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Writing Reminder Emails: Templates & Tips

Richard Gödel
CTO @ meetergo
2 minutes reading time
Table of contents
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In this section, we take the time to explain how to write effective reminder emails and provide sample templates for creating professional reminders. It can be frustrating when appointments are missed or deadlines expire simply because no reminder was given. With our tips and templates, you can compose reminders that politely remind the recipient without being intrusive. This type of marketing can help you generate more sales and strengthen customer relationships while waiting for feedback or confirmation.

Why reminder emails are important

Reminder emails are not only polite but also an important tool for keeping appointments and deadlines. Often, customers or business partners are waiting for a response or action, and a reminder email can remind them that their request is still pending.

With well-crafted reminder emails, you can effectively communicate and ensure that important dates or projects are not forgotten. They can also be used in marketing to remind customers of upcoming appointments or payments, thereby increasing revenue.

To ensure that your reminder emails are effective, it is important to follow best practice templates and ensure that the tone is friendly and polite. In section 3, we will provide you with tips on how to write an effective reminder email.

Tips for drafting a reminder email

A reminder email should be politely and professionally worded, reminding the recipient that a deadline or appointment is approaching. Here are some tips for creating a well-worded reminder email:

Subject: Short and concise

The subject of your reminder email should be short and concise to grab the recipient's attention. Avoid generic subject lines such as "Reminder" or "Appointment." Instead, use more specific and meaningful subject lines, such as "Reminder: Meeting on July 25."

Friendly reminder

Make sure your tone is polite and friendly. Avoid pressuring or patronizing the recipient. Start your email with a friendly greeting, such as "Dear..." or "Hi...". Use words like "please" and "thank you" to maintain politeness.

Consider the recipient

Remember who the recipient of your email is and adjust your tone accordingly. For example, if you are reminding a colleague or superior about an upcoming project deadline, use a polite but professional language. However, if you are reminding a customer about an upcoming payment deadline, use a friendly and helpful tone.

Set a deadline

Establish a reasonable deadline for when the recipient should respond or take action. Give enough time for the recipient to complete the task but also set a clear deadline. A specific deadline helps the recipient remember and provides them with enough time to get everything done.


A well-written reminder email is an effective way to keep track of appointments and deadlines and ensure that nothing important is forgotten. Make sure your tone is polite and professional, and use meaningful subject lines to grab the recipient's attention.

errinerungs brief

Templates for Writing Reminder Emails

Here are some sample templates for reminder emails that can help you create professional reminders:

Note: This template can be adapted for different types of appointments or events.

Note: Customize this template according to the type of project or work.

Effective Reminders in Marketing

Reminder emails are not only effective for reminding individuals of upcoming appointments but can also be extremely helpful in marketing. By sending reminder emails, you can remind your customers of upcoming events or payments, thereby increasing sales and strengthening customer relationships.

A well-crafted reminder email can also help increase email open rates and click-through rates. Some tips for an effective marketing reminder email are:

  • Use a clear subject line that immediately informs the recipient what the email is about and why it is important.
  • Use a friendly and polite language to build a positive relationship with your customers.
  • Create eye-catching design and use images to grab your customers' attention.
  • Ensure that the reminder email includes useful information for the recipient and helps them achieve their goals.
  • Check if your reminder email is personalized and includes the recipient's name.

Reminder emails can also be an important part of your email marketing campaign. By sending reminder emails, you can ensure that your customers are always up to date and don't miss out on anything important. However, if you send too many reminder emails, you may be perceived as annoying and intrusive. Make sure to limit the number of reminder emails you send to a reasonable amount.

Proper Management of Reminder Emails

Reminder emails are a useful tool for keeping track of upcoming appointments and ensuring that they are completed on time. But how do you manage reminder emails effectively without losing track?

The answer is to structure your reminder emails. Create a list of all tasks and their respective deadlines. Prioritize the tasks and determine which tasks are most urgent. Consider which tasks you can outsource and which ones you need to handle yourself.

