse. Personalize with merge tags pulling client specifics.
• Mass communication: Bulk broadcast holiday greetings, promotions, and other updates to your entire client base in one click.
• Interlinked email notifications: All messages sent through Copilot auto-sync with clients' email inboxes with portal links for seamless cross-platform connections.

With Copilot's messaging capabilities, you can nurture client relationships at scale while automating consistent, personalized follow-ups that exceed expectations. If you want to explore Copilot’s power for yourself, be sure to play around with the demo client portal !

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Just a Reminder: How to Write a Reminder Email [Examples + Templates]

Casey O'Connor

What Is a Reminder Email?

Why are reminder emails important, when to write a reminder email, how to write a friendly reminder email, tips for successful reminder emails (and how to follow-up if they’re not), 10 reminder email templates, reminder email examples.

Reminder emails are a great way to connect with someone regarding an upcoming appointment, a missed deadline, or a follow-up to a meeting. 

Despite how frequently they’re written, polite reminder emails can prove tricky to execute effectively. Finding the right tone, the right words, the right number, and the right time to send all require a little bit of finesse.

If your note is too blunt — or fired off too soon — you risk coming off as rude; if you’re too passive, your email (and its enclosed request) may be overlooked or flat-out ignored.

We’ve created a handy guide of everything you need to know about how to write a gentle reminder email that gets your point across politely and effectively.

Here’s what we’ll cover:

• Tips for Successful Reminder Emails & Follow-Ups

A reminder email is an email message you send to someone to:

• Prepare them for an upcoming event, appointment, deadline, etc.
• Provide or request a status update, recap, or other information
• Highlight the fact that an event, deadline, etc. have passed
• Provide a gentle reminder after lapsed communication

• There’s an upcoming meeting or event
• Your client has not paid their invoice
• A deadline is upcoming or has been missed 
• The recipient needs a polite nudge to act

This list is not exhaustive; people use reminder emails for a huge variety of reasons.

Reminder emails are important because they help the recipient focus on what’s important. 

Over 330 billion emails per day are sent and received worldwide.

Reminder emails help recipients cut through the clutter and identify what needs immediate attention in their inbox. 

They can also go a long way in helping your recipients feel like you care about them. Taking time out of your day to send a reminder email helps your prospects and customers feel valued and supported.

If you find yourself in the position of needing to send a friendly reminder, don’t stress — it likely has nothing to do with you.

The average business person gets nearly 121 emails in a single day; the sheer volume of incoming messages makes it no surprise that some are unintentionally overlooked or deprioritized.

With that in mind, remember to give your recipient the benefit of the doubt as you draft your reminder. Remember the old saying: you catch more flies with honey than vinegar. 

That being said, no matter how polite your main message is, timing can be tricky.

Reminder emails are used for a variety of circumstances, and there’s some email etiquette involved in making sure the timing of your message is appropriate. Knowing exactly when to send a reminder email is just as important as knowing what to write inside. Here are a few rules of thumb.

1. Confirming an Upcoming Appointment

In general, it’s best to send a polite reminder email about an upcoming appointment or due date about 3 days before the appointment.

This gives the recipient plenty of heads up to rearrange their calendar if need be but is close enough to the appointment date that it won’t slip their mind later on. 

2. Pending Interviews or Sales Follow-Ups

Here’s another example where timing might feel delicate.

If you’re waiting for feedback or follow-up when someone on the other end is making a decision — maybe you interviewed for a job or gave your prospect a killer sales pitch — bite your tongue for a little while longer.

It can be hard to wait for (hopefully) good news, but sending a reminder email too soon can make you seem pushy. For interviews, 5 business days (a week) is a good rule of thumb here. For sales, around 3-4 days is a good rule of thumb.

The data also indicates that waiting to send your reminder email/ follow-up email for more than four days typically leads to less of a chance of getting a response.

3. Late Payments or Missed Deadlines

Following up about missed payments or overdue work can be uncomfortable; many people make the mistake of putting it off to delay a possible confrontation. In the long run, though, it’s best to tackle this kind of reminder efficiently.

The longer you wait to send a reminder, the bigger the consequences become; missed payments and deadlines have an exponential impact on a company’s bottom line as time goes on. It’s perfectly acceptable to send these types of reminder emails 24 hours after the missed deadline. 

The exact content of your reminder email will be situation-specific, but there are a few components to include no matter the circumstances.

1. Greeting

The greeting or salutation you choose will depend on how familiar you are with the recipient. “Dear” is generally a safe bet, as is going straight to “Mr./Ms./Mrs.” Both of these options are considered more formal. 

“Hi” and “Hello” are on the more casual side, and should be reserved for definitively friendly relationships. Remember, this is still a professional email and you should err on the side of being polite and respectful.

2. Pleasantries

Start your email with a positive tone. While the overall message should be short and succinct, it’s good form to open your note with some niceties: 

• A compliment: “Great job with the brown bag presentation last week!”
• Gratitude: “Thanks so much for your time yesterday at the product demo.”
• General well-wishes: “I hope you’re enjoying this fantastic weather!”

Don’t go overboard, and make sure whatever you choose to open with is authentic. If you can’t think of anything specific or relevant, the old “ I hope this email finds you well ” is always a good fallback. 

3. Main Message

After your intro, get straight to the point. Give appropriate context about why you’re sending a reminder in the first place, including any relevant dates or other details, but leave the play-by-play out of it.

People’s attention span for emails is shockingly short:

Reminder emails usually have some sort of “response required” aspect to them, so you want to make sure your main message doesn’t get lost in a sea of other superfluous text. Because this is a reminder and not an initial contact, it’s okay to be briefer than you normally would.

4. CTA/Closing

Most reminder emails will require that you sign off by including some kind of call to action (CTA) in order to know that the reminder has been effective. A call to action is essentially a statement or request to the email recipient indicating what you want them to do after they read your note.

Here are a few examples of CTAs you might include in a reminder email: 

• Please send the whitepaper by no later than 5:00pm today, Thursday April 8.
• Don’t forget to add the SaaS Sales workshop to your calendar for Wednesday, October 3 at 12pm!
• The offer we discussed is valid through Friday 11/14. Sign the proposal today to take advantage of the Early Bird discount we discussed last week.
• Please don’t forget to RSVP by Saturday 9/21!

Your CTA should be crisp and action-oriented. Make it easy for the recipient to do what you’re asking by adding links and easily accessible details where possible. Sign off with your standard email signature , or your name and phone number.

We’ve said it before, but it bears repeating: remember to give your recipient the benefit of the doubt (yes, even the ones with late payments or missed deadlines). Life catches up to all of us once in a while, and a bit of grace goes a long way in building trust.

Tip: Grab some email templates for your reminder emails below.

By nature, most reminder emails have some sense of urgency involved. They usually indicate that something important has already passed, or an upcoming event is on the horizon.

This means that it’s important that your reminder emails convert. Here are some of our best strategies for making sure your email is effective and gets your desired result.

1. Perfect Your Subject Line

Your email subject line can really make or break the outcome of your reminder email:

Pre-empting your subject line with something like “[response required]” is a good way to get your recipient’s attention and let them know that you’re looking for some kind of communication back from them. 

