24 Killer Reminder Email Templates to Boost Your Open Rates

Sending reminder emails is one of the ways to get your emails seen and to nudge your users or customers towards performing your intended action, such as attending an event or webinar, revisiting their abandoned cart, paying an invoice, completing a survey, and more. 

Your users and customers must first open the email and be persuaded or driven to act on your request. 

From the email subject line to the content of the mail, the whole setup must be airtight to achieve its intended goal – getting people to act. 

Email templates provide a base for creating effective reminder email templates. 

In this article, we provide multiple reminder email samples and the step-by-step process of writing reminder emails.

Reminder email samples

There are more than a hundred scenarios that may warrant sending reminder emails. We’ll share a few examples to draw inspiration from.

1. Friendly reminder email

A friendly reminder email is positive by nature. 

Such emails can work for multiple scenarios, but you should mostly reserve them for when there’s no immediate need for action, like an upcoming meeting or webinar that is still far away. 

You can see ‘just’ a friendly reminder email sample below. 

Hi [Name],

Trust you’ve had a productive week.

I just wanted to pop in real quick to remind you that we’ll be having a team huddle on Monday, the 3rd of April. 

Have a beautiful weekend, and see you on Monday.

Regards, 

Claire

2. Gentle reminder email

Send a gentle reminder email if you’re asking for a favor or seeking feedback. These emails are relaxed, no-pressure-like. 

A startup may send a gentle reminder email to another startup they want to partner with after prior contact. 

Here is an example of an effective gentle reminder email:

Hello [Name],

Thank you again for your help at the [event] on [date].

I wanted to remind you about our conversation on integrating [product name] with [other company’s product].

Let me know if you have any spare time this week to hop on a quick video chat on Zoom or any other preferred video conferencing tool to discuss this further. 

If this isn’t feasible, can you recommend anyone else I can speak with at [company name] so we can get the ball rolling?

Thank you once again for your time and assistance.

Best wishes,

Rohan

3. Kind reminder email

A kind reminder email is similar to friendly and gentle reminder emails. Such emails say you recognize the other person is under pressure because you remain calm and kind. 

An example is sending a reminder email to a partner organization to send documents before a critical deadline. 

Hello [Name],

I hope all is well on your end.

This email is a kind reminder to send the documents as promised before the close of business so I can forward them to the review board. 

Please let me know if there’s anything I can help you with to speed up the process.

Talk soon,

Mariah

4. Polite email reminder

Polite reminder emails are best sent to receivers when there’s no established relationship or some hierarchy in play. 

You can send it to your superior to remind them of your leave request or reimbursement. A nonprofit can send a polite email reminder to new donors about the next steps. 

If you’re unsure how to write a polite reminder email, the sample below should help.

Hello [Name],

Thanks for registering to partner with us in our quest to reduce hunger on our streets.

Every day, 1 out of 8 children in the XYZ Borough go to bed hungry. 

Every $20 you donate feeds ten kids daily. You can click the “Donate now” button below to make a difference in a few steps. 

To know other ways you can help, please reply to this email. 

Thank you for your support. 

Best,

Cary

5. Professional reminder email

Businesses use professional reminder emails every day to communicate with their customers and staff. 

For instance, a real estate company sends a professional reminder email to an architecture or surveying firm about a project’s status or impending deadline. You can find a template below.

Hello [Name],

I hope all is well. 

We just wanted to confirm if you’ve had a chance to review the project documents we sent on [Date]. 

Your feedback is necessary for the project to move to the next phase. Ideally, the next phase should begin on [Start Date].

Please let us know when you can send in your input.

Thank you for your time.

Sincerely,

Eleanor

6. Meeting email reminder

Meetings happen daily, in-house or with external partners. Sending reminder emails about a meeting is necessary so that participants have the event at the top of their minds. 

You can find a sample meeting reminder email below. 

Hello [Name],

I trust you’re well.

This is a friendly reminder about our meeting on [Date] at [Time]. 

I have reattached the meeting agenda if you missed it the last time. 

I look forward to a productive meeting with you and the team. 

All the best, 

Josh

7. Reminder email for payment

Olivia, a small business owner, sends emails to remind her clients to pay their invoices. Sometimes, she must send multiple reminders to some clients without sounding unprofessional. 

If the invoice is due that day, the template below is appropriate.

Hello [customer name],

Our records show that the invoice [invoice number] we sent on the [Invoice Date] is due today. You can pay through any of the payment methods on the invoice. 

