How to Send a Reminder Email – Best Practices & Templates 

Key highlights  

• Reminder emails help maintain professionalism while prompting action.   
• A clear subject line can make or break your email’s success.   
• Timing your reminder is just as important as the message itself.   
• Polite and concise wording keeps recipients engaged.   
• Templates save time and ensure consistency across communications.   
• Personalization increases the likelihood of a positive response.  

Introduction 

Imagine chasing clients for overdue payments or nudging event guests to show up, sending one email after another. Frustrating, right? Even more so when those emails are met with silence. However, following up doesn’t always have to be difficult. The secret isn’t sending more—it’s crafting sharp, well-timed emails with words that grab attention. With a few simple strategies, you can keep your schedule on track and watch your efforts bear fruit with far less stress.  

In this article, we’ll walk you through everything you need to know about crafting reminder emails that get results. We’ll break it down into simple steps—how to word them, when to time them and how to ensure people act on them. Plus, we’ll include best practices and templates you can use right away. 

So, let’s dive in and figure out how to make your reminder emails even more effective. 

What is a reminder email?  

A reminder email is a message sent to prompt someone about an upcoming deadline, event or action they need to take. Its purpose is to ensure nothing slips through the cracks while maintaining a professional tone.  

Common use cases include payment reminders for overdue invoices, appointment confirmations for meetings and event follow-ups to boost attendance. If you’re a freelancer chasing a late payment or a marketer ensuring event turnout, reminder emails prove to be pretty handy. 

What are the best practices for writing a reminder email?  

Writing an effective reminder email is all about strategy. If you can nail the tone and deliver the email at the right time, chances are that you’ll get a prompt reply. In this section, we’ll break down the key practices to help you craft emails that get noticed.

1. Keep it professional and polite  

The number one rule is to write a professional email in a friendly tone. For example, a polite reminder email might say, “Just a quick note to remind you about your appointment tomorrow”. While a pushy email could read, “You still haven’t confirmed—do it now!”. The former builds goodwill; the latter risks alienating your recipient. 

Signing off emails professionally with phrases like “Looking forward to hearing from you” rather than a simple “Thanks”, will go a long way with professional email reminder messages. Especially when it’s important to maintain healthy relationships while getting the job done. 

Outcome: A professional and polite email makes recipients feel respected rather than pressured. This builds trust and strengthens relationships, leading to 20-30% higher response rates. 

Also read: Learn About How to Sign Off Professional Emails With Examples. 

2. Make your subject line clear and concise  

Your reminder email subject line decides whether your message gets noticed or buried in a busy inbox. A clear and concise subject line, ideally under 60 characters, tells the recipient exactly what to expect without wasting their time. Vague phrases like “Reminder” or “Quick Note” get overlooked more often than not. Following this practice will boost email open rates. 

Here’s some details to keep in mind. 

• Be specific: Make sure to mention the purpose and timeline (if any) in a few words. For example, “Invoice #456 Due Tomorrow.” 
• Use actionable phrases: Use verbs like “Confirm” or “RSVP” to prompt quick engagement. 
• Test variations: Try multiple formats for your headings to get an understanding of what resonates with your audience. 

Outcome: A clear and concise subject line will increase open rates by grabbing attention instantly in crowded inboxes. A specific, under-60-character subject will ensure that your email is prioritized and acted on quickly. 

3. Provide essential details without overloading  

Attention spans are short. Packing in unnecessary details like lengthy backstory can push the patience of the reader. Stick to the core facts and you’ll keep them focused. Think of it like a memo, all the details should serve the reminder’s intent. 

Here’s how to get it right: 

• Limit length: Aim for 2-3 sentences or 50-75 words total. Short keeps it scannable—perfect for mobile readers, who make up over half of email opens. 
• Cut the clutter: Skip tangents or over-explaining your purpose. Keep the email short and focused on the purpose. 
• Highlight key info: Use bold or bullet points for deadlines and key information if needed. 