Of course, only use this where appropriate — you probably won’t make this kind of disclaimer for something like an event reminder or to follow-up about a job application, but it can call the right amount of attention to emails that need input from the recipient. 

Otherwise, keep your subject lines succinct and specific. Reference the matter at hand without fuss or frills.

There’s a time and a place for trendy, attention-grabbing headlines — this isn’t it. Use enough words to make your intention clear, no more and no less.

2. Automate Your Reminder Emails

Stay on top of your follow-ups by automating your sales outreach .

With Yesware Campaigns , you can automate follow-up emails to go out when prospects don’t respond to your first outreach.

3. Tee It Up

Make it as easy as possible for your recipient to take action on your reminder. Reminder emails are meant for tying up loose ends, so your time will be well-spent preemptively eliminating any roadblocks or potential confusion. 

• Add links wherever possible, like directly to your sales checkout page or meeting scheduler . Make it easy for the recipient to do what you’re asking.
• Include relevant dates and times, and be specific. 
• Make your CTA clear, concise, and agreeable. 

You might also consider sending a reminder message directly within a previous chain of communication, to give your recipient an easy point of reference. Highlighting relevant information in a different color text is another great way of easily getting your recipient quickly up-to-speed about what needs doing.

4. Study Behavior

Over time, and with the right tools, you can use data to improve the effectiveness and success rate of your reminder emails. There are various data points that you can track in order to better reach your prospects and customers:

• Open rate : R esearch shows that emails are more likely to be opened depending on the day of the week and time of day. Surprisingly, for example, open rates are highest on Fridays.
• A/B Testing : Comparing the success rate of two different email templates or subject lines is a great way to put your best foot forward each time you write a reminder email.
• Recipient engagement : Email tracking software can help you see how long your emails are read and how your recipient interacts with them when they’re open.

Reminder emails don’t need to be complicated. Sometimes, though, the short and simple emails are the hardest to get right.

Feel free to copy and paste the following proven reminder email templates to help get you started. Don’t forget to tweak as needed to fit your specific circumstances or personality.

1. Appointment Confirmation Email

Hi {!First name}, Just a quick note to confirm our appointment on {!Date} at {!Time}. If that time no longer works, please feel free to find a time more convenient for you: {Calendar link}. My calendar is up to date. See you soon! {Your name}

2. Event Reminder Email

Hi {!First name}! Just a friendly reminder about {!Event name} coming up on {!Date} and {!Time}.  Refreshments will be provided. Please also bring your preferred device or paper tools for taking notes.  If your plans have changed and you can no longer make it, please reply to this email. Otherwise, we look forward to seeing you there! Please reach out with any questions.  Best, {Your name}

3. Sales Follow-Up Email After No Response

Hi {!Name}, I’ve sent you a few emails now, with no response. Is it possible I’m reaching out to the wrong person? I don’t want to take any more of your time — could you kindly connect me with the person at {!Company} who handles purchasing decisions? Thanks! {Your name}

4. Overdue Payment Reminder Email

Hi {!First name}, I hope you’re doing well. Just a quick note to confirm the status of {!Invoice number or missed milestone}. The {payment or work} was due on 02/01/2022. At a week past due, we are at risk of [account consequences or delayed timeline]. Kindly submit {payment/work} as soon as possible, or advise as to when I should expect it. Thanks, {Your name}

5. Gentle Reminder Email to a Boss

Hi {!First name}, Just a quick reminder that I submitted a leave request last week for the dates of {!Date} – {!Date}. Can you kindly review when you have a moment so that I can plan accordingly?  Thanks, {Your name}

6. Reminder Email to a Client

Hi {!Client name}! Hope you’re doing well. I know you’re busy so I’ll be brief — any chance you had a moment to locate the info I requested on {!Date} (copied below)? The project is a bit held up on my end without that and I’d love to complete it for you as soon as possible!  Thanks for your attention! {Your name}

7. Pending Interview/Deal Reminder Email

Hi {!Name}, I hope this note finds you well and enjoying {something relevant — a prior topic of conversation, a company event, or even the weather}. I’m writing to follow up about our {interview/meeting} on {!Date}. Have you had time to consider next steps? I look forward to hearing from you! Thanks, {Your name}

8. Friendly Reminder Email: Lapsed Communication

Hi {!Name}, It’s been a little while — I hope things are great! Just wanted to circle back to where we left off a couple of weeks ago. Did you have a chance to come to consensus with your team about next steps? I’m hosting a webinar {or, share content} around some of the topics we discussed at our last meeting. I saved you a spot if you’d like to join! Click here to register: {include link}. Looking forward to your thoughts, {Your name}

9. Valuable Post-Meeting Reminder Email

Hi {!Name}, Hope you’re doing well! Thanks for your time earlier this week — I’m still impressed with the way {!Company} is doing {!Industry action 1} and {!Industry action 2}. As promised, here is {!Name’s} case study. With, {!Your company or product}, {!Name} was able to: {!Achievement or transformation #1} {!Achievement or transformation #2} {!Achievement or transformation #3} With some quick back-of-the-napkin math based on the data you shared this week, that could look like the following for {!Company} {Potential result for prospect company #1} {Potential result for prospect company #2} {Potential result for prospect company #3}

10. Sales Follow-Up Reminder Email: Content Offer

Hi {!Name}, I just came across this article [link] and it reminded me of our last conversation. A couple of takeaways: Relevant Point #1 Relevant Point #2 I’d love to hear your thoughts, once you have a chance to read it. {!Company} has been on my mind lately and I was excited to come across this article for you. Talk soon, {Your name}

Gentle Nudge to a Client 

Hi Darlene, Hope you’re doing well. I hate to bug you as I know you have a lot going on — any chance you had a moment to locate those sales stats I was hoping to include in your case study (copied below)? The project is a bit held up on my end without that and I’d love to complete it for you as soon as possible! I think you’re going to love it! YOY Revenue Growth ARR ROI Churn Rate Thanks so much, Suzie

Webinar Reminder Email

Hi Julian! Just a friendly reminder about Yesware’s Sales in the Remote World Webinar , coming up on April 12 at 3:00pm EDT. A unique password will be sent to the email that you used to register for the event. The presentation will run for about 45 minutes, with 15 minutes reserved for questions following the presentation.  If your plans have changed and you can no longer attend, please reply to this email. Otherwise, we look forward to “seeing” you there! Please reach out with any questions.  Best, Jeannette

Pinging Your Boss

Hi Adeline, Just a quick reminder that I submitted a leave request last week for the dates of February 20 – February 23.  Can you kindly review when you have a moment so that I can move forward with my travel plans, or rearrange accordingly?  Thanks, Nancy

Confirming an Appointment

Hi Roger,  Just a quick note to confirm our appointment this Thursday, May 23 at 2:30pm. Should take less than 30 minutes.  If that time no longer works, please feel free to find a time more convenient for you: {Calendar link}. My calendar is up to date.  See you soon, Mick

Re-Engaging a Cold Lead

Hi Rita,  It’s been a while — I hope you’re doing great! I’m jealous of the weather down there! Just wanted to circle back to where we left off a couple of weeks ago. Did you have a chance to come to a consensus with your team about the next steps?  I’m hosting a webinar around some of the topics we discussed at our last meeting. There are a few spots left, so I wanted to put it on your radar. Here’s the registration link: Yesware Webinar Registration: {link}.  Looking forward to your thoughts,  Dan

This guide was updated on April 5, 2023.

