How to Craft the Perfect Reminder Email(Templates and Examples)

Professionals spend an average of 28% of their workday managing emails. Despite this, 40% of emails that need action remain buried in overflowing inboxes.

Most of us have experienced it - the endless wait for a response and the uncertainty about whether our email got lost somewhere. Becoming skilled at sending reminder emails is vital for modern workplace communication.

A common challenge exists: writing reminder emails that grab attention and prompt action without seeming pushy or annoying. Results often depend on your approach when sending a gentle reminder versus one that gets ignored.

You might need to follow up on a payment, confirm a meeting, or check a project's status. We'll help you craft reminder emails that people notice and act upon. 

What is a reminder email?

Professional reminder emails act as gentle nudges that prompt recipients to take action on previously shared information. These vital communication tools help ensure important tasks, events, and deadlines don't get lost in our busy digital workspace.

Reminder emails do more than just follow up - they're tools that keep business operations running smoothly while maintaining clear communication channels. They work best when they focus on action rather than information. Our experience shows that brief and direct reminder emails get better results, since long messages often leave recipients confused.

These reminder emails fall into two main categories:

• Action-Based Reminders: These follow up on missed deadlines, pending responses, or incomplete tasks
• Proactive Reminders: These notify about upcoming events, meetings, or important dates

Reminder emails are a great way to get results in business scenarios of all types. They excel at:

• Following up on project proposals
• Addressing abandoned shopping carts
• Securing RSVPs for workshops
• Managing healthcare appointments
• Coordinating fitness class registrations

The real power of reminder emails lies in their ability to deepen the bond between service providers and clients. Well-crafted messages show professionalism and reliability while acknowledging that people aren't always perfect.

The Impact of Reminder Emails

Implementing reminder emails reduces missed appointments, late payments, and ignored deadlines by a lot. The core team of coaches, therapists, practitioners, and consultants rely on them to stay connected with their clients.

Reminder emails have evolved beyond simple notifications in today's digital world. They now:

• Boost event awareness and attendance
• Show business reliability
• Ensure timely actions on important matters
• Enhance customer experience through delivery updates

Success with reminder emails depends on finding the right balance. These messages should be clear and concise, providing the work to be done without being intrusive. This helps maintain professional relationships while ensuring important matters get proper attention.

The goal isn't to overwhelm recipients with information but to prompt specific actions. We suggest removing unnecessary details and focusing on three core elements: what needs to be done, why it matters, and when it needs to happen.

When should you send a reminder email?

The right timing can make all the difference between getting quick responses and being ignored when you send kind reminder emails. Let's look at how to time these vital communications to get the best results.

The perfect timing varies based on what you want to achieve. The most effective approach for meetings and appointments involves two reminders: an email 24 hours ahead and a quick text 30 minutes before. This two-step method works really well to grab attention, even from people who aren't checking their inbox regularly.

Our time-tested guidelines work best in these situations:

• Upcoming Events: Send 3-14 days before the event
• Meeting Reminders: 1-2 days ahead to allow preparation time
• Past Due Payments: One day after the due date
• Job Application Follow-ups: 5-10 business days
• Interview Confirmations: Check in the day before

Appointment scheduling needs careful attention to both timing and frequency. The largest longitudinal study shows that too many reminders cause notification fatigue, while too few lead to missed appointments. Appointments scheduled months ahead need their first reminder three weeks before. This gives everyone enough time to reschedule if needed.

These three timing principles will help you get the best results:

1. Task Urgency Matters: The reminder frequency should line up with how important the task is. To name just one example, airline tickets need daily reminders within five days of departure.
2. Best Response Days: Data shows that Tuesday, Thursday, and Wednesday (in that order) get the highest response rates. Monday reminders often get lost in crowded inboxes, and Friday messages compete with weekend plans.
3. Regular Updates Work: Steady email contact keeps your brand relevant. Research shows that while 80% of customers expect monthly updates, less than 20% want daily messages.

