How to Write And Send A Reminder Email [Examples + Templates]

According to research, people usually forget what they have learned about a topic, with the majority being unable to recall 90% of the information within a week.

With this in mind, what can you do to ensure your recipients remember to take the desired action?

The answer is to create and send a reminder email to keep the information on top of their mind and get them to act before the due date.

In this post, you’ll find:

• how to write an effective message
• what tools you need
• examples to get inspired
• reminder email templates

Let’s start!

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What Is A Reminder Email?

In short, a reminder email is a follow-up message sent after the first email to remind your recipient that they need to perform an action. This can include emailing you back, scheduling a call, making a payment, attending a meeting, confirming details, etc.

Before we learn how to write one, let’s see the types you can use.

Types Of Reminder Emails

You can create various emails for your target audience based on your goals. These can be:

• Appointment reminder emails: for scheduled appointments, such as job interviews.
• Payment reminders: for upcoming or late payments.
• Subscription reminder messages: for upcoming subscription renewals or expiration dates.
• Abandoned cart reminder emails: for items left in an online shopping cart.
• Feedback reminders: for feedback on a product or service a customer has used.
• Event reminder emails: for upcoming events, such as webinars or conferences.
• Follow-up reminder emails: for following up on a previous email.
• Sales messages: for promotional actions.
• Deadline emails: for an upcoming or missed deadline.
• Action reminders: for actions that need to be taken, such as completing a survey or filling out a form.
• Confirmation emails: for confirming a subscription, personal information, and more.

These are some of the most common types companies send to ensure the recipients complete an action. Depending on your goals, you can create different follow-ups for every occasion.

However, telling your audience they need to do something doesn’t mean they will do it. For that, you need to structure your emails carefully to have the best open rates and conversions.

In the next section, let’s see what elements you need to create a polite reminder message for your audience.

How To Write A Reminder Email (Tips)

To create a friendly reminder email, you have to follow email etiquette to avoid some common mistakes.

Before we start analyzing the components of your message, keep in mind that your email needs to:

• have a friendly tone
• use professional language
• proofread your message
• use proper greetings

Remember to keep your follow-up emails inclusive and gender-neutral to accommodate different needs. Now, let’s see how to write them.

1. Start With a Clear Reminder Email Subject line

Your subject line is the most important part of your message. Simplicity is always the best way to win.

However, don’t just add a “Friendly reminder,” because first, it will lack context, and second, it will probably get lost in the inbox.

Below, you can see a subject line example from Wistia.

Here, the company includes a [Reminder] before they summarize the campaign’s goals and the action the recipient has to perform. Overall, the above subject line is straightforward and uses actionable language to show users what to do.

Here are some reminder email subject lines you can use for your messages:

Meeting reminder email subject lines:

• Reminder: [Name/Department] Meeting tomorrow at [Time]
• Important meeting tomorrow at [Time] – Please confirm your attendance

Payment reminder email subject lines:

• Kind reminder: Your payment is due on [Date]
• Don’t forget to pay your [Invoice Number] by [Date]

Event reminder email subject lines:

• Reminder: [Event Name] is happening on [Date] at [Time]
• [Event Name] is just around the corner – Are you ready?
• Final Reminder: RSVP for [Event Name] by [Date]

Deadline email subject lines:

• Last chance to submit your [Application/Proposal] by [Date]
• Reminder: [Task/Project] submission closing soon

Subscription renewal subject lines:

• Renewal Reminder: Your subscription expires on [Date]
• Renew your subscription before it expires
• Final notice: Your subscription renewal is due soon

If subject line creation proves to be a hassle for you, you can always use a dedicated subject line tester like Refine to simplify the process.

2. Use a Friendly Greeting

A polite and friendly greeting will set the foundation for a great reminder email. Before you start with yours, remember that how you greet your audience depends on the relationship between the sender and the recipient.

However, regardless of the bond you may have with your audience, make sure to keep it formal because this will show your professionalism. Also, try to be consistent from the beginning to the sign-off to avoid confusion.

Lastly, you can always leverage the power of personalization to make your reminder emails more engaging. You can easily leverage Moosend’s personalization to make it happen.

Below is an example of a personalized greeting for Moosend’s upcoming event reminder email, along with some friendly greeting samples you can use.