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Gentle reminder email example: 12 samples you could try

Table of contents

Want to craft the perfect gentle reminder email? Look no further! This is your go-to guide, offering you smart strategies and examples to help you communicate effectively while maintaining a polite and professional demeanor. This resource stresses the importance of using a friendly tone, clarity of voice, and respect when communicating with clients. We'll show you 12 samples you can model that are applicable for a variety of scenarios (like late payments, for example) - your ticket to writing reminders that get prompt responses without compromising relationships.

It can be difficult to remember everything, especially when we are bogged down with work or personal commitments. That's why reminder emails are so important in both our personal and professional lives.

While most of us are used to sending reminders to ourselves, we may not be so accustomed to sending them to others. And that's where things can get a little tricky.

You don't want to come across as naggy or pushy, but you also don't want the person to forget what you're reminding them about.

It's a delicate balance, but it is possible to write a reminder email that is both polite and effective.

This guide will cover everything you need to know about reminder emails, including 12 gentle reminder email samples, polite reminder email etiquette, and how to write a reminder email that gets results. This is just a very small sample of our free templates - if you are looking for a comprehensive collection of email templates , word templates, pdf templates, google doc templates and much more, claim your 7-day free trial today!

Note: if you are a coach or consultant who needs task management, time tracking, tax, proposal, invoice, or contract templates , then try Bonsai. Bonsai is an all-in-one small business tool software that lets you streamline and manage your daily work to be more efficient. Your first week is on us .

So let's get started!

What is a Reminder Email?

A reminder email is a message that you send to someone when you want to remind them of something important.

It usually contains a message that says something like, "Hey, I wanted to remind you that you have an appointment with the dentist on Wednesday at 3 pm."

There are two types of reminder emails, the first being reminding someone about something before it happens and the second is reminding someone about something after it has already happened.

The before type would be more like a reminder email for a meeting, while the after type would be more like an overdue payment reminder email.

What’s the Ideal Timing for a Reminder Email?

This really depends on what you’re trying to remind the person about. If it’s something like an appointment or a meeting, you usually want to send the email a day or two in advance.

This gives the person enough time to see the email and put it on their calendar. For things like contract reminders, rent payments or library book returns, you might want to send the email a week or two before the due date.

That way, the person has time to take care of it without forgetting and getting penalized. If the reminder is for things without due dates, you can wait a little bit longer to send it.

Gentle Reminder Email Templates

There are a few different types of reminder emails that you can send, depending on what you're trying to remind the person about.

Here are some gentle reminder email templates that you can use for different situations:

Note: Try Bonsai to get access to invoice, contract and proposal templates for coaching, consulting, or other freelance services. Our gentle follow up email samples are easy to customize and send off to current or potential clients. Claim your 7-day free trial and see for yourself.

1. Polite reminder email to boss

Email subject line: Leave Request for September

Hello Matthew,

Hey there! Just wanted to send a polite reminder about my leave request for September. I submitted the request on August 21st and still haven't heard back from you.

I wanted to have the request approved as soon as possible so that I can start making travel arrangements. If you could let me know at your earliest convenience, that would be much appreciated.

Best Regards,

2. Friendly reminder for no response

Subject: Follow-up on Job Application

Hi [Employer],

Thank you again for taking the time to speak with me about the open [position] position at your company. I am very excited about the opportunity to join such a prestigious organization.

I just wanted to follow up and make sure that you received my application materials. I submitted them on [date] and haven't received a response yet.

I would really appreciate it if you could let me know if there is anything else I need to do or if there is any other information you need from me.

Thank you for your time and consideration, and I look forward to hearing from you soon.

3. Gentle reminder message for meeting

Subject: Upcoming Meeting on Wednesday

Just wanted to send a quick reminder that we have a team meeting scheduled for this Wednesday at 11 am in the conference room.

The meeting will last for about an hour, and we'll be going over the quarterly budget report . Kindly bring a copy of the report with you to the meeting.

If you have any questions, feel free to reach out to me.

Thank you, and I'll see you all on Wednesday.

4. Deadline reminder email

Subject: Upcoming Deadline - Project Proposal

Just wanted to send a quick reminder that we have a project proposal due next Monday, October 12th. The proposal is due at 11:59 pm EST.

We'll be presenting the proposal to the client on Tuesday, October 13th therefore, it is very important that the proposal is completed and submitted on time.

Kindly come prepared with any questions or concerns that you may have about the project to avoid a missed deadline.

If you have any questions, please don't hesitate to reach out.

Thank you, and I'll see you all on Monday.

5. Event reminder email

Subject: Upcoming Event - Staff Party

Just wanted to send a quick reminder about next week's staff party. It will be on Friday, December 18th, from noon until four in the afternoon in the break room.

We have invited a few special guests, and there will be refreshments provided.

Please RSVP to this email if you plan on attending so we can get an accurate headcount. If you require any further information, let me know.

Thank you, and I look forward to seeing you all at the party.

6. Overdue payment reminder emails

Subject: Overdue Payment - Invoice #12345

Hi [Customer],

I'm just writing to remind you that your payment for invoice #12345 is now overdue. The payment due date was [date], and we have yet to receive payment.

We would appreciate it if you could make a payment as soon as possible. If you have any questions or concerns, please contact us.

7. Gentle reminder on the below request

Subject: Gentle Reminder - Request for Information

Hi Maryann,

I'm just writing to gently remind you that we have a request for information from you that is overdue. We requested the information about [topic] on [date], and we have yet to receive it.

We would appreciate it if you could provide the requested information as soon as possible. If you require any further information, feel free to contact me.

8. Final humble reminder

Subject: Final Reminder - Invoice #12345

This is a final reminder that your payment for invoice #12345 is now overdue. The payment due date was [date], and we have yet to receive payment.

Our terms and conditions state that we will assess a late fee of [amount] if payment is not received within [number] days of the due date.

We will be forced to take legal action if we do not receive a payment within the next 48 hours.

We would appreciate if you organize and settle this invoice immediately to avoid this. Should you need any further information, please do not hesitate to contact me.

9. Second email follow-up reminder email after no response

Subject: Follow-Up - Link Building

I'm just writing to follow up on my previous email about our link-building services. I emailed you a few days ago and haven't received a response yet, so I just wanted to make sure that you received it.

Once again, we offer various link-building services designed to help improve your website's SEO.

Our team of experts would be more than happy to discuss the different options with you in more detail and answer any questions you might have.

If you're interested in learning more about our services or if you have any questions, please don't hesitate to contact us.

This will be our last follow-up email. If we don't hear back from you within the next 48 hours, we will assume that you are not interested and will take no further action.