Outcome: A crisp email will save recipients’ time as they’ll be able to grasp the key points within a minute. Concise, 2-3 sentence emails will prevent confusion and make it easy to respond or comply. 

4. Add a clear call-to-action (CTA)  

Tell recipients exactly what to do next. A strong CTA—like “Please confirm your attendance by replying to this email” or “Click here to settle your invoice”—guides them perfectly. Vague instructions lead to inaction, so be direct but polite.  

Here’s how to make your CTA pop: 

• Be specific: State the exact action in a clear and actionable way. Use a sentence that reads like, “Click here to pay Invoice #123”. 
• Reduce friction: Make it easy for the recipient to respond with clickable links and buttons. For a payment reminder email, embed a “Pay Now” link to the invoice portal. 
• Add urgency (when needed): Pair the CTA with a deadline if relevant to the context of the email. 

Outcome: A clear CTA will drive more conversions with a single, clear instruction. The most effective CTAs will ensure that payments, RSVPs or confirmations happen within hours. 

5. Use follow-up email tools 

Sending effective reminder emails is easier with the right tools. Here’s three tools that offer features to automate and track friendly reminder emails. 

CreativeMail: CreativeMail simplifies email automation for small businesses. Its drag-and-drop builder and WooCommerce integration make crafting payment reminder emails or survey follow-ups a breeze.  

Titan: Titan powers professional communication with follow-up reminders for unanswered emails. It’s ideal for scheduling event reminder emails and track read receipts via its mobile-friendly interface.  

OX Cloud: OX Cloud’s email and calendar suite streamlines complex workflows. Ypou can schedule appointment reminder emails with clickable invites or manage team-based follow-ups for surveys.  

6. Time your reminder emails

Timing is a critical factor in making your reminder email effective. Sending it at the right moment ensures your message is relevant and actionable without overwhelming the recipient. The best time depends on the context—whether it’s a payment, an appointment or an event.  

Let’s see the optimal timing strategies to maximize responses. 

• Payment reminder: Send an initial reminder 3-5 days before the due date to give the recipient ample notice. 
• Appointment reminder: An appointment reminder email works best when sent 24-48 hours in advance.  
• Event reminder: Work with a multi-touch strategy starting a week before the event and follow up with a final nudge. 
• Follow-up reminder: If you’re chasing feedback or a reply to a proposal, wait 3-5 days before sending a gentle reminder email with a second follow-up a week later. 

Also read: How to Write a Follow Up Email – Best Practices & Templates 

Reminder email templates for different use cases  

Below are customizable reminder email examples for common scenarios. Pair them with templates for business email signatures (for example, your name, title and contact info) to keep things polished.  

1. General friendly reminder email  

Subject: Friendly Reminder: [Action/Item] Due [Date] 
 
Hi [Name],  
I hope you’re doing well! This is just a quick reminder that [action/item, for example, your feedback on the project] is due on [date]. Please let me know if you need any support or an extension.  
Looking forward to hearing from you!  
Best regards,  
[Your Name]  

2. Gentle payment reminder email  

Subject: Gentle Reminder: Invoice #[Number] Due [Date] 
 
Hi [Name],  
I hope all is well. I wanted to send a gentle reminder that Invoice #[number] for [amount] is due on [date]. You can make the payment [payment instructions/link]. Please let me know if there’s anything I can assist with!  
Warm regards,  
[Your Name]   

3. Gentle payment reminder email (second follow-up) 

Subject: Second Reminder: Invoice #[Number] Past Due 
 
Hi [Name], 
I hope all’s well. This is a gentle reminder email that Invoice #[number] for [amount] was due on [date]. Could you please settle it via [payment link] by [new deadline, e.g., tomorrow]? Let me know if there’s any issue—I’m here to help. 
Kind regards, 
[Your Name] 
 

4. Appointment reminder email  

Subject: Your Appointment on [Date] at [Time] 

Hi [Name],  
This is a quick reminder about your appointment with [person/company] scheduled for [date] at [time]. Please reply to confirm or let us know if you need to reschedule.  
See you soon!  
Best,  
[Your Name]   