Formal or professional reminder emails:

• Dear [Title] [Last Name],
• Good morning/afternoon/evening [Title] [Last Name],

Reminder emails to colleagues or coworkers:

• Hello [First Name],
• Hi [First Name],

Reminder emails to clients or customers:

• Dear [Title] [Last Name],
• Hello [First name],
• Hey there,

Now let’s move on to the copy of your message.

3. Inform Recipients About The Situation

Telling your recipient to “pay your fee” or “renew your subscription” isn’t the best way to approach your reminders.

As mentioned above, people tend to forget information, so if you want to ensure they will interact with your follow-ups and take action, let them know about the situation.

Below is a great example from Buffer’s trial reminder email campaign.

Subject line: Time flies! How’s your trial going?

Here, the company makes sure to inform the trial user about the situation, pointing out that:

• their trial expires in 3 days
• no charge will be made before the expiration day

Buffer uses this subscription/trial reminder email to ensure the user knows how much time they have left to use the service. Stating the situation clearly will provide more context to the recipient and lead action.

Let’s see more about it in the following section.

4. Provide An Immediate Solution

After stating the situation, you need to give your recipient the solution. Here, you need email copy that will get the reader to click on your call-to-action button or reply to you, depending on the nature of your reminder email.

Here, you can see an example from BEE’s upcoming event reminder.

Subject line: 📅 Webinar reminder: How to effectively communicate and collaborate using BEE Pro

After explaining the situation, they made sure to add the solution, which was to join their team at their first webinar of the year.

Moreover, the company used various elements in this reminder, including a countdown timer to increase registrations through urgency.

Now that the company has included both elements, it’s time to give them a way to take action. This is possible through your call-to-action button.

5. Add A Converting CTA

Your reminder email marketing campaign CTAs can take multiple forms. They can be buttons at the end of your message or another action the recipient needs to take after reading your email.

Let’s look at two examples, starting with a cold email reminder.

In the above email, you can see that the action required depends on the recipient, who will choose whether to reply to the sender or not.

If you want to create polite reminder emails for your cold outreach strategy, keep them short, quote your first email, add your company name, and include your social media profiles to make them more credible to the recipient.

Plain-text reminder emails like this are very common for collaborations and partnerships.

Now let’s look at an example by The New York Times:

As you can see, the publisher has added a call-to-action button to redirect subscribers to the checkout page. This will save them time and effort from visiting the website and finding it manually.

If you want to add CTA buttons in your reminders, make sure to:

• use action-oriented language
• keep your button copy short and to the point
• create a sense of urgency
• highlight the benefit
• use vibrant colors to stand out
• test different combinations of copy and color

Now that we have covered the main body of your reminder email, let’s see how you can sign it off.

6. Write A Friendly Sign-off

Your email sign-off is a closing statement to end an email formally. An appropriate closing remark will convey professionalism and add clarity and context to your message while following communication etiquette.

Moreover, email sign-offs can vary in tone and formality, depending on the relationship with the recipient and the purpose of the email.

Here are some samples you can use depending on the occasion.

Formal sign-offs

• Best regards
• Yours sincerely
• Kind regards
• Yours faithfully (for formal business letters)

Semi-formal sign-off

• Regards
• Best
• Sincerely yours
• Warm regards
• All the best

Casual sign-offs

• Thanks
• Take care
• Cheers
• Best wishes
• Talk soon

Personalized sign-offs

• [Your Name]
• [Your Name], [Your Title]
• [Your Name], [Your Company Name]

7. Include Your Email Signature

In addition to your closing statement, you can add an email signature with your contact information, such as your phone number, email address, website, and social media handle.

These will help your recipients reach out to you more easily, especially if you are following a cold email outreach tactic. To find more examples, you can check out our email sign-off guide.

Now that we covered the basics of reminder email creation let’s see the tools you need to deliver them to your recipients.

What You Need To Send A Reminder Email

The simple way to deliver an email reminder is through Gmail, Outlook, or any other service. You simply compose your message and then hit send.

This manual method works best for one-on-one communications. However, if you want to set up reminders for your business or automate the process, you will need a few essential tools.

Email Marketing Platform

To create, manage, and send your reminder emails, you will need an email marketing tool with a user-friendly interface. Such tools will provide you with the following:

• a drag-and-drop email editor to craft your campaign (plain text or rich)
• personalization features to make your greetings friendlier
• email list management tools to organize your contacts
• marketing automation to run your reminders on autopilot
• analytics and reporting to track performance (non-openers, conversions, etc.)