Thank you for your time,

10. Zoom meeting reminder email to participants

Subject: Upcoming Zoom Meeting - [Date] at [Time]

Just wanted to send a quick reminder about our upcoming Zoom meeting. It will be on [date] at [time]. The meeting ID is [ID], and the password is [password]. The agenda for the meeting is attached.

We hope to see you all there!

Kind regards,

11. Appointment reminder email

Subject: Appointment Reminder

This is a friendly reminder that you have an appointment with us tomorrow at 2 pm. We'll be seeing you for a follow-up visit to discuss your progress and see how we can best help you moving forward.

We look forward to seeing you tomorrow!

Best regards,

12. No-Show Coaching session reminder email

Subject: Missed Session reminder

Sorry that we missed you and that you were not able to join our regularly scheduled life coaching session! In future please cancel 24 hours ahead so that we can free up the appointment in our scheduling software and reassign the booking to someone else. As a quick reminder, future missed sessions may incur a cost so please be careful in the future and let us know ahead of time.

We won't send over a coaching invoice for payment today, but next time this will have to be the action we take. We look forward to seeing you in future coaching sessions!

How to Write a Reminder Email Template

Reminder messages can be a gentle nudge in the right direction for your recipients, or they can be more direct.

It all depends on your relationship with the recipient and the purpose of the email. If you need to send a reminder email, here are the key areas you should cover:

Reminder email subject line

This is your first chance to get the recipient's attention, so make it count. Write a clear subject line. For example, "Reminder: Invoice #12345 Due on [Date]"

The opening

Start with a greeting, then state the purpose of your email right away. For example, "Hi Jane, Just wanted to remind you that we're scheduled to have a meeting tomorrow at 11 am."

Keep the body of your email short and to the point. If you're sending a reminder for an upcoming event, include all the relevant information (date, time, location, etc.).

If you're sending a payment reminder, include the invoice number and amount due. If the reminder is for something else, be clear about what you're reminding the recipient about.

Here is where you explain the situation, give the solution and action to be taken, and provide a timeline for when you need a response.

The closing

End the email by giving the recipient some benefit of doubt or opportunity for redemption.

For example, "I know you're busy, so I'll just remind you again tomorrow." or "If you have any questions, please don't hesitate to let me know."

Thank the recipient for their time and sign off with your name.

5 Common Email Reminder Mistakes – and How to Avoid Them

Sending too many reminders.

If you find yourself sending too many reminders, it might be time to reassess your process. Are there ways you can automate reminders?

Can you set up a system where the recipient receives a reminder automatically? If not, try to space out your reminders so they're not overwhelming.

Being too vague

Don't make the mistake of being too vague in your reminders. The whole point of a reminder is to jog the recipient's memory, so be specific about what you're reminding them about.

The more specific you are, the less likely it is that they'll need another reminder.

Sounding angry or impatient

It's important to remain professional in your reminder emails, even if you're feeling frustrated. Remember, the recipient is not necessarily trying to ignore you or be difficult – they might just be busy. Always remember the nuances in written communication can be lost like the differences between a gentle reminder vs a friendly reminder.

Avoid sounding angry or impatient in your email by keeping your tone friendly and positive. And avoid writing "just a reminder"; instead, use "just a friendly reminder," this way, you sound polite and direct.

Failing to proofread

Before hitting "send," take a minute to proofread your email. This will help you avoid any typos or grammatical errors, and it will also give you a chance to make sure the email sounds the way you want it to.

The last thing you want is for your reminder email to come across as unprofessional because of a simple mistake.

Sending too many emails at once

If you have multiple things you need to remind someone about, try to consolidate them into one email instead of sending several individual emails.

This will help avoid overwhelming the recipient and will make it more likely that they'll actually read your reminder (and act on it!).

Conclusion on Gentle Reminder Emails

A reminder email is a polite way to prompt someone to take action. It's important to be clear, concise, and specific in your email so that the recipient knows exactly what they need to do.

Different situations will call for different types of reminder emails, so be sure to tailor your email to the specific situation.

And finally, avoid making common mistakes like sounding angry or being too vague in your email.

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Published on: 02 Nov 2021 , 9 mins to read

Email template: Reminder to complete a course

If you want to give your course completion rate a boost, a training reminder email could well be your L&D best friend. Not the kind of high-maintenance friend who’ll ring you every other minute to update you on their latest drama. But the kind of friend who instinctively knows when you need a gentle nudge, gives you the news you need to hear, and then lets you get on with it.

And, because everyone deserves a friend like that, we’ve created some training email reminder templates for you. Save them. And when you need to send out a reminder, just pop in the relevant details and you’re all done.

But first, a bit of guidance on what to include in your training reminder, when to send it and why it matters.

What we’ll cover:

• What to include in a “Reminder to complete a course” email
• How to use your training reminder template
• Download your training reminder email template

How to customize your training reminder email

Preparing your “reminder to complete a course” email.

Getting this email ready to send won’t take much time—particularly if you’ve got a training reminder template set up. But it is important to give thought to what you’re trying to achieve and how best to do that.

You’re sending this email to make sure as many people as possible complete the course you’ve prepared.

If it’s a mandatory training course , your goal will be to get all employees to complete it by a fixed date.

If it’s optional , your aim will be to get as many people as possible to complete it (the timeframe for this will be less rigid).

With your main objective clear, you can use it to guide and ground your next steps.

You’ve established your goal. Now use it to craft your message.

Unlike your original training invitation email , this training reminder doesn’t have to lay the groundwork and include all of the details. Keeping your message clear and focused is key.

So, a simple reminder of the deadline and details of how to access the course (for example, the link) should be enough. You could follow this with a short sentence on what is achieved by completing the training.

The training reminder emails we’re looking at here are designed to target online, self-paced eLearning courses. And the standard approach for courses like these is for HR to send out one or two reminders before the deadline .

Having said that, when and how often you send out your training reminder email will also depend on a number of additional factors.

For optional online courses, one reminder about a week before the deadline should be enough.

If the course is mandatory , consider sending out a second reminder, too. This should be sent at least 3 days ahead of the deadline to ensure people have time to take action if they haven’t already. In these circumstances, a reminder sent the day before the deadline is pointless.

The length of the course is also significant. If it’s a multi-session course with an assessment at the end, it’s a good idea to remind employees of the deadline at least a week in advance. Again, you need to give people enough time to act.

Need more training email templates? Have a look at our free samples:

• Invitation to a mandatory training session
• Invitation to a live training session
• Announcement for upcoming training
• Invitation to log into your LMS
• Reminder to complete a course
• Reminder for an ILT session

How to use your training reminder email template

At the very least, you’ll need to add your own course-specific details to the training reminder template (for example, deadline date and link to complete the course). But it’s a good idea to also tweak the language and tone a little to match your company culture and the “voice” of the person the email’s coming from. The tone you use should also reflect the content of your message.

If this is a mandatory course (particularly one that’s required by law) you’ll need to be clear about this. This requirement may seem to define the tone. But by framing the message in a positive way you can soften the tone and deliver the message as a mutually beneficial call to action , rather than an instruction that must be met.