Your long-term strategy should group people based on how they interact with your emails. Create different approaches for those who opened emails in the last 45 days, three months, six months, and year. This helps you adjust your sending frequency and keep engagement strong.

Important Note: It's worth mentioning that overdue items need professional handling. People often have good reasons for delays, so build in some flexibility before stepping up your follow-ups. Asking for a receipt confirmation can help ease concerns, even if processing takes time.

The secret lies in finding the sweet spot between being reliable and pushy. Your courtesy reminder emails should always spell out the action needed, its importance, and the deadline. This strategy gets timely responses and helps maintain strong professional relationships.

Note: The proper timing and frequency determine your reminder emails' success. Sending reminders between 48 to 72 hours after the original contact yields the best results. This timeframe lets recipients process your first message while keeping your follow-up relevant.

How to write a reminder email?

A well-crafted reminder email strikes the perfect balance between professionalism and persuasion. Research shows that 47% of users open emails based on their subject lines. Each element plays a vital role in getting results.

Subject Line

Your subject line creates the first impression. Research indicates that customized subject lines boost open rates by up to 50%. These tips will help you craft better subject lines:

• Be specific and direct
• Include deadlines if applicable
• Use personalization when possible
• Avoid spam trigger words
• Keep it under 50 characters

Greeting

The email greeting sets the tone for your message. Professional communications need appropriate salutations based on your recipient relationship. First-time communications require formal greetings such as:

"Dear Mr./Ms. [Last Name]" or "Dear [First Name]" for existing connections. The greeting should align with your brand's voice while staying professional.

Explanation

This section needs to be direct yet detailed. The most effective gentle reminder emails provide context without apologizing. Here's what makes a good explanation:

Keep it brief: Add just enough context about the original communication Stay positive: Skip phrases like "I hope this is a good time" Be specific: Mention relevant dates, deadlines, or previous conversations

Proposed Solution/Call to Action

A clear call-to-action (CTA) significantly improves response rates. Using a button instead of a hyperlink can boost conversion rates by up to 28%. These principles will help you create better CTAs:

• Make your CTA visually distinct
• Use action words like "shop," "book," or "order"
• Create urgency with words like "now" or "today"
• Keep CTAs short (2-4 words)
• Include only one primary CTA per email

Sign-off

Professional and warm endings work best for reminder email samples. Your closing should match the email's tone while prompting action. These sign-offs work well:

For formal emails: "Best regards" or "Sincerely" For warm professional emails: "Thank you" or "Best" For follow-ups: "Looking forward to your response"

Note that your recipient should understand the message and respond quickly. Successful gentle reminder emails examples contain six key sections: subject line, greeting, situation explanation, solution, action required, and sign-off.

These guidelines will help you create professional and effective reminder emails on priority. Stay helpful while being clear about what you need from the recipient.

What is a Newsletter? Definition, Uses, and How to Create One

Best Reminder Email Template

Here are our best-performing reminder email templates that get results with clients of all types. Our data shows these templates help cut no-show rates by up to 30%  and boost productivity and response rates by a lot.

Friendly reminder email

This versatile template strikes the right balance between professional and approachable:

"Hi [Name],

I hope you're well. 

This is a friendly reminder about [topic]. We had arranged for [specific detail] on [date], but this hasn't happened yet. Could you please explain any hold-ups and provide an expected completion date?

I've included all relevant details here for your reference: [List key information]

Please confirm receipt of this email and provide a new timeline.

Best regards,

[Your name]"

Meeting reminder email

Simple and direct templates work best for meetings:

"Subject: Meeting Reminder: [Meeting Name] on [Date] at [Time]

Hi [Name],

This is a quick reminder of our scheduled meeting tomorrow at [time]. Here's what you'll need:

• Meeting link/location
• Agenda
• Required documents

Looking forward to our discussion!

Best,

[Your name]"

Urgent reminder email

This template gets quick responses when you need immediate attention:

"Subject: URGENT: [Topic] - Immediate Action Required

Hi [Name],

This is an urgent reminder regarding [specific item]. We must receive this by [deadline].