We have reattached the invoice for your convenience. 

I’d be happy to chat if you have any questions or wish to pay via other means.  

Thanks,

[Signature]

If the invoice is one week overdue, use this payment reminder email sample.

Hello [client name],

We are yet to receive invoice payment for [invoice number], due seven days ago. 

We would appreciate it if you made the payment immediately. If you’ve paid already, kindly disregard this reminder. 

Thanks,

[Signature]

8. Reminder appointment email

A restaurant may send a reminder appointment email to clients who made reservations to confirm their attendance. 

Healthcare providers may send the same to patients to remind them of things to bring to their appointment. Here’s an appointment reminder email template to guide you. 

Hello [name],

This is to remind you that you have an appointment with [Hospital name] on [Date] at [Time]. 

If you wish to reschedule, please click the link below or call us at [phone number]. 

Please ensure you bring along the following:

• Essential documents such as your insurance card and identification
• Fill out the intake form before coming in by clicking here.

Thank you for choosing us,

[hospital name]

9. Event reminder email

You need to keep attendees engaged for an upcoming event. Sending them regular reminders is one way to do so. This is particularly important for nonprofits with limited resources. 

We’ve provided an example of event reminder email templates below. 

Hi [Name],

It’s only five days until the biggest gathering of lawyers in Portland: [Event Name]. We are excited. Are you?

This year’s theme is [Event Theme].

We’ve attached a brochure with the event’s agenda and how to get to the event center through different methods. {You may write the agenda and other details like dress code and address in the body of the mail if it’s not too long}

If you’re driving, we’ve got free parking for everyone. 

You can find more information on the conference and profiles of each speaker and panelist on our event page. 

See you soon!

[sign-off with contact details]

10. Webinar reminder email

Many startups use webinars to get leads. A startup hosting a webinar must send multiple reminders to its subscribers and online event registrants.  

Below is a typical webinar reminder email template from a startup providing software to nonprofits. 

Hey [Name],

Are you as pumped about our Turning New Donors into Recurring Givers webinar as I am?

Don’t forget, LIVE sessions of the event will take place on [Date] from 5-7 pm EST on Zoom. Here’s the link: [Zoom link]. 

Don’t forget to come with any questions you have and a notepad. 

See you there!

[signature]

11. Holiday party reminder email

Want to send a holiday party reminder email? Here is a simple template to guide you.

Hello [Name],

There are only three days till our 2023 Christmas Party.

On [Date], the company’s office floor turns into a dance floor. 

Get ready to eat, drink, dance, and be merry to your heart’s content. 

So, bring your dancing shoes

Dress code: [enter dress code]

Time: [Time]

There’s a special gift for the best-dressed staff. I can’t wait to “boogie down” with you all. 

See you soon!

[sender’s name]

12. Reminder email to professor

You may send a reminder email to your professor for a recommendation letter or the next steps on your project or dissertation. Here’s an example you can use.

Dear Professor Gilbert,

This is Andre Thomas, your student from Sociology 301 class.

I just wanted to check in to see if you’ve had the time to review my term paper. 

You stated that you’d reach out about potential next steps last week. 

Do you need other details from me? If so, I’d be happy to provide them.  

I greatly appreciate your time. I look forward to hearing from you soon. 

Sincerely,

Andre

13. Reminder email for survey

Knowing what your customers think is important when making strategic decisions, especially for startups. 

If you sent an initial email survey with no response, then it’s time to send a timely reminder. 

Here’s the survey reminder email template to elicit more responses.

Hello [Name],

Thank you for choosing us as your preferred store to shop with. 

In our previous email, we sent you a poll on our service and how you perceive our service.

Your feedback is incredibly important to help us improve how we serve you. We’d love for you to fill out this short survey (less than 3 minutes): [include survey link or CTA button]. 

The more people like you who fill out this survey, the more relevant the insights are. 

Thank you for your time!

Best,

Team [company name]

14. Letter of recommendation reminder email

Need a letter of recommendation from your boss or school professor? This recommendation letter reminder email can be adapted to different scenarios.

Dear Mrs. Stoneway,

Good morning. I hope you’re doing well. 

I wanted to follow up with you on the letter of recommendation for my graduate trainee at [company name]. 

I’m aware you’re busy, so I’m not in any way rushing you. I just wanted to reiterate that the letter is due on [Due Date]. 

I’m happy to provide more information if needed. Thanks again for your help in writing this letter.