So, instead of saying “ It’s imperative that everyone understands how to [X/Y/Z]” you can say “ By completing this course, you can help create a fair/safe/ethical/secure environment for us all. ”

Let’s also spare a thought for your HR team. While they’re sending out reminders to learners, who’s reminding them? Your LMS, that’s who. Set up automated notifications through your LMS and you can be confident that reminders will be sent on time and to the right people—for example, those who haven’t yet completed their training, as opposed to your entire organization.

Download your “Reminder to complete a course” training email template

So, here are your downloadable training reminder email templates . To help address the different scenarios, we’ve included an example of a first reminder and a second (and last) reminder.

We’ve designed the first reminder with an optional training program in mind. The second reminder is best suited to mandatory training. Of course, you can pick and choose elements from both to meet your own needs.

Example 1: First reminder (optional training)

Email subject line: Only a week to go! Have you completed your [ name of course ] training?

Dear [ employee name ],

The deadline for completing [ name of course ] is [ date ]. That’s one week from now. Please make sure you’ve finished the course by then.

To access the training go to [ link ] and log in with [ username and password details ].

This course is a great chance to expand your knowledge on [ topic of the course ] and learn how to [ skills/knowledge achieved ].

If you need any more information or help please contact [ team or individual email ].

Thank you in advance for your commitment to [ XYZ ].

Example 2: Final reminder (mandatory training)

Email subject line: Three days to go! Please complete your [ name of course ] training

The deadline for completing your [ name of course ] training is [ date ]. That’s three days from now. This is a final reminder to make sure you’ve finished the course by then.

It’s essential that we all complete this training. By doing so, you can help create and maintain a [ fair/safe/ethical/compliant/secure ] environment for us all.

The templates provided here are a blank canvas. Add your own unique stamp on them by tweaking the tone and adding in extra information, where relevant.

To give you an idea of how you might want to do this, we’ve drafted a few examples below.

Email subject line: Only a week to go! Have you completed your “Inspiring Others” training?

We’re sure you’ve logged the date. But just in case, here’s a gentle reminder that the deadline for completing your “Inspiring Others” training course is next Friday, September 24 . That’s exactly a week today.

Finishing this course means you can progress to the next stage in your leadership training program . And move one step closer to achieving your accreditation. Which is great news!

Haven’t got the link bookmarked? No problem. To access the training:

• Go to www.talentlms.com
• Log in using your email and password
• Click on “My Courses” at the top of the screen, then choose “Inspiring Others”

The success of our business rests in the hands of its leaders (you!). And we’re excited to have you take part in this development program. We hope you’re enjoying it and getting a chance to apply some of the skills and knowledge you’ve acquired so far.

If you need any more information or help please contact me directly or email someone on the team at [email protected].

Adam Cohen SVP Human Resources

Email subject line: Three days to go! Please complete your ISO 27001 training

The deadline for completing your ISO 27001 training is this Thursday, September 21 . That’s three days from now. This is a final reminder to make sure you’ve finished the course by then.

To access the training:

• Click on “My Courses” at the top of the screen, then choose “ISO 27001”

It’s essential that we all complete this training. By doing so, we can help maintain a secure and compliant environment for ourselves, our colleagues, our business, and our customers.

Thank you in advance for your commitment to protecting the personal and protected data of us all.

If you need any more information or help please contact [email protected].

Get a good ROI

Training email reminders, done well, will act as a friendly but firm tap on the shoulder that your employees will appreciate. They deliver high returns for low input.

And if you’ve got them saved as templates, ready to use whenever you need to, the additional input’s practically zero. Which means more time for you to add value elsewhere. Well, what else would you expect from a friend?

Save time, frustration and money with TalentLMS, the most-affordable and user-friendly learning management system on the market. Try it for free for as long as you want and discover why our customers consistently give us 4.5 stars (out of 5!)

Try for free!

Christina Pavlou - Former Content Marketing Manager

Christina, ex-Content Marketing Manager at Epignosis, focuses on L&D, diversity, and enhancing workplace well-being. Learn how to improve your work environment. More by Christina!

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11 Effective And Polite Reminder Email Examples

Sending reminder emails doesn’t have to be a chore. It also doesn’t have to sound samey and impolite. That’s why this article wants to present some of the best alternatives to writing reminder emails that allow you to keep them effective and polite.

How Can I Make An Effective And Polite Email Reminder?

It would help you see how to start a reminder email to make sure they are effective and polite. We want you to check out the following for exactly this case:

• I wish to let you know
• I would just like to remind you
• I understand that you have a lot of work , but I would just like to remind you
• When you get a chance, please
• When you get a moment, please
• To ensure…, please
• I’m just checking to see if
• I’m writing to confirm
• I’m writing to remind you
• I’m looking forward to hearing your reply to my previous email
• I haven’t heard from you and just wondered if there are any problems

The preferred version is “I wish to let you know.” It’s the simplest way to stay effective and polite, and it’s a great way to start a reminder email without sounding like you’re pestering someone. You should stick to it in most professional cases.

I Wish To Let You Know

“I wish to let you know” works well in many cases. We can use “wish” to make the phrase slightly more light-hearted and polite. This is great when we don’t want to overwhelm people with the reminder (even if we’ve made it clear they have a task to do before).

Here are some great examples to help you with it:

• Hello Harry,
• I wish to let you know that the office is looking to hire you a helper for the coming weeks, and we still need your input.
• Kind regards,
• I wish to let you know that we still have not heard from you about your attendance at the meeting on Friday.
• Kindly inform me with whether you’ll be there,

I Would Just Like To Remind You

“I would just like to remind you” works in many cases. It’s polite because we use “I would just like,” which shows that we hope they do not take offense by the reminder. Usually, it’s much softer than other reminder emails (which can sound like orders more than anything else).

You could use this phrase as follows :

• Dear Mr. Savage,
• I would just like to remind you that I am in charge of all future interviews at this firm.
• I would just like to remind you that you do not have the right to speak to me in that way.
• Please refrain from doing that again,

I Understand That You Have A Lot Of Work, But I Would Just Like To Remind You

This phrase works well when we want to show that we’re empathetic. Even though we understand people are busy, we still have something important that we have to remind them of. It helps to use phrases like this to stay on a good level with your employees.

We could use this phrase as follows:

• Hi Mister Po,
• I understand that you have a lot of work, but I would just like to remind you that your presence is required in A-block immediately.
• Thank you for understanding,
• I understand that you have a lot of work to do, but I would just like to remind you that I am leaving the office for a few hours and need cover.
• I hope you can reply to me soon,
• Mrs. Walker

When You Get A Chance, Please

“When you get a chance, please” works well when we want to encourage someone to do something. Giving them a “chance” makes them feel like it’s still up to them when they do the task. However, it is usually our final reminder to get them to do it.

Here’s how we can use this phrase in email formats:

• When you get a chance, please check your schedules to see whether you’re free next Monday at two.
• Mr. Paulson
• When you get a chance, please ensure you visit head office about this issue. I don’t want to remind you again.
• Mrs. Guilty

When You Get A Moment, Please

This phrase is the same as the one above. However, we can replace “chance” with “moment” for the same impact. “Moment” is slightly more professional, which shows that we might be a little more concerned with their lack of response.

