Friendly Reminder Email Templates: 18 Samples You Should Try

May 24, 2023 - By Skirmantas Venckus

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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 think about 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.

Reminder Email Examples for the Best Engagement

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

1. Just a Friendly Reminder Email 

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

Hi Tasha,

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: 

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] 

Setup Reminder Emails Using Sender

See how easily you can set up a workflow with a reminder email with Sender. Simply add the trigger, the email, the time you want to wait before sending the reminder, and the reminder email itself. That’s it!
The best part — you can do it and much more with Free Forever plan!


3. 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]

4. Gentle Reminder Email 

Subject Line: Leave Request for July

Hi John,

I recently sent you a leave request for the week of 1st July to 7th July 2021. I’m hoping to book a holiday with my family. Please can you 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.

[Your Name]

5. 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. 

[Your Name] 

6. 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: 

For your team:

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.

[Your Name] 

7. Kind 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]

[Your name]

Ensure your customers don’t miss your email by setting up the auto-resend. With Sender, it’ll take only a few seconds, but the results can be outstanding!


8. Polite 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!

[Your Name]

9. 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?

[Your Name]

10. Final Humble Reminder Template Sample

Subject: 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. 

Team [Company Name] 

11. 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!

[Your Name]

12. 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!

[Your Name]

13. Zoom 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]

14. Appointment Reminder Email

Subject 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!

Team [Company 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!

[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: 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]. 

[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. Follow-up Reminder Email After No Response

Subject: 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. 

[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.

Also read: 75+ Reminder Email Subject Lines

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

  • Keep your reminder messages and emails short and crisp; 
  • 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 be empathetic while being persuasive. 

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