Sincerely, 

Stacy

15. Service reminder email

Service reminder emails are apt to remind customers they have upcoming appointments and to confirm their availability. 

You can automate these emails with a free email reminder service provider that integrates with your booking system. Here’s a template you can use:

Hi [Name],

This is Tonia from ServiceMeNow. I’m checking in to remind you of your appointment with our nail tech on [Date] at [Time].

Kindly confirm your appointment by replying to this email. You can also call the number attached below to do the same.

Thank you!

16. Sample reminder email for report submission

As a professor or manager, ensure your students or subordinates do not fall behind on their duties or assignments. Send a reminder email to ensure students send their reports on or before the due date. Here’s an example of such emails. 

Hello [Name],

I just wanted to pop in to remind you that your term paper is due 11:59 pm EST on [Due Date]. 

You’ll then be presenting the term paper in class two weeks later. 

Let me know if there’s any way I can help you complete your term paper. If you need to see me, office hours are every Monday and Friday from 2-4 pm. 

To pick a spot, click on the calendar link to schedule a 30-minute meeting: [Meeting Link]

I look forward to reading your term papers. You’ve got this!

Best Regards,

Professor Albus Potter

17. Friendly timesheet reminder email sample

Improve compliance by sending a timely and friendly timesheet reminder email to subordinates. Here’s a friendly timesheet reminder email sample to get started. 

Dear [employee name],

Please remember to send in your timesheet on or before the due date of [Date].

It’s important to send it on time so we can process payments to you on time without delay. 

If you have any concerns or questions, please speak to your supervisor. 

Best Regards,

[your name]

18. Christmas party reminder email

Are you inviting your neighbors or coworkers for a private Christmas party? Send them periodic reminders before they make other plans. Here’s a Christmas party reminder email template to use. 

Dear [Name], 

I hope you and your family are doing well.

Where has the time gone? Can you believe it’s just three days to the best Christmas party of the year? 

We can’t wait to receive you and your family at our residence on [Date] to celebrate what has been an awesome year for our families. 

This edition would be our 11th consecutive one, and it’s ALWAYS a swell time. 

You can view the attached menu and let us know if there’s anything you’re allergic to. 

We’re looking forward to another amazing party. 

See you soon!

The Johnsons

19. Open enrollment reminder email template

As HR, communicating well with employees is imperative to having a successful open enrollment season. 

Some weeks before open enrollment, you must send a reminder to employees about the benefits and plans they can choose from. Here’s a sample open enrollment reminder email:

Hello [Name],

It’s open enrollment season again for 2023. This year’s open enrollment runs from [start date] to [end date].

During this period, you can choose your preferred health coverage and benefits. 

It is imperative to log into the enrollment platform to make your choices or your current health coverage will be unchanged next year. 

The steps are straightforward. 

[list steps]

Choosing your health coverage is a crucial decision. So, ensure you take advantage of all the available resources to make an informed decision. 

You can start your research here: [provide a link to resources]. 

We have also scheduled a webinar to discuss the wide range of benefits available to you. We’ll share more details on this soon. 

If you have questions, reply to this email or bring them to our webinar. 

Best regards,

Tonia

20. Renewal reminder email template  

As a startup, retaining existing clients or subscribers is equally as important as getting new ones. 

Well-crafted renewal emails can help you engage current clients and lead them to stick around. 

Here’s a sample renewal reminder email two weeks before the renewal date.

Hey [Name],

We hope you’ve been enjoying using our tool to gain more business insights. We continue to add more beneficial features to help our esteemed customers grow.

This message is to notify you that we will renew your yearly premium Saas Startup subscription in two weeks. You’ll be charged [Renewal Price] on [Renewal Date]. 

If you wish to cancel your subscription (we hope not), you can downgrade your account from the settings in your user profile. 

Thanks

Steve, 

Founder, Saastartup

21. Final reminder email

If you’ve sent reminder emails before, you must stop at some point. If the recipient hasn’t cleared an invoice, it’s time for legal steps. If you’re pitching an idea to a prospect, maybe they’re not interested (which can be painful to admit). 

It’s time to be firmer and threaten legal action for invoices overdue by more than a month with a final polite payment reminder email.

Hello [client name],

This email is the last reminder for your overdue invoice [invoice number]. It was due on the [due date], and we are yet to receive payment from you. 

Please pay the invoice immediately or we’ll be forced to initiate legal action. Per our terms, invoices due past 21 days also attract an additional 2.5% interest on the overdue amount.