We could use this phrase in the following situations:

• Dear Harry,
• When you get a moment, please make sure that the machines are all switched off to save energy.
• Thank you for helping,
• Dear Juliet,
• When you get a moment, please come to my office to let me know of any updates that might be relevant.
• Margaret Wood

To Ensure…, Please…

“To ensure…, please” is a two-part phrase we can use to remind someone. We first “ensure” that something is going to take place. To do this, we give people their orders or reminder after we use “please.”

You could use this phrase in the following ways:

• To ensure that this does not happen again, please refrain from meeting with any of the previous managers of this firm.
• Sir Walters
• To ensure that there will be no overlap with this message, please delete all previous correspondence from this address.

I’m Just Checking To See If

“I’m just checking to see if” works when we want to make sure someone hasn’t forgotten some crucial information. “Just” helps to keep things light, but we can also remove it in more professional circumstances (or when you want to be more strict).

These examples will help you to understand more about it:

• Dear Susan,
• I’m just checking to see if you made it to the warehouse okay and found the products I asked of you.
• Mrs. Danforth
• To everyone,
• I’m just checking to see if you received my email about the team-building meeting happening next week.
• Kindly reply with your answer,

I’m Writing To Confirm

“I’m writing to confirm” works when we’ve made previous plans with someone. The “confirmation” acts as a way to find out whether they’re available to do whatever it is we’re asking of them.

We could see this phrase works as follows in an email format:

• I’m writing to confirm that you received my previous email. You need to action it immediately if so .
• Tara Williams
• Hello David Walker,
• I’m just writing to confirm that you found your way alright. I did request an update from you when you arrived, but it’s okay if you’ve been busy.

I’m Writing To Remind You

“I’m writing to remind you” works when we want to keep the message simple. It helps to jog their memory, and hopefully they’ll remember that they were supposed to do something for us.

This phrase can work in the following ways:

• Dear Mr. Tom,
• I’m writing to remind you that you need to pay your rent by the end of this week or we will be having some problems.
• Thank you for your time,
• Jessica L. Murray
• I’m writing to remind you that I need you to come to my office by the end of your shift today.
• I look forward to your swift response,

I’m Looking Forward To Hearing Your Reply To My Previous Email

We can use this phrase when we want someone to understand that we’re waiting for their reply. However, it helps us to use this if we want to sound light-hearted and friendly without being overly pushy at the time.

You might benefit from seeing the following examples in action:

• Dear Charlie,
• I’m looking forward to hearing your reply to my previous email, which I notice I haven’t received yet.
• Sandra Perkins
• Dear Mr. Blake,
• I’m looking forward to hearing your reply to my previous email. I eagerly await your reply!

I Haven’t Heard From You And Just Wondered If There Are Any Problems

This is another good way to start a formal email. We can use this when we haven’t heard from someone when we expected a reply from. To encourage them to send that reply to us, we can use this phrase. Sometimes, it might have slipped their mind.

Here are some helpful examples to make more sense of it:

• Dear Mr. Friedman,
• I haven’t heard from you in a while and just wondered if there are any problems with the previous email.
• I look forward to hearing from you,
• Dear Sarah,
• I haven’t heard from you and just wondered if there were any problems that you would like to discuss about the previous email.

You may also like:

• 11 Polite Ways Of Saying “Please Be Reminded”
• “Reminder Of” or “Reminder On”? Easy Preposition Guide
• 6 Steps To Politely Remind Someone To Reply To Your Email
• 9 Best Ways to Politely Ask for An Update on Email

Martin holds a Master’s degree in Finance and International Business. He has six years of experience in professional communication with clients, executives, and colleagues. Furthermore, he has teaching experience from Aarhus University. Martin has been featured as an expert in communication and teaching on Forbes and Shopify. Read more about Martin here .

• Is “Dear All” Appropriate In A Work Email? (8 Better Alternatives)
• 11 Better Ways To Say “Did You Get My Email” (Polite)

Deadline reminder email samples: How to give a gentle nudge

Kimberlee Meier ,

1 February 2023 • 0 min read

"Psst...read this email and respond, please!" isn’t the most professional follow-up to send — try these notes instead when you need to send out a deadline reminder.

Need an answer from someone over email? Feel like you’re being ignored? You’re not alone. People leave emails unanswered or don’t reply at all — all the time. Why?

Simple answer: There are too many. Emails have become a core part of our daily work routine. In fact, the average person spends 28% of their time on email every week . Sherry Turkle, the director of the Initiative on Technology and Self at the Massachusetts Institute of Technology, says that many people get overwhelmed with how many emails they have to reply to, so they triage, prioritize, or completely forget to reply.

“ Your brain is not a perfect instrument for processing texts,” she says.

Yet if you’re the one that’s waiting for a reply, it’s, welp, just annoying. In a business setting, it’s usually holding you back from your own deadlines. Financial Times writer Lucy Kellaway describes what many of us feel when our emails go unanswered — there is no clue why they haven’t replied.

“What is so distracting about silence on email is that it is impossible to fathom. When you speak to someone, you can see whether they are struck dumb from amazement, disapproval, or boredom.

"Has the person even seen your message? Are they deliberately ignoring you? Are they disgusted? Busy? Out of battery?

"Or could it be that — as often happens to me — they have read the message on their mobile without reading glasses to hand, and by the time they have got their glasses the moment has passed.”

And when it comes to waiting for an email reply, some are more urgent than others. You could be waiting for a response to an event invite, or something more urgent like:

Late payments/shipments

Overdue deadlines

Unsigned contracts

Unused coupons or discounts

If these emails continue to go unanswered, you risk missing deadlines or closing a deal. So, how do you get an answer to these emails?

It depends on the circumstances, but getting a reply comes down to a few simple rules: grabbing your subject’s attention, keeping your emails short, and clearly explaining why you need a reply ASAP.

3 tips for writing deadline reminder emails

1. make your headline stand out.

Don’t play "Where’s Waldo?" in your recipient’s inbox. You need to stand out.

The first stop is the email’s subject. If it’s too generic, you risk your reader skimming over it completely.

If you’re chasing an overdue invoice or an unsigned contract, all you have to do is highlight it and gently remind them that you would love a response. Like this:

Four words tell your reader what the email is about and instill a sense of urgency that can nudge your reader into actually opening it.

2. Keep it short and sweet

People love a short email.

A study by Boomerang revealed emails that have between 75 to 100 words get a better response than longer emails.

Remember, people are busy. The quicker you get to your point, the easier it is for your reader to scan your message and reply. Here’s how an overdue invoice poke could look:

It’s like a quick text to a friend. It includes all of the vital information—when the invoice was issued, how much it was for, and, most importantly, that it’s overdue. It also presents the reader with a crossroads: if they’ve paid the invoice, all they have to do is reply and let you know.

And if they haven’t—the pressure is on for them to respond.

3. Make sure you clearly explain your situation

I know I’ve just told you to keep your deadline reminder emails short, but there are some occasions where you may need to explain your situation in more detail.