Some of the best email marketing services on the market include Moosend, Constant Contact, Mailchimp, and Brevo (formerly Sendinblue). Before you start, check any available free plans and trials to find the right tool for your needs.

Some of these platforms are more affordable than others. So check the prices carefully to avoid breaking the bank.

If you want to give Moosend a go, you can sign up for a free account and try the editor today.

Inside, you’ll find all the elements you need to create quick follow-ups or reminder email marketing campaigns for your online events, webinars, and sales, including:

• countdown timers
• personalization tags
• social media buttons
• videos and GIFs

Moreover, Moosend is a great tool for internal communication messages, so you can also take advantage of the available templates to send your employees reminders about events, payroll updates, and more.

Email List Management Tool

Managing your contacts is crucial for every successful email marketing strategy.

Many email service providers (ESPs) will equip you with in-built CRM and audience management features to manage customer data, segment your audience, and update profiles.

Moreover, you can get dedicated CRM tools like Salesforce or Zoho CRM to organize your email lists. However, getting all-in-one marketing software will be more affordable if you don’t want to pay for additional services.

Email Templates

Creating emails from scratch whenever you need to remind your audience to take action or form collaborations can be a hassle.

To save time and effort, you can use professional email templates, either copy or design-oriented, to streamline the process.

Most email marketing tools will provide various pre-made emails for every occasion.

Moosend, for instance, has a newsletter template library with many designs you can easily customize for your events, eCommerce store, or internal communications.

Apart from choosing one of the available designs, you can also create yours and save them as custom templates in the library to save time.

Marketing Automation Features

Reminder emails can be fully automated to ensure your recipient receives a notification promptly.

Many email marketing platforms come with marketing automation features that allow you to set up reminders to be sent at specific times.

For example, if one of your users has a trial that expires in 7 days, you can create a reminder to give them a heads-up about the upcoming expiration date.

Moreover, you can step up your reminder emails by creating triggered reminders based on user behavior, such as updating contact or payment information.

Email Testing & Analytics Tool

Lastly, it’s important to track the performance of your reminder emails to see whether your email copy and subject lines result in actions.

Many ESPs offer you reporting and analytics to monitor your campaign performance, showing you data like your:

• open rates
• click-throughs
• unsubscribe rates
• conversions (actions)

Keeping track of important email marketing metrics is essential to determine the effectiveness of your message.

Remember that a successful reminder will promote action. So make sure you use your collected data to optimize your content and subject line for better results.

Reminder Email Examples To Get Inspired

Now that you know how to write and send them, let’s see a few gentle reminder email examples to boost your creativity.

Marketing Profs’ Upcoming Webinar Reminder Email

Subject line: [REMINDER] Mindfulness Webinar today

What works: This upcoming webinar reminder email is perfect for informing attendees about the event and giving those who can’t attend an alternative to receive the benefit.

Here, Marketing Profs has created a simple and effective reminder that includes a friendly greeting, the situation, solution, and action. Moreover, they have added an email signature with the director’s photo to make the campaign more personal.

Statista’s Professional Email Reminder

Subject line: Information on your account

What works: Here’s a formal email from Statista to remind a potential paid customer about a personalized offer on their account. The tone and language remain professional, while the sender includes the previous email to remind the recipient about the situation/offer.

In addition to that, Statista also includes the recipient’s name to make the message more personalized and friendly. At the same time, the email is sent from a personal email rather than the sales or support department.

Stripo’s Server Maintenance Reminder

Subject line: Friendly reminder: Stripo server maintenance❗

What works: Stripo sends reminders to ensure its users are aware of scheduled server maintenance and service unavailability. The above example is short and to the point, including the necessary information the users need to see.

Moreover, they include their support email address in case users encounter any problems or have questions about the maintenance.

Revolut’s Deposit Insurance Reminder Campaign

Subject line: Just a quick reminder about your deposit insurance ✨

What works: Here, we have a reminder from Revolut regarding deposit insurance information. As you can see, the language is formal throughout the message, while the greeting includes the user’s legal name to make sure this isn’t a scam.

Moreover, the app adds links to provide more information to the subscriber regarding the deposit insurance review and what they have to do next.

Line Friends’ Sales Event Reminder

Subject line: LINE FRIENDS Reminder: SHIPPING=FREE Ends Tomorrow 3.17!