For clarity, I have attached the invoice, our agreement, and legal terms and conditions to this notice. 

Thank you for your cooperation.

Kamala

22. Vacation reminder email

Jeff needs a break from work and has sent a leave request to his boss. Unfortunately, she hasn’t responded, and the window to book his preferred holiday is closing. 

He must send a vacation reminder email to his boss.

Dear Mrs. Springs,

I sent a leave request to your desk on the 7th of April, asking for 14 leave days from the 14th of May. 

Can you kindly confirm if you have granted my leave request? I would love to book a holiday as soon as possible. 

I have followed all company procedures regarding leave requests. HR is also aware, and Mr. Johnston has agreed to cover for me during my absence. 

Regards,

Jeff

23. RSVP reminder email sample

So you and your fiance have sent out invites for your wedding, but only a few people have RSVP’d. It’s time to write a reminder to this effect. Here’s an example of an RSVP reminder email.

Dear [Name],

We just did our final fittings for our wedding dresses, another reminder that we’re only three weeks away from our big day. 😊

We’d love to have you celebrate with us. Can you kindly send in your RSVP before [due date]? This will help us get a proper headcount of our expected guests and plan adequately for you. 

You can do so by replying to this email or calling the number on the invite we sent to you. 

We hope to hear from you soon!

Love,

Scarlett and Bradley

24. Rent reminder email

It’s good practice to send rent reminders to your tenants even when they pay regularly. This way, they’ll prioritize your money once they receive their wages or salary. Here’s a simple example. 

Hi [Name],

I hope you’re doing well. 

Please note that your rent is due on May 31. 

As usual, you can pay via Internet banking, PayPal, and CashApp. 

I’ll see what we can work out if you wish to pay via other payment methods.  

Kind regards,

Mr. Douglas

[contact number]

If the rent is overdue, you may use this template.

Hello [Name],

Your rent for the property at [house address] is overdue. It was due on the [due date]. You’re now two weeks behind. 

I understand there may be mitigating circumstances surrounding why you missed paying your rent, but please note that the agreed payment date is not flexible. It’s equally tied to my mortgage. 

Kindly ensure you pay the rent before [new due date]. You can pay via Internet banking, PayPal, and CashApp.

Regards,

Mr. Douglas

What is a reminder email?

A reminder email usually serves to nudge someone towards an intended action, such as paying an invoice, filling out a survey, keeping an event top of mind, etc. You can send a reminder message before or after something is due or happens. 

How to write a reminder email

Aside from the scenarios and templates we shared above, there’ll be many more reasons to write and send reminder messages in the future. Following the steps below will ensure you can write successful reminder emails. 

Format

The format for writing reminder emails is straightforward. Every good reminder email must have the following:

• Clear and concise subject line
• Salutations
• Some niceties or friendly check-in, where applicable
• The main message
• Call to action
• Closing remarks and sign off

Reminder email subject lines

About 69% of recipients will flag an email as spam based on the subject line alone. So it is extremely imperative to pay attention when crafting the subject line of a reminder email. 

Use power words like “Action Required” or “Response Required” to gain the reader’s attention. If you’re requesting a favor, a more tempered beginning like “Following Up” makes more sense. 

The power words should be followed by the main reason for contacting the person. Examples include “Wedding between Angela and Larry,” “2023 Portland Lawyers Association Ball,” “Rent for Property at 47 W 13th St, New York,” and “Smartboxy Invoice 35256 Overdue by 14 days.” 

The best timing to send a reminder email

Marketers in a Hubspot study reported that they enjoyed the most email engagement between 9 AM to 12 PM and 12 PM to 3 PM. The same study found that the best days to send emails are the first three work days of the week.   

While data from this research is actionable, it’s better to analyze your data to see what works for you and your customers or clients. 

Additional tips regarding timing include:

• Send overdue payments reminder emails the first business day the payment expires. 
• If you’re seeking a favor from someone, like a recommendation letter or link-building partnership, it is prudent to exercise more patience. It’s also wise to approach them with considerable time before a deadline, to avoid pressuring someone into doing you a favor. 
• You can send a thank you mail a day after the interview for job interviews. Indeed notes to give the hiring company at least a week after an interview before following up. Harvard Business School says to wait at least ten days afterward. 

Reminder email templates

The three most common reasons for writing reminder emails include:

1. Upcoming events

Here’s a template for event reminder emails:

Subject line: Reminder: Fish Mining Conference (15 Days to Go)

Dear [Name], 

Thank you for registering for the 2023 edition of the Fish Mining Conference. 