If you send out a reminder to a customer about an upcoming subscription expiration or try to close a deal on a new contract, you sometimes need to add a little more juice to your email. This requires drafting a deadline email with three pieces:

🧑‍🤝‍🧑 A quick summary of your relationship: Remind your reader about who you are and when you interacted last

📅 A reminder of the upcoming deadline: Clearly explain what deadline is approaching and how you can help them. If your reader can extend a subscription themselves or pay an invoice online, make sure you add in a link so they can take action immediately

☎️ A call to action (CTA): If you think that your reader may need more information or you want to touch base with them to talk more about their contract, ask for a catch-up

Here’s what that email should look like:

It’s important not to overload your reader with information. Your reminder email should have a clear message about what you want them to do and how they can do it.

Pro-tip: Creating a reminder email that actually gets replies is like finding gold. You should turn your winning email into a template so your whole team can use it to boost their replies. Using a tool like Front, you can create message templates to save time when you reach out to customers to get a response. All you have to do is draft a template, save it, and your team can use it whenever they need:

Oh, and make sure you hit send at the perfect time

There is a little bit of science that comes along with getting email replies.

It may be a surprise that if you hit send at the right time, you have a better chance of getting a response. A study by Beamery found you can get a 45% response rate for emails if you send them early in the morning or in the evening.

Yet all customers are different, so the best way to figure out when to send emails is to test, test, test. A/B split testing your emails to see when your customers are active and replying to your emails can help you pinpoint when they’re most likely to be in their inboxes so you can send your deadline reminder emails at that time.

3 deadline reminder email samples you should steal

1. a short and sweet message about a subscription renewal.

Image Source

Why it’s great: Your customers are busy people, so the majority of the time when they forget to pay an invoice or renew their subscription, it’s because they’ve forgotten or they just haven’t had time to do it. Any deadline reminder email you send out should reflect that. And with so many subscriptions now auto-renewing, this deadline reminder email should be just that — a reminder that payment is about to be charged to their card.

Take a look at this example. It simply tells the customer when the subscription will renew, how much the charge will be, and a link to where they can manage their payment cycle.

2. A reminder of an upcoming event

Why it’s great: Whether you’re hosting an event, webinar, or onboarding session, you should always give everyone attending a heads up and remind them a couple of days in advance.

This sample reminder email about an upcoming marketing seminar highlights all of the important bits: when the event will take place, how much it’ll cost, and when you need to register.

There’s two parts of this reminder email that make it really pop. Not only is there a discount code given (that highlighted in bold ), but there are two call-to-action buttons. It leaves the reader with no confusion about what the email is about, and leaves the impression that Google *really* wants them to come to the conference! 🙋‍♀️

3. A gentle nudge about a customer’s unused rewards

Why it’s great: Reminder emails don’t always have to be about chasing unrenewed subscriptions or unpaid invoices. This deadline reminder email sample is perfect for customers who have unused store credits or a remaining balance on their account. They may have forgotten about a credit you have given them or unsure about how they could spend it.

If you copy the format of this sample email you can tell the customer exactly how many credits they have left (or what coupon they can use), when it needs to be used by, and provide a direct link to your website to encourage them to take action!

Deadline reminder emails should be polite — not pushy.

Sending out reminder emails can feel like you’re annoying your clients.

Yet there’s a way not to be a burden on their inbox. If you keep your message short, explain the situation clearly, and give them a way to resolve the problem themselves — you boost your chances of getting a reply.

The most helpful advice we can give to you is that people’s inboxes are a busy place. To give your email the best shot at standing out, have a headline that stands out, keep it short, and send it at a time that’ll get your reader’s attention.

The rest… well, that’s up to your reader!

Written by Kimberlee Meier

Originally Published: 12 November 2020

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7 Assignment Reminder Templates for Teachers

Magical for Assignment reminder

In the dynamic world of education, timely assignment reminders are key to ensuring students stay on track and achieve their academic goals. To assist teachers in maintaining a smooth workflow and enhancing student engagement, we present a comprehensive set of assignment reminder templates. These templates are designed to cater to different scenarios, ensuring adaptability to various student needs and academic contexts.

What templates are included in this Assignment reminder pack?

Extension reminder.

This template is for reminding students who have been granted an extension for their assignments. It provides the new due date and encourages them to make the most of the extended time.

General Assignment Reminder

This template serves as a gentle reminder for upcoming assignments. It provides essential details about the assignment and encourages students to start early to avoid last-minute rush.

Group Assignment Reminder

This template is tailored for group assignments. It encourages teamwork and collaboration among students and provides necessary details about the assignment.

Last Minute Reminder

This template is designed for sending reminders a day or two before the assignment deadline. It emphasizes the urgency and encourages students to submit their work on time.

Project Milestone Reminder

This template is designed for long-term projects with multiple milestones. It reminds students of the upcoming milestone and encourages them to stay on track.

Resubmission Reminder

This template is for reminding students to resubmit their assignments after making necessary corrections. It provides the resubmission deadline and encourages them to improve their work.

Revision Reminder

This template is for reminding students to revise their work before submission. It emphasizes the importance of revision and provides tips for effective revision.

More Teacher packs

7 Student Progress Report Templates For Teachers

5 class cancellation templates for teachers, 7 welcome students templates for teachers, 5 essential grading notes templates for teachers.

How can you personalize your Assignment reminder templates?

Magical allows you to personalize these templates with your recipients information like

How to use Sales prospecting templates

With Magical, you can save any text you type repetitively as a template in Magical and expand the template automatically when you work. Download our Sales prospecting templates to get these templates out of the box.

What is Magical?

Magical is a productivity app that automates your soul-crushing tasks so you can do the work that gets you promoted and still have time to take a break. With Magical, use AI to speed through repetitive tasks like messaging or data entry anywhere on the web —no fancy set-up required. Add Magical to your browser - it’s free.

“Magical has made my job significantly easier. I use it daily. Seriously this is a MUST HAVE for any recruiter's toolkit.”

“With Magical, there’s a much better chance of me getting through my tasks. It cuts down on the stress you experience.”

“Magical is transformative in the sales world. You can have everyone using consistent, approved messages.”

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Jun 22, 2023

How to write a follow-up email with 8 samples and template

Learn how to write a follow-up email after no response with the help of our follow-up email samples and template.

Lawrie Jones

Table of contents

So you sent the perfect email hoping for a quick response, and 8 days later... still no reply. 😑

How to write a follow-up email

If your email has ever been ignored, a follow-up email can help get your conversation back on track.

As the name suggests, follow-up emails are reminders , prompts, and (very gentle) pushes to get a response. If the follow-up email does its job, you'll quickly find a reply ready and waiting in your inbox, and you can (quite literally) get back on with business!

In this ultimate guide on how to write follow-up emails, we delve into the format, breaking it down into sections. Then, we provide 8 follow-up email samples and finish with a 100% customizable template.

Let the email pros at Flowrite guide you through the process of creating fantastic follow-up responses that won't fail to get a reply!

Why send a follow-up email?

Consider the situation: You've emailed your boss with a question about a project.

Time is running out for you, but you're still waiting for a reply. What would you do?

It's easy to get frustrated and even angry if you feel ignored. But before you go nuclear, send a follow-up email. There are many reasons why you're email may have been unanswered, and you’ll never know if you don’t ask.

