In the constant hustle and bustle of modern life, upcoming events, deadlines, and appointments can sometimes get lost in the shuffle. That’s where reminder emails come into play.
Reminder emails can help notify concerned people. Whether you’re sending a reminder for an upcoming meeting, a dentist appointment, a webinar, payment dues, or exclusive access to sales, a reminder email is the best way to nudge your recipients to take action.
In this post, we’ll share practical tips on how to write reminder emails as well as share templates you can use right away. We’ll also share reminder email examples to spark ideas for your own.
Let’s jump right in.
What is a reminder email?
A reminder email is a short message sent to essentially remind someone of an upcoming deadline, meeting, task, or personal commitment. Businesses across various industries use email reminders to boost efficiency and customer engagement.
Here are just a few of its key benefits:
- Reduce missed appointments: A friendly reminder email can significantly reduce “no-shows” for appointments or reservations. Effectively reducing such mishaps minimizes downtime and improves resource management.
- Improve client retention: Reminding customers about upcoming renewals or service expiration shows them you care. It also provides a good opportunity to offer exclusive deals, thereby promoting continued business.
- Streamline operations: Automated email reminders can reduce the administrative burden on businesses. For instance, it can minimize manual task follow-ups and ensure critical deadlines aren’t overlooked.
How to write a reminder email
When writing a reminder email, the message should be clear and concise. Below is a checklist of the essential components of a reminder email.
- Clear subject line: It should clearly state the purpose of the email. For instance, instead of “Just a reminder,” you can try “Meeting confirmation: (meeting topic) on (date and time).
- Personalized opening: Start with a friendly greeting and address the recipient by name to reassure them that the reminder is directed at them. A simple “Hi (name)” personalizes the email and creates a friendly connection.
- Clear and concise body: Here, you’ll state the purpose of the reminder email, whether it’s an upcoming meeting, task, or deadline. Also, mention specifics like date, time, and location. Include the link to the meeting room, if it’s a virtual one.
- Key details: Include all crucial information the recipient needs to take action. This could include links to register, confirm attendance, or documents for review before a meeting.
- Call to action: Your email should end with a clear call to action. Examples include “Please confirm your attendance” or “Respond to this email if you have any questions.”
- Professional sign-off and contact details: Use a standard closing at the end of your reminder email. You should also provide your name, title, and contact details in case the recipient has questions or needs further assistance.
Reminder email templates for different occasions
We’ve curated a list of reminder email templates that you can use for different situations. Let’s jump right in.
1. Meeting reminder template
As the name suggests, meeting reminder emails are sent to attendees to remind them of an upcoming meeting. It usually contains specific details like date, time, meeting link, venue, and agenda.
Take a look at how all the important details are added in this email by Robinhood Market, Inc.
Image via ReallyGoodEmails
Template #1
Hi (Recipient Name),
This is a friendly reminder about our upcoming meeting to discuss (meeting topic) on (date) at (time) in (location) or (online meeting link).
The agenda will cover (list key agenda points).
Please come prepared to discuss (mention specific items attendees should be ready for).
We look forward to seeing you there!
Best regards,
(Your Name)
2. Client follow-up reminder template
Clients may overlook critical project details due to their busy schedules. However, a follow-up reminder email keeps projects at the forefront of their minds. It can also clarify next steps and ensure everyone is on the same page.
Template #2
Subject: Following Up: (Project Name) Next Steps
Dear (Client Name),
I wanted to follow up regarding (project name), which we discussed previously. We had agreed to (action item/next steps).
Please let me know if you have any updates on your end. I look forward to hearing from you and continuing our collaboration on this project.
Thank you for your time and consideration.
Sincerely,
(Your Name)
3. Event reminder templates
Organizing a successful event requires meticulous planning and effective communication with invitees. A critical aspect of this process is sending timely reminder emails to ensure that attendees don’t overlook essential details.
Here’s an event reminder email sample from Invision.
Image via ReallyGoodEmails
Template #3
Subject: Don’t Miss Out! (Event Name) Happening Soon
Hi (Recipient Name),
We’re excited to remind you that (Event Name) is happening on (Date) at (Time) at (Location).
(Event Name) will feature (briefly highlight key event attractions).
We look forward to seeing you there!
(Your name/company name)
4. Payment due reminder template
In any business, prompt payment is crucial for maintaining a healthy cash flow and fostering a positive relationship with clients. You can use a friendly payment reminder to nudge clients of their outstanding bills and provide easy instructions for settling the balance.
Template #4
Subject: Payment Reminder for (Invoice #)
Dear (client name),
This is a friendly reminder that payment for (invoice number) is due on (due date). The total amount due is ($ amount) and can be paid through (mention payment methods).
You can view the invoice details here: (Invoice Link)
Thank you for your prompt attention to this matter.
Sincerely,
(Your name/company name)
5. Subscription renewal reminder template
As subscriptions approach expiration, you can send a reminder email to proactively communicate with customers. The message should offer clear steps to either renew and keep enjoying the service or cancel if it’s no longer needed.
Here’s an excellent example of such an email reminder by Zoho.