The event is only a few days away now. As a reminder, please find the event details below.

Date: 30th June 2023

Location: The Prestigious Hall, New York City.

Time: 4-6 PM

Additional details: Free parking is available

You can find additional details about the conference and all the speakers on the event website. 

Thank you again, and see you soon.

Fish Mining Conference Organizing Committee

914-339-2525

2. Late or overdue payments

Below, find a template to use for late payments reminder emails.

Subject Line: ActivistWorkHard Invoice A523467 OVERDUE by 7 days

Hello [Name],

I trust your week is going well.

Invoice [Invoice Number] was due on [Due Date], and our records show that you are yet to settle this invoice.

Could you kindly let us know when this invoice will be paid? 

Best Regards,

Ramirez

3. Deadlines

Here’s an email reminding the recipients of an important deadline. 

Subject Line: Upcoming Deadline – EcoFriendly Mill Project

Hi [Name],

Thank you for your hard work so far on the EcoFriendly Mill Project. We’ve progressed to the project’s second phase thanks to your efforts.

I just wanted to use this medium to say that the second phase is due in three months, on [Due Date].

We’ll be presenting the project design to the client 14 days after this. So all aspects of the second phase must be ready by the deadline. 

Please reply to this email if you have any questions or concerns about the deadline.

I’m sure I can count on you. 

Best Regards,

Lewis

5 most common email reminder mistakes

When writing email reminders, avoid the following mistakes. 

1. Providing no context

If you’re sending a reminder, that means something happened beforehand or the recipient is aware of certain information. Do not ignore history. Always reference it. 

That may include sending the mail to the same thread as your initial email. If you rendered a service and payment wasn’t made, make that the leading content of the email. 

Context can be a simple “It was great to meet you at the Hospice event to discuss a partnership with Levington Co” or “There are only seven days before the ABC Event.” Immediately, the recipient knows what the email is about. 

2. Long texts

According to HubSpot, the ideal email is between 50 and 125 words. Aside from being tedious and boring to read, long texts hide valuable details. 

There’s no need to include any irrelevant details in the mail. Keep the content related to the subject and matter at hand.

Bold some key details and use bulleted points for easy skimming if the reminder email contains multiple relevant details. Read and re-read the text, trimming irrelevant words and sentences each time. 

For example, you can replace “in light of the fact” with “because” and “at your earliest convenience” with “asap.”

3. No Call to action

The primary premise of sending reminder emails is to ensure the recipients act. Make the action clear and evident. 

If you want them to complete a survey, include a link to the survey, how long it’ll take, and potential rewards. 

If you’re reminding them about an event, encourage them to register if they haven’t or go through the agenda and event website, or reach out if they have questions.

For sales, events, and webinar-related reminder emails, it’s best to include a button-based call to action (CTA). According to Campaign Monitor, these types of CTAs improved click-through rates by 127%.

4. Waiting too long to send a reminder

While it’s prudent to be patient when sending a follow-up email, it’s best to send them when the recipient still has a good memory of the context. 

The key is striking the right balance and letting the situation and your relationship with the recipient decide which approach is best. You don’t want to appear pushy. 

For example, overdue payments and deadline-based issues require quicker attention, while someone offering you a favor requires more patience. 

5. Not personalizing the emails

An old study by Experian found that personalized emails “generate six times higher transaction rates and revenue per email than non-personalized email.”

This is especially important if you don’t have an established relationship with the recipient, like following up on a cold email. Adding a personalized touch makes the recipient know the mail is not a generic email blast. 

Some of the things you can talk about to add a personal touch include:

• Professional complements, like a new promotion, sales milestone, awards, etc.
• Mutual connections
• Events you both attended

Takeaways: Reminder emails that drive people to act

Successful reminder emails get people to act or keep an event on their minds. 

By following the steps shared above, leveraging the templates and examples, and avoiding common mistakes, you have a starting point to create emails that recipients open and act on.  

Want to know if a recipient has interacted with your email? Get free mail tracking for Gmail. 

Read more about follow-up & reminder email

How to Write Follow-Up Emails (w/Templates for Common Scenarios)

30 Follow-up Email Templates That Work and 30 Bad Examples

30 Best Follow-Up Email Subject Lines (to Get Replies!)

20 Sales Follow-up Email Templates to Unlock Higher Response Rates (2023)

RSVP Reminder Wording for Your Event (Examples and Etiquette)

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