The hardest part of creating a follow-up email is to stay polite and professional, while pushing for an outcome. It's especially sensitive if you're pushing someone in power, like a boss, manager, director, or valued client.

The (not so secret) trick is to use the formal email structure and established follow-up email format. So let's get to it...

Follow-up email format

The follow-up email format is no mystery to anyone who creates messages for business. It uses the formal email format (you can read about that in our monster guide here!).

Follow-up emails are focused on getting an outcome.

Whether you're checking in after applying for a job or after sending your resume, it all starts with a strong subject line that grabs attention.

When they open the email, it's professional, personalized, and precise, focusing on your desired outcome. It ends with an outline of the next steps in the process and a suitable sign-off.

It sounds simple because it is! It's time to get into the details of how to draft a follow-up email, using a professional email format:

1. Follow-up email subject line

For every type of email, subject lines have to grab attention. They must express precisely what the message is about and encourage the reader to open it. Fulfilling these principles is a priority for follow-up emails, as your initial message was ignored. Don't make the same mistake again!

Keeping the subject line short, sweet, and simple is essential, advises Rebecca Zucker in the Harvard Business Review .

She suggests that 47% of all emails are discarded by having lousy subject lines. Don't make that mistake!

You can either be explicit about your request or not. Here are a few follow-up email subject line examples:

• Follow up: Email sent on XXX – This is a super formal subject line to a serious email
• Response required: Email sent XXX – Again, a serious subject line for a serious email
• Reminder to register for XXX – This is a polite email reminder for an event.
• Be great to hear from you – This is a relaxed and informal approach that you should only use with someone you knowNetwork event reminder (details) – Another polite follow-up about an event ‍
• Thanks for our meeting – This is a different way to follow up with someone you have already met. You're not demanding a response but creating a connection

In case you're wondering, here are some terrible follow-up email subject lines that you should never use in any situation!

• Why didn't you respond?
• Did you get my last email?
• I'm waiting for your reply…
• I know you're busy, but…
• Just checking in…
• Respond ASAP (I included your manager as CC )

Want to learn how to start an email professionally and adequately? Check out our feature  on how to start an email and how to introduce yourself effectively .

Let's start crafting a follow-up email together, starting with the subject line:

2. Follow-up email body

The follow-up email body is where we start asking for what we want: a reply.

Start with a personalized greeting that uses the person's name. A "Hi" or "Hello" is fine, along with their first name. (Don't forget any professional titles, too.)

Your email is about getting attention and encouraging a response, but try to avoid becoming emotional in your requests. The format outlined below is a great way to ensure you get the desired outcome without damaging your reputation or burning any bridges.

Restate your original request

Start with a warm greeting and remind the person of the previous email (request or correspondence). Keep things upbeat and friendly rather than ice-cold and overly formal.

Remember, there may be legitimate and fair reasons you've received no reply, so always give the person the benefit of the doubt (until proven otherwise).

Restate what's needed and possible deadline (call-to-action)

Your email opening is positive, friendly and continues to build your relationship. The door is still open – but let's push for some answers!

One tip we have is don't be overly apologetic and don't feel bad for bothering people again. This can lead to longer than necessary emails.

One crucial consideration is whether the email response is time-sensitive. Take, for example; you are inviting someone to an event . You may have a deadline for an answer. In this case, you may need to send a polite follow-up email quickly, which is acceptable. 

In this section, we state what's required and provide a deadline to drive action. You can offer them an opportunity to extend the deadline if there's a genuine reason why they've not been able to respond.

3. How to end follow-up email

To finish off your follow-up email, you can restate your overall aims of the message – and the outcome you want. Even if you're feeling frustrated, don't let that come across in your follow-up emails. Focus on staying 100% professional!

Before sending, don't forget to add your name, signature, and other details. Double check you've added the attachments, documents, and anything else the recipient may require!

Follow-up email examples

Now, in the classic Flowrite style, we stop telling and start showing.

We give you 8 examples on how to create a polite follow-up email, a gentle follow-up email, and a more formal response request email . We've provided the framework for how to follow up on an email below .

These samples are written to help you understand the format and find the right words . Use them as the basis for building your follow-up emails.

Or, if you're feeling lazy, copy and paste them. It's your choice!

1. Polite follow-up email sample

Here's a polite follow-up email sample you can send after not receiving a response. When deciding how to follow up on email politely, think about the person and understand why they may not have read your email.

In this polite follow-up email example, we've acknowledged why someone may not have responded to an email – "I understand that you are busy".

2. Follow up email sample after no response

Here is a sample of a follow-up email sent after getting no response. It doesn't beat around the bush but gets straight to the point. This email isn't to someone that you know but a generic email address or unnamed recipient.

3. Gentle follow up email sample

If you're looking for a gentle follow-up email sample, here's one. This is a lot less formal than the previous ones.  

4. Polite follow-up email sample for a request

We start with a polite follow-up email sample to make you sound like a pro. This sample is a basic – but effective – way to follow up.

We use the structure set out previously and leave the reader in no doubt about what we want, when, and why.

5. Politely follow up with your boss sample

Emailing your boss requires some tact. You'll naturally want to push for a response, but remember who has the power (they do!).

In this sample, we create a polite follow-up you can use with even the most fearsome boss.

Be bold and confident that you're doing the right thing for your career and the business.

6. Chaser email sample

Chasers aren't just soft drinks taken after hard liquor; they're also emails to accelerate a response. Chaser emails are often sent to get attendance at a meeting, confirmation of a booking, or dietary requirements.

Chaser emails are briefer than the other follow-ups and less formal – but don't be complacent. Check out our chaser email sample.

7. Following up on my previous email sample

How many times have you had to follow up on an email that's been ignored? For us, it's lots and lots of times, sadly.

Email follow-ups are formal and stick to the structure – but there is flexibility. If you're emailing a colleague, you can be friendlier. If you're emailing an existing customer or potential client, stay formal .

8. Waiting for a response email sample

Sometimes you can find yourself left waiting for a response. This can hold you up and stop you from progressing on projects or achieving your aims.

Don't delay ; send a follow-up email, and let's get you some answers!

This email sample provides an engaging way you can explain you're waiting for a response – and why you need one ASAP!

Follow-up email template

If the samples above don't suit your style, or fit your circumstances, here's a 100% customizable follow-up email template you can use.

This follow-up message follows the format and sticks rigidly to an approach we know works.

To use this template, work from top to bottom and fill in the gaps. You can delete any section you don't need or add more information where required.

By the end, you'll have a follow-up message that will get results!

Follow-up on how to write follow-ups

And so, the end is near, and by this stage, you should know how to write follow-up emails. We’ll say it again, but the key is to focus on the outcome and ignore any emotions.

Always remember there could be a legitimate reason your original email or request wasn't answered, so give the person a chance. When writing follow-up emails, use the standard format simple structure, keep things short, and include a CTA.

Never settle for anything less than an answer!

Follow-up email template using Flowrite

Flowrite is an AI writing tool that turns short instructions into ready-to-send emails and message. However, for emails such as follow-ups after no response it can write the whole email for you.

Try it yourself below to see how to follow up on an email with click of button thanks to our follow up email template.

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