You can send many emails: to initiate a discussion, respond to a previous message, ask a question, show appreciation or gratitude, send statistics or results, ask for time off, or announce leaving the company. A reminder email is one of the most frequent types of messages. Sooner or later, we all need to send one. It’s also a versatile type of message because it covers many situations.
However, a reminder email may be tricky to write. If you aren’t gentle and friendly enough, people may misinterpret your message as a threat, critique, or first sign of a conflict. So here is everything you need to know about writing a friendly reminder email, including samples for various occasions, a format you can always count on, and the best tips to get you started.
A reminder email or letter is a written message sent as a follow-up to a previous interaction. It may remind the receiver of an approaching event (e.g., conference, meeting, deadline, job interview, etc.) or request them to act in a particular manner (e.g., respond to a call, make a payment, send information, etc.).
You can send a reminder email to everyone, from colleagues and friends to customers, managers, or companies and organizations. Therefore, it’s important to use a gentle but firm tone, choose your words carefully, and make the message concise, informative, and easy to understand.
The easy answer is that people forget. They are swamped with new emails every day, which leave your initial message somewhere at the bottom of their to-do pile. A reminder email may simply remind them to look at your request and give you an answer. As a result, the first purpose of a reminder email is to prompt a faster response.
The second purpose of a reminder email is to strengthen the communication line between yourself and the receiver. It shows you think about them and are concerned they will miss an appointment or event. It also shows you look forward to that event and take time to prepare. A reminder email may be the starting point of a conversation, improving your relationship and allowing you to get to know each other.
Similar to thank you messages and appreciation letters, you can’t use the same reminder email for all persons and situations. You need to adapt the message’s writing style and content based on the nature of your relationship with the receiver and the occasion. So check out the following examples and choose the one that fits your purpose the most.
A simple, friendly reminder email can quickly be adjusted for different situations and people. Use the Subject line to get the receiver’s attention, start with a warm greeting, give some context, and clearly state the purpose of the email. End on a friendly note, reiterating your request if it’s the case.
Subject: Quick reminder on the [subject]
Hello [Receiver Name],
As you know, I’m working on [Project Name] and need to finish by the [deadline]. The deadline is fast approaching. How quickly can you send me the [data/statistics/ task results] that I’ve asked for? I would appreciate a timeline from you so I can manage the other tasks and arrange meetings accordingly.
Thank you very much for your support. I hope to hear from you soon.
Best wishes,
[Sender Name]
Even managers need a gentle reminder from time to time, especially when you are waiting for leave approval, and time can quickly become critical. Use a professional tone but be firm and clear. Using emails to request leave isn’t ideal and requires a few back-and-forth messages. A leave management app, such as LeaveBoard, featuring employee self-service, automatic notifications, and built-in calendars can save you the trouble of reminding your boss of your request.
Subject: Leave approval reminder
Dear Mr./Mrs. [Receiver Name],
I sent you a leave request on [Date] asking for [Number of days] leave days starting on [First day of vacation]. My leave balance is positive, and according to the company’s procedure, I’ve informed the HR Department. Colleague [Name] has agreed to cover for me while on leave.
I look forward to receiving your answer on the matter.
Best regards,
[Sender Name]
Tip: When you want to simplify the leave approval request in your organization, with LeaveBoard, all the leave of absence requests will be streamlined via email directly to your managers.
Additionally, to send a reminder for approving your upcoming vacation is one click away.
Waiting for a colleague to decide and approve the next steps keeps everyone on hold. Therefore, a friendly reminder may put things in motion and boost everyone’s morale. Clearly state the steps that need approval and request a response. You may also want to mention future plans, potential meetings, and involved employees.
Subject: Next steps to be approved
Hi [Receiver Name],
Based on our latest [brainstorming session/discussion/meeting], I’ve put together the next steps that need your approval. See the attached document and confirm that the actions are correct and meet your request. The team is waiting for your response.
If you have any additional details, please set up a meeting with the entire team. Let’s discuss all the issues before starting production.
I’m here if you need me,
[Sender Name]
A gentle reminder email is in order when no deadline is at stake and the email flow is relaxed and casual. It is friendly, polite, and thoughtful. It doesn’t demand immediate action. Instead, it brings people closer together, shares feelings, and helps create a trustworthy work environment.
Subject: Quick reminder on the [subject]
Hello [Receiver Name],
Did you have a chance to look at my last email? I really need your opinion on the [idea]. I struggle to decide on my own which path is better at this point, and I value your expertise a lot. What do you think?
Let me know if you have time for a chat.
Best wishes,
[Sender Name]
If you don’t know the receiver very well or don’t want to intrude too much, choose a short and polite reminder. Value the receiver’s time and summarize the entire email in the Subject line. Don’t describe the entire matter again. Just remind the receiver that you are waiting for a reply.
Subject: Request on behalf of the sales team
Dear Mr./Mrs. [Receiver Name],
I’m writing to ask if you have had time to review our request. I hope everything is in order and you have all the data you need.
I look forward to hearing from you!
Best regards,
[Sender Name]
Payment reminders must be clear and state all the legal implications of not paying the invoice. Therefore, they may be longer than general-purpose reminder emails and include attachments and explanatory documents. Keep the email format respectful and informative.
Subject: Payment reminder
Dear Client or Mr./Mrs. [Receiver Name],
This is a reminder that invoice [number] is overdue. You need to pay it immediately to avoid further legal action. I attached the invoice and our legal terms and conditions. You can pay the invoice via [payment methods].
Please contact me at [contact data] if you need different payment arrangements.