Please confirm:

• Receipt of this message
• Expected delivery time

If there are delays, we need to know immediately as this affects [specific consequence].

Awaiting your immediate response,

[Your name]"

Payment reminder email

This template stays professional yet firm about overdue payments:

"Subject: Payment Reminder - Invoice #[Number]

Dear [Name],

Our records show that payment for invoice #[Number] ($[Amount]) was due on [Date].

Please note that a late fee of 10% will apply if payment isn't received within [timeframe].

Best regards,

[Your name]"

Deadline reminder email

Deadline reminders work best when they tap into three psychological triggers:

• FOMO (Fear of missing out)
• Lack
• Urgency

Appointment reminder email

Healthcare providers face a 30% no-show rate on average. This template helps address that issue:

"Subject: Your appointment on [Date & Time]

Hi [Name],

This is a reminder of your upcoming appointment with [Provider] on [Date] at [Time].

Please:

• Complete intake forms: [Link]
• Bring required documents
• Arrive 10 minutes early

Need to reschedule? Contact us at [Phone]"

Subscription renewal reminder email

We send this message 30 days before expiration to keep customers engaged:

"Hi [Name],

Your subscription expires in [X] days. To ensure uninterrupted service, please renew by [Date].

As a valued customer, we're offering you a [X]% discount on renewal with code: [CODE]"

Discount expiry reminder email

This template creates urgency for time-sensitive offers while keeping it professional:

"Subject: Last chance to save [X]%!

Hi [Name], Just a reminder that your exclusive discount expires in [timeframe]. Don't miss out on saving [amount] on your renewal.

Click here to claim your discount: [Link]"

Pro Tip: Adding reminders to ourselves helps track responses effectively, especially when messages are in the Sent Items folder.

5 Reminder email examples

These powerful reminder mail formats have delivered exceptional results in many scenarios. Our testing and implementation helped us identify approaches that work best in different situations.

Birthday Email

Birthday emails have been a soaring win. They generate 179% higher unique click rates than standard promotional emails and produce 342% more revenue per email. Our team's approach emphasizes personalization and timing:

"Hi [Name],

Happy Birthday month! As a valued customer, we're giving you a special $25 birthday gift to use this month.

Your Gift Details:

• Valid until: [Date]
• Code: BDAYGIFT25
• Minimum purchase: None

Treat yourself!"

Birthday emails don't always need discounts to work. A personal message can build customer relationships just as well.

Countdown function

Countdown timers in emails have changed our conversion rates. Our analysis reveals that emails containing countdown timers generate 1.7X more revenue per recipient than those without.

Our team employs countdown timers in two ways:

• End-of-sale timers: Creating urgency for limited-time offers
• Start-of-sale timers: Building anticipation for upcoming events like Black Friday

Abandoned cart

Abandoned cart emails are vital to revenue recovery. Our team has recovered 3.33% of lost sales through strategic cart abandonment emails. This proven structure works:

• Timing: Send first email within one hour of abandonment
• Follow-up sequence:
• First email: Cart reminder
• Second email: Follow up (1 day later)
• Third email: Promotional discount (3 days after second email)

Email Personalization makes abandoned cart emails successful. Jordan Pritikin, a HubSpot email marketing team manager, explains: "When writing an abandoned cart email, personalization is key. Think over what was abandoned, the value propositions that strike a chord with the individual, and address their purchase objections".

Sales follow-up

Our testing has shaped a strategic approach to sales follow-ups that focuses on three elements:

1. Timing: Follow-ups go out during peak response days - Tuesday, Thursday, and Wednesday (in that order)
2. Personalization: Messages adapt based on previous interactions
3. Value Addition: Each follow-up brings new information or insights

Customer history

Making use of information about customer history boosts engagement rates. Our team segments audiences based on engagement levels:

• Recent engagers (last 45 days)
• Medium-term engagers (3 months)
• Long-term engagers (6 months)
• Annual engagers

This segmentation helps adjust messaging frequency and content. More than 80% of consumers expect monthly emails, yet fewer than 20% want daily communications.