Another important point is to set appropriate deadlines. Regularly review your to-do list to ensure that no important tasks are overlooked.In addition to structuring your reminder emails, you should also ensure that you keep track of your contacts. Create a list of all recipients of your reminder emails and update it regularly. Your list should include the following information: first and last name, email address, deadline, and receipt confirmation.

outlook app

Creating Reminder Emails in Outlook 2016

Outlook 2016 provides a simple and effective way to set up reminder emails and keep track of deadlines. With the Reminder Email feature, you can do just that.

Here's how to set up reminder emails in Outlook 2016:

  1. Open Outlook 2016 and select "New Email."
  2. Enter the subject and text of your reminder email.
  3. Click on "Options" and then "Set Reminder."
  4. Choose the date and time when you want the reminder email to be sent.
  5. Click "OK."
  6. Send the reminder email as usual.

It's also possible to set reminders for tasks, appointments, and contacts. Simply click on the corresponding option in Outlook 2016 and fill in the necessary fields.

If you've received a reminder email and want to view it again, you can find it in your mailbox under "Reminders."

The advantage of the reminder feature in Outlook 2016 is that it allows you to keep track of important dates and deadlines and ensure that no important tasks are forgotten. With just a few clicks, you can create friendly reminder emails and have them automatically sent at a later time.

Frequently Asked Questions About Reminder Emails

Here are answers to frequently asked questions about reminder emails.

How do I write a polite reminder email?

When writing a polite reminder email, it's important to maintain a friendly and respectful tone. Start with a polite greeting and formulate the text in a friendly yet professional tone to avoid annoying the recipient. Avoid sounding pushy or impatient and provide clear information about the deadline and the purpose of the reminder.

How do I create a meaningful subject line for my reminder email?

A clear and meaningful subject line is crucial to grab the recipient's attention and ensure that the reminder email is opened and read. Use short and concise phrases that summarize the subject of the reminder email and pique the recipient's curiosity. However, avoid using overly sensational or misleading subject lines to avoid a negative impression.

How often should I send a reminder email?

It's important to find the right timing and interval for sending reminder emails. Don't send reminder emails too early as it may appear unnecessary and unprofessional. However, don't wait too long as you risk the recipient forgetting the appointment or missing the deadline. An appropriate interval is typically one week before the deadline and one or two days before the appointment.

How do I contact the recipient of my reminder email to get a response?

If you need a response from the recipient of your reminder email, you can add a polite and friendly sentence at the end of the email that encourages them to reply to the email or call to clarify any further questions. However, avoid sounding pushy or impatient and give the recipient enough time to respond.

What mistakes should I avoid when writing reminder emails?

When writing reminder emails, be mindful of avoiding spelling and grammar mistakes as they can leave an unprofessional impression. Also, avoid providing too much information or details that may overwhelm or confuse the recipient. Instead, be precise and to the point and avoid long sentences or paragraphs.

Final Thoughts

Reminder emails are a valuable tool for keeping track of appointments and important tasks. The right wording and tone are crucial for the success of a reminder email. Our sample templates provide a good foundation for crafting professional reminders.

It's important to use reminder emails effectively and selectively. An excessive number of reminder emails can quickly be perceived as annoying and frustrate the recipient. Therefore, an appropriate deadline and a friendly tone are essential to achieve a positive impact.

Reminder emails can be used not only in business but also in marketing. They can help increase sales and strengthen customer relationships. However, be mindful of avoiding your reminder emails being perceived as spam.

Proper management of reminder emails is also crucial. If you have many appointments, it's important to stay organized and send reminders in a timely manner. Using task lists or calendars can be a good way to structure and ensure that no important deadlines are missed.

In summary, reminder emails can be a valuable tool for keeping appointments and important tasks on track. An appropriate deadline and a friendly tone are crucial for the success of a reminder email. With our tips and sample templates, you can use reminder emails effectively and selectively to achieve your goals.

Imagine Calendly + Typeform had a Baby
Your New Secret Weapon is Here!

See the Magic ✨

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