Best regards,
[Sender Name]
Meeting reminder emails are some of the most popular reminders. People send them just before the meeting (e.g., one hour before) or a few days before to ensure the receiver has time to prepare and attend the meeting. They are short, concise, and informative. If you have a meeting agenda or explanatory documents that need to be read before the meeting, you can attach them to the reminder email.
Subject: Meeting reminder [location/date/time]
Hi [Receiver Name],
I am sending this friendly reminder since the meeting [subject of the meeting] is fast approaching. I’ll meet you in [meeting location] on [meeting date] at [meeting time]. Please check out the attached documents (meeting agenda and presentations).
I look forward to seeing you!
Have a great day,
[Sender Name]
Tip: If you would like to take better meeting minutes or meeting invitations, we have a set of tips that can boost your productivity.
When you’ve sent an email requesting information, and no answer has come to you, it’s natural to send a follow-up email asking for a response. However, be gentle and don’t assume the receiver intentionally ignored your request. Mention that this is a reminder email, provide all your details again, and ask politely when to expect an answer.
Subject: Follow up on requesting information about [topic]
Hello [Receiver Name],
I didn’t receive your answer regarding the information request I sent you on [date]. Therefore, I am resuming the request here, hoping I will receive a response soon. Please see all the details of my request and my contact data below in case you need clarifications or explanatory documents.
I look forward to hearing from you.
Best regards,
[Sender Name]
Related: If you are looking for additional request letter samples, or want to know how to write one like a pro, we have some examples to spark creativity.
Reminder emails may be collective, informing a group of people of an upcoming event, such as an office party or a teambuilding trip. Nevertheless, they remain friendly, informative, and concise. But you can take the reminder a little further and make it fun.
Subject: Ready to party?
Dear all,
As you know, we have only [number of days] left until we transform the office into a dance floor. Don’t you dare to forget! On [date and time], you are all invited to wear dance shoes and attend the Christmas Party.
Dress code: Elfish style.
On the menu: music, dance, games, karaoke, food and drinks, and a special candy bar.
See you soon!
[Sender Name]
Info: For those of you who are looking for examples of invitation emails for events, you can find 10 samples on our guide.
Service providers frequently use appointment reminders to remind their customers to be on time. They are short and informative. You may require a confirmation or just inform your client of the upcoming appointment.
Subject: Appointment Reminder at [Service Provider] on [Date]
Dear Sir/Madame,
This is an automatic reminder from [Service Provider] about your appointment at [Location] with [Person] on [Date] at [Time]. Please inform us in advance if you can’t make it to the appointment.
Our Customer Support service is available from Monday to Friday between 9 am and 5 pm.
Thank you for choosing us,
[Service Provider]
Employers and HR specialists habitually send job interview reminders to ensure candidates have all information and can attend the meeting. Similar to appointment reminder emails, job interview reminders are short and informative. They note all details discussed previously and don’t necessarily request a reply.
Subject: Job Interview Reminder at [Service Provider]
Dear Sir/Madame,
You are a candidate for the [open position] at [company name]. I would like to remind you of your job interview scheduled with [Person] at [Location] on [Date] at [Time]. Please inform me in advance if you can’t make it and need to reschedule the interview.
I look forward to meeting with you,
[HR Specialist Name]
Are you seeking a copy-paste email template for your first, second, or final job interview? We do provide them free of charge.
A project deadline reminder may be sent to everyone involved in the project, from staff to managers to clients. It may be just a reminder or an opportunity to present intermediary results, plan meetings, and inform on the project’s issues or development.
Subject: [Project Name] Deadline Reminder
Dear Sir/Madame,
On behalf of [Project Name] team, I would like to inform you that the project is due on [Date]. Please visit our website [URL] to follow the project's development. For any questions, please contact [Contact Person Name and Details].
Thank you for your cooperation.
Best regards,
[Title and Name of the Sender]
Employees are required by law to register the number of hours worked and to share them with the employer at a given period. In most cases, it's once per week. However, it can be biweekly, twice per month, or monthly. Busy workers often forget to fill out the timesheet forms, and as a team leader, office, or HR manager, you might need to send a reminder about such situations. Providing timesheets on time ensures that the colleagues dealing with payroll have the correct info, know if you have been sick or worked overtime, and make the payment accurately.
Subject: Timesheet Reminder
Dear [First Name]
Your timesheet is due today, [Date]. Your timesheet must be finished and submitted before business hours are over. Payment may be delayed if your timesheet is not submitted on time. Call your supervisor if you have any queries.
Best wishes
[Title and Name of the Sender]
Related: If you're looking for a reliable Free Excel Timesheet Calculator Template, we can help.
Although you can send a reminder email anytime you need to acknowledge the approach of an event or the need for action, there are several situations in which a reminder email is no longer an option but a must. These scenarios are:
Although the content of your reminder emails differs, the format may be the same. You need a Subject line that summarizes the content, an appropriate greeting formula, a short text informing on the purpose of the reminder, a call to action, and an appropriate closing formula. One or two paragraphs are more than enough. A reminder email needs to be short and on point. You can structure all your reminder messages using the following format:
Subject: [3-5 words]
Greeting formula.
Paragraph #1: Context and purpose of the reminder; Valuable information about the subject of the reminder.
Paragraph #2: Call to action; Reiteration of the main idea of the message; Thank you phrase.
Closing formula.
With the help of a few smart tips, you can write all your reminder emails perfectly and without struggle. They are ingredients of a successful recipe and help you be versatile and adjust to each situation. So remember the following when you write the next reminder email:
Conclusion
Reminder emails are part of your everyday job if you rely on emails to communicate with colleagues, employees, and customers. They need to get the job done without annoying the receiver or making them feel threatened. Thus, how you write them and what you choose to say are essential for good communication and cooperation.
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