Image via ReallyGoodEmails
Template #5
Subject: Action Required: Renew Your Subscription to (Service Name)
Hi (Recipient Name),
This is a reminder that your subscription to (Service Name) is expiring soon on (Date).
To avoid any disruption in service, please renew your subscription here: (Subscription Renewal Link)
If you need assistance, reply to this email or give us a call at (phone number).
We look forward to continuing to provide you with excellent (product/service).
Best regards,
(Your name/company name)
6. Appointment reminder template
In service-based industries like healthcare, appointments are the backbone of operations. However, missed appointments can result in frustration for both clients and staff, wasted resources, and even lost revenue. This is where a well-crafted appointment reminder email comes in handy.
Template #6
Subject: Appointment Reminder: (Meeting date/time) with (company name)
Dear (Client name),
This is a friendly reminder of your upcoming appointment with (Company name) on (Day, Date) at (Time) at (Location).
Please arrive 10-15 minutes early to complete any necessary paperwork.
If you need to reschedule or cancel this appointment, please respond to this email before (Day, Date – 24 hours prior) to adhere to our 24-hour cancellation policy.
We look forward to meeting with you soon!
Best regards,
(Your name/company name)
7. Project deadline reminder template
When multiple moving parts are involved in projects, it’s easy for some tasks and milestones to fall by the wayside. That’s where strategic deadline reminders come into play, keeping everyone accountable for project progress.
Template #7
Subject: Upcoming Deadline for (Project Name)
Hi Team,
This is a quick reminder that the deadline for (Project Name) is approaching on (Date).
Please ensure that all your assigned tasks for this project are completed by the deadline. For your reference, I’ve included the project milestones and deadlines:
- (List out project milestones and deadlines)
If you anticipate any delays or require any assistance, please don’t hesitate to reach out.
I look forward to reviewing the final deliverables.
Best regards,
(Your Name)
8. Webinar reminder template
Webinars are a great opportunity for lead generation. To ensure you don’t miss out on any potential leads, you can send reminder emails to registered attendees a few days before the webinar.
Additionally, you can customize a reminder email template to target individuals who have expressed interest but have yet to register. Do this to create a sense of urgency and encourage last-minute registrations, potentially increasing your reach.
Here’s an email from Litmus that not only provides all the relevant details but also a one-click solution to register for the webinar.
Image via ReallyGoodEmails
Template #8
Subject: Last Chance to Register! (Webinar Title) Webinar on (Date)
Hi (Name),
This is your last chance to register for our upcoming webinar on (Webinar Title), happening on (Date) at (Time).
Time is running out to secure your spot! Here are the details one last time:
Topic: (Brief Webinar Description)
Presenter(s): (Name(s) and Title(s))
Date & Time: (Date) at (Time) (Time Zone)
Register Here: (Registration Link)
Don’t miss this exclusive opportunity to learn (key takeaway 1) and (key takeaway 2) from our industry-leading experts!
We look forward to having you join us!
Best regards,
(Your Name/Company Name)
9. Personal event reminder template
Although similar to an event reminder, a personal event reminder email is used for personal events like birthdays, weddings, reunions, and baby showers.
Template #9
Subject: Reminder: (Event Name) on (Date)
Hi (Name),
I wanted to send a quick reminder about (event name) coming up on (date) at (time & location). I’m really looking forward to celebrating my (occasion) with you!
We’ll be having (briefly describe the activities planned).
It’s going to be a fun time, so I hope to see you there!
Best,
(Your Name)
10. Overdue task reminder template
Missing a deadline can affect an entire team or project, which is where an overdue task reminder comes in. It prevents tasks from falling through the cracks and offers additional support or resources where necessary.
Template #10
Subject: Gentle Reminder: Overdue Task – (Task Name)
Hi (Recipient Name),
This is a friendly reminder that the task “(Task Name)” assigned to you is overdue from its deadline of (Original Due Date). Please provide an update on when you can complete this task.
Let me know if you need any clarification or additional resources. I’m happy to assist you in completing this task successfully.
Thank you in advance for your prompt attention to this matter.
Best regards,
(Your Name)
Six reminder email examples for inspiration
To further inspire your emails, we’ve included some reminder email examples from prominent businesses.
1. Grammarly
Subject: Friendly Reminder: Your Subscription Will Renew in 60 days
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2. ParkMobile
Subject: Reminder: A Free Gift From ParkMobile 🚙
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3. Kiwi Wealth (now part of Fisher Funds)
Subject: Reminder! Our webinar is on tomorrow
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4. Apple
Subject: It’s almost time. We’ll see you soon.
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5. Placemakr
Subject: Checkout instructions for Placemakr Wall Street
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6. DoorDash
Subject: [Reminder] Send back your returns for free
Image via ReallyGoodEmails
Wrap up
We’ve covered 16 versatile reminder email templates to help you streamline your communications for different occasions.
We also have included reminder email examples from brands like Grammarly, Apple, and DoorDash to inspire you to create an engaging email copy. So, save yourself the stress of writing from scratch and make good use of the templates we’ve provided.
