How to Send a Reminder Email (with examples)

Have you ever found yourself scrambling to remember an important deadline or appointment? In today’s fast-paced world, it’s easy to lose track of time-sensitive tasks and events. That’s where reminder emails come in handy. These gentle nudges can save the day by ensuring that both you and your recipients stay on top of important dates and responsibilities.

In this blog post, we’ll explore the art and science of crafting effective reminder emails, specifically focusing on how to send a reminder email. From deciding when to send them to personalizing their content for maximum impact, we’ve got you covered. We’ll also discuss how technology can help you streamline the process, and provide examples and templates for various scenarios. So buckle up and get ready to become a master of reminder emails!

Key Takeaways

Deciding When to Send a Reminder Email

When it comes to sending reminder emails, timing is key. The optimal moment to remind someone about an important event or task depends on several factors, including the urgency of the matter, your relationship with the recipient, and the type of message you’re sending. You want to strike a balance between giving the recipient enough time to respond and not bombarding them with multiple reminders.

For example, an appointment reminder email might be sent a day or two before the scheduled meeting, while payment reminder emails could be sent a week before the due date. In contrast, event reminder emails might be sent a few weeks before significant events, with a countdown reminder closer to the event date. Keep in mind the context and the recipient’s time while deciding the best time to send a gentle reminder.

Crafting an Effective Subject Line

The subject line of your reminder email is the first thing the recipient sees, so it needs to make an impact and pique their interest. Crafting effective reminder email subject lines is essential for a well-crafted subject line that should be concise, clear, and relevant to the content of the email. Before crafting a subject line, make sure to check your message for accuracy and errors.

Consider using power phrases like “Friendly Reminder” or “Action Needed” to capture the reader’s attention and convey the email’s purpose. You can also create multiple subject lines for your reminder email to help you identify the most effective one to draw the recipient’s attention. Remember to include any pertinent details, such as:

And always use proper grammar.

The Art of Writing a Polite Reminder Email

In crafting a polite reminder email, maintaining a balance between friendliness and professionalism is crucial. Start by using a friendly tone and avoiding accusatory language. This approach helps ensure that the recipient feels respected and is more likely to take the desired action in response to polite reminder emails.

Moreover, it’s vital to uphold a professional tone. Ensure that your message is clear, concise, and free of errors. Sign off with a polite closing, such as “Kind Regards,” “Best Regards,” or “Warm Regards,” to leave a positive impression and reinforce the polite tone of your email.

Blending a friendly tone with professionalism will yield a polite reminder email that effectively communicates your message and spurs the recipient to respond.

Key Elements of a Successful Reminder Email

Having covered the basics, we can now explore the three key elements of a successful reminder email: providing context, specifying deadlines, and including a call-to-action. By incorporating these elements, you’ll craft a reminder email that not only grabs the recipient’s attention but also guides them towards the desired outcome.

Providing Context

Contextualizing your reminder email is crucial as it assists the recipient in comprehending the email’s purpose and the significance of the requested action. For example, if you’re sending a payment reminder, you might want to reference the previous email, the invoice number, and any relevant details about the services provided.

When providing context, be sure to keep it concise and avoid including unnecessary details that might confuse or overwhelm the recipient. A well-crafted reminder email with clear context will make it easier for the recipient to understand your message and take the necessary steps to address the issue at hand.

Specifying Deadlines

Indicating deadlines in your reminder email is vital to instill a sense of urgency and significance. Deadlines signal to the recipient that the task needs to be completed within a certain timeframe, which can help prevent procrastination and motivate them to prioritize and complete the task efficiently.

When specifying deadlines, you can use strategies such as:

These strategies create a sense of urgency and ensure that the recipient is aware of the time-sensitive nature of the request, increasing the likelihood of prompt action.

Including a Call-to-Action

Embedding a call-to-action (CTA) in your reminder email is instrumental in guiding the recipient towards the intended outcome. A well-crafted CTA should be clear, concise, and specific, indicating what action the recipient needs to take and any associated deadlines or urgency.