5. Event reminder email  

Subject: Don’t Miss Out: [Event Name] This [Date]
  
Hi [Name],  
We’re excited to see you at on [date] at [time]! Here’s a quick reminder to mark your calendar. [Include event details or link]. Please RSVP by replying or clicking [link].  
Can’t wait to connect!  
Cheers,  
[Your Name]   

6. Follow-up reminder email  

Subject: Following Up: [Topic/Action] 
 
Hi [Name],  
I hope you’re well! I wanted to follow up on [topic/action, for example, the proposal I sent last week]. I haven’t heard back yet, so I thought I’d check in. Please let me know your thoughts when you get a chance!  
Thanks so much,  
[Your Name]   

7. Event reminder email for in-person workshop 

Subject: Don’t Forget: [Workshop Name] This Saturday! 
 
Hi [Name], 
We’re excited for you to join us at [Workshop Name] on [date] at [time] at ! This is an event reminder email to confirm your spot. Please RSVP by replying or clicking [link]. Bring a notebook—lunch is on us! 
See you there, 
[Your Name] 

8. Event reminder email for virtual conference 

Subject: Join Us: [Conference Name] Next Week! 
 
Hi [Name], 
We’re thrilled you’re attending [Conference Name] on [date] at [time]! This event reminder email is a heads-up to save the date. Check the agenda and register here: [link]. Reply with any questions—we’re here to help. 
Can’t wait to connect! 
Best, 
[Your Name] 

9. Survey reminder email 

Subject: Friendly Reminder: Your Input Needed by [Date] 
 
Hi [Name], 
I hope you’re doing well! This is a friendly reminder email to complete our [Survey Name] by [date]. Your feedback will help us improve [specific goal, e.g., our services]. It takes just 5 minutes—click here to start: [survey link]. Please reach out if you have any questions. 
Thank you for your time! 
Best, 
[Your Name] 

10. Urgent reminder email for overdue action 

Subject: Urgent: Action Needed on [Task/Item] Today 
 
Hi [Name], 
This is an urgent reminder to address [task/item, e.g., Invoice #123 payment] due [today/yesterday]. Please take a moment to [action, e.g., pay via this link] by [specific time, e.g., 5 PM today] to avoid [consequence, e.g., service pause]. Let me know if you need assistance. 
Appreciate your prompt action, 
[Your Name] 

General tips:  

Despite the use case, always consider your recipient’s schedule. Early mornings (8-10 AM) or mid-afternoon (2-4 PM) often work well, avoiding peak inbox clutter. Also, check how emails perform on different days and adjust based on what drives engagement. Timing isn’t one-size-fits-all; it’s about syncing with your recipient’s rhythm based on the previous email. 

Also read: Business Email Etiquette: 36 Key Rules for Professionals 

Bluehost: Your professional email partner 

Sending polished and effective reminder emails starts with the right tools. Whether you’re a marketer boosting event turnout or a small business managing appointments, your email should look professional enough to inspire trust.  

A branded email is more effective than a generic one for maximizing success. For example, you@[yourbusiness].com will come across as more professional than you@[gmail].com. This often leads to higher customer engagement. 

With Bluehost, you can set up your own branded email in under five minutes. The Pro hosting plan allows you to schedule follow-up reminders, ensuring that the right emails get delivered at the right time. Plus, our email hosting includes advanced spam-filtering features at no extra cost, keeping your inbox secure. 

Explore Bluehost’s email plans to start sending professional reminders today. 

Final thoughts 

Be it timing your sends or crafting the right CTA, the choices you make in your reminder emails shapes its response. The takeaway? Keep your reminder emails clear, polite and action-focused. Stick to best practices, use handy templates and lean on tools that make communication effortless. 

Need a stress-free way to manage and send professional reminder emails? Bluehost’s email hosting handles the setup—branded addresses, automation, reliability—so you can focus on connecting, following up and getting results without the hassle. 

Start sharp. Communicate smarter. Let your reminder emails get the work done—with Bluehost professional email. 

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