What works: The above example by Line Friends is a great email campaign to engage your audience and remind them of the special offer you created for them. From the subject line to the email copy, the recipient can identify the situation, receive additional information, and then act.

This is a great reminder campaign for eCommerce stores to increase engagement and conversions.

Reminder Email Samples

Now that you got inspired, let’s see some reminder email templates for different scenarios.

Meeting Reminder Email Template

Subject line: Reminder: Meeting with [Name/Department] on [Date] at [Time]

Dear [Title] [Last Name],

I hope this email finds you well. This is a quick reminder about our upcoming meeting on [Date] at [Time] in [Location].

Our main points of discussion will be [XYZ]. Please let me know if there is anything specific you would like to add to the agenda.

If you need to reschedule or cancel the meeting, please let me know as soon as possible. Otherwise, I look forward to seeing you on [Date].

Thank you for your time and attention.

Best regards,

[Your Name]

Payment Reminder Email Sample

Subject line: Reminder: Your payment is due on [Date]

Dear [Title] [Last Name],

This is a reminder that your payment of [Amount] is due on [Date].

Please take a moment to ensure that your payment is submitted on time. You can find the payment instructions and options in the invoice sent to you earlier.

If you have any questions or concerns about the payment, please do not hesitate to contact me.

Thank you for your prompt attention to this matter.

Best regards,

[Your Name]

Event Reminder Email Template

Subject line: Reminder: [Event Name] is happening on [Date] at [Time]

Dear [Title] [Last Name],

I wanted to send you a quick reminder that [Event Name] is happening on [Date] at [Time] in [Location].

This event will provide an opportunity for [Event purpose/Benefits]. Please be sure to review the details of the event in the invitation that was sent to you earlier.

If you have any questions about the event, please do not hesitate to reach out to me as soon as possible.

Thank you for your time and attention, and I look forward to seeing you on [Date].

Best regards,

[Your Name]

Deadline Reminder Email Sample

Subject line: Deadline reminder: [Task/Project] due on [Date]

Dear [Title] [Last Name],

I hope this email finds you well. I wanted to remind you that the deadline for [Task/Project] is approaching on [Date].

Please complete the task or project and submit it before the deadline. If you need any assistance or have any questions, please let me know as soon as possible.

Thank you for your prompt attention to this matter.

Best regards,

[Your Name]

Appointment Reminder Email Sample

Subject line: Upcoming Appointment with [Provider/Company Name]

Dear [Recipient’s Name],

This is a friendly reminder about your upcoming appointment with [Company Name] on [Date] at [Time] regarding [Appointment Reason].

Below you can find all the necessary information about your upcoming appointment:

• Date: [Date]
• Time: [Time]
• Location: [Location/Address]
• [Any other important information required]

If you need to reschedule or cancel your appointment, kindly notify us at your earliest convenience. You can reach us at [Contact Information].

Please let us know if you have any questions or if there is anything else we can assist you with.

We look forward to seeing you on [Appointment Date].

Best regards,

[Your Name]

[Contact Information]

You can use the above samples as guides to create yours. You can customize them accordingly and add the necessary information to ensure your recipient has everything they need to act.

The Takeaway

Reminder emails will help you maintain communication, manage tasks and deadlines, and ensure that individuals know about important upcoming events.

Businesses, organizations, and individuals can use them to improve productivity, reduce missed appointments or deadlines, boost conversions, close partnerships, and maintain good communication flow.

To streamline the process, you can easily get an all-in-one marketing tool like Moosend to help you out. You can try the platform by registering for a free account today.

Frequently Asked Questions (FAQ)

Below, you will find short answers to common questions:

1. What tools do you need to send a reminder email?

To send your reminder message, you need an email marketing platform like Moosend or Mailchimp to give you the following tools: an email editor, newsletter templates, list management, automation, and reporting and analytics.

2. What is the best time to send a reminder email?

The perfect time to send your reminder emails is from Tuesday to Thursday between 10:00 AM and 2:00 PM is the best time to deliver your email. Avoid weekends and consider different time zones for better results, too.

3. How do you send a kind reminder?

When sending a kind reminder, be polite and considerate, and use professional language and tone to avoid offending your recipient.

4. How do you write a follow-up reminder email?

A follow-up reminder email needs to be friendly and professional while gently reminding the recipient of the previous email and the action they didn’t take.