For example, if you’re sending a payment reminder email, your CTA might be: “To ensure our small business can continue to support you and your business, we kindly request a prompt response and payment of invoice [number].” By including an effective CTA, you make it easy for the recipient to understand what steps they need to take and increase the likelihood of a positive response.

Personalizing Your Reminder Email

Tailoring your reminder email can significantly enhance the chances of receiving a favorable response. By addressing the recipient by name and tailoring the content to their specific situation, you create a more engaging and relevant message.

You can use tools like Saleshandy’s Personalization feature to personalize your reminder emails using merge tags and custom fields. Addressing recipients by their names and tailoring content to their specific needs creates a more personalized and engaging message. This makes them more likely to respond positively..

Investing time in tailoring your reminder emails highlights the value you place on your relationship with the recipient and boosts the probability of a positive response.

Following Up on Unanswered Reminder Emails

If your reminder email doesn’t get a response, it’s crucial to stay persistent and polite while sending a follow-up. Typically, it’s advisable to wait 3-5 business days between sending follow-up reminder emails, although the timing may differ depending on the circumstances and urgency of the request.

There is no fixed number of follow-up emails that is universally considered harassment; it depends on the context and the relationship between the sender and the recipient. When sending a follow up email, be considerate of the recipient’s time and boundaries, and use your discretion to determine the appropriate frequency for follow-up messages.

Supplementing Automated Text Reminders

In addition to reminder emails, supplementing automated text reminders with a reminder message can also enhance the effectiveness of your reminders by providing an additional, more immediate form of communication for time-sensitive messages.

We will now examine how text reminders can reduce the requirement for numerous reminder emails and enhance overall communication.

Text reminders can decrease the need for reminders

Compared to emails, text reminders offer a more immediate and impactful mode of communication, resulting in heightened engagement and fewer missed appointments. With an average reading time of 90 seconds, SMS messages have a higher open rate and response rate than emails.

Sending text reminders prior to meetings and automated follow-ups afterward, you can increase engagement, keep relationships warm, and maintain momentum. This reduces the need for multiple reminder emails and contributes to more efficient and effective communication.

Examples and Templates for Various Reminder Email Scenarios

Various reminder email examples and templates can act as a foundation for creating personalized, professional, and powerful reminder emails tailored to different situations. By using a reminder email template as a foundation, you can adapt and customize the content to suit your specific needs and the needs of your recipients.

For instance, a gentle reminder email for an upcoming event might read: “Just a friendly reminder that our annual conference, which is also an upcoming meeting, is only two weeks away! Don’t forget to register and reserve your spot today.”

On the other hand, a payment reminder email might say: “This is a gentle reminder that your invoice [number] is due on [date]. Please make the payment at your earliest convenience to avoid any late fees.”

By utilizing these examples and templates, you’ll be well-equipped to create effective reminder emails for a wide range of scenarios.


In conclusion, crafting a professional and effective reminder email is both an art and a science. By considering factors such as timing, subject lines, politeness, personalization, and the use of technology, you can create reminder emails that elicit positive responses and help you and your recipients stay on top of important tasks and events.

Remember to provide context, specify deadlines, and include a clear call-to-action in your reminder emails, and don’t forget to personalize and follow up when necessary. With these tips and techniques in hand, you’ll become a master of reminder emails, ensuring that you and your recipients never miss a beat.

Frequently Asked Questions

How do I politely send a reminder email?

Greet the recipient politely, remind them of the requested information due on a certain date, and make a specific request for its completion. End with a courteous sign-off.

How soon before an event should I send a reminder email?

Send an initial reminder a few weeks before the event, then a countdown reminder closer to the date.

What are some effective subject lines for reminder emails?

Friendly Reminder and Action Needed are effective power phrases for reminder email subject lines, conveying your message concisely, clearly, and relevantly.

How can I personalize my reminder emails?

Personalize reminder emails by addressing the recipient by name, tailoring the content to their specific situation, and utilizing tools to incorporate merge tags and custom fields.

How can technology help me create and send efficient reminder emails?

Technology can help streamline the process of creating and sending efficient reminder emails, tracking when they are sent and received and ensuring they are delivered in the most effective manner.