These key elements will make how to send reminder emails work better:

• Clear subject lines with personalization
• Relevant timing based on customer behavior
• Segmented messaging strategy
• Value-driven content
• Strategic call-to-action placement

These strategies have improved our email engagement rates substantially. The key lies in maintaining consistency while providing value in each communication.

Conclusion:

Reminder emails are vital tools that help professionals stay organized and build stronger relationships with clients and colleagues. These emails can reduce missed appointments, improve response rates, and boost participation in many enterprise business scenarios when crafted properly.

Three elements make reminder emails work: perfect timing, professional tone, and tailored content. Our data shows that timely reminders with proven templates can cut no-show rates by up to 30% and get better responses from recipients.

Want to streamline your reminder email campaigns?  provides powerful email automation tools to schedule and manage your reminder email examples  efficiently. CampaignHQ

Your brand and professionalism shine through every reminder email you send. These guidelines for timing, templates, and best practices will help you create emails that your recipients notice and act upon. Put these strategies to work today and watch your response rates soar.

FAQ/Customers also ask:

Getting reminder emails right can be tricky. Let's head over to the practical side of crafting and sending emails that work.

How To Send A Reminder Email?

Successful reminder emails need a strategic approach. Here's our proven process:

• Choose the right timing (48-72 hours after original contact)
• Write a clear, action-oriented subject line
• Keep the message concise and focused
• Include specific deadlines or timeframes
• End with a clear call-to-action

How To Write Reminder Email?

Effective reminder emails need structure and clarity. These key elements will help you succeed:

• Subject Line: Make it specific and attention-grabbing
• Context: Brief recap of previous communication
• Request: Clear statement of what's needed
• Timeline: Specific deadline or timeframe
• Action Steps: Explicit next steps

How To Send Gentle Reminder Email?

Gentle reminders work best with a positive, helpful tone. Our research shows that polite and gentle reminder meaning to build better relationships with prospects. Here's our approach:

• Maintain Communication: Keep lines open and professional
• Build Relationships: Show you value the connection
• Overcome Email Overload: Help cut through inbox clutter
• Show Professionalism: Demonstrate proper etiquette
• Maximize Opportunities: Provide second chances for response

How To Send a Reminder Email In Outlook?

Outlook's powerful features can improve your reminder email effectiveness. Here's our step-by-step process:

• Click "Message" > "Follow Up"
• Select appropriate follow-up flag
• Add a reminder for yourself
• Set date and time for the reminder
• Optional: Flag for recipients with custom text

Do Email Reminders Work?

Email reminders are highly effective when done right. Studies show that:

• Email reminders rank among the most common strategies to boost survey response rates
• Automated reminders can substantially improve task completion rates
• The first 48-72 hours after original contact are vital for reminder effectiveness

What Can I Say Instead Of "Gentle Reminder"?

These alternative phrases maintain professionalism while being effective:

• "As a reminder..."
• "Following up on..."
• "Checking in about..."
• "Quick update regarding..."
• "Touching base about…”

Best Practice: Use these alternatives based on your relationship with the recipient and the urgency of the matter.

Which Words And Phrases Should I Avoid In Email Reminders?

We've found several words and phrases that can trigger spam filters or create negative impressions. Here are categories to avoid:

Financial Terms:

• "Additional income"
• "Be your own boss"
• "Double your"
• "Earn extra cash"
• "Make money"

Pressure Words:

• "Act now!"
• "Limited time"
• "Once in a lifetime"
• "While supplies last"
• "Don't delete"

Marketing Jargon:

• "As seen on"
• "Click here"
• "Order now"
• "Special promotion"
• "This isn't spam"

Avoiding these terms improves email deliverability rates substantially. Clear, professional language builds trust and encourages action.

Important Considerations:

• Context matters - spam filters have become more sophisticated
• One or two trigger words won't automatically flag your email
• Overall email quality and sender's reputation matter more

Recipient's point of view matters when crafting reminder emails. Research shows that 80% of deals need five or more follow-ups to close successfully. Professional communication throughout the reminder sequence makes a difference.