How to Write a Reminder Email (30 Examples and Templates)

To write a reminder email, reply to your original message (or use a clear subject line), restate what you need and by when, and ask for one specific action. Keep the tone polite and assume the reader is simply busy. Most reminder emails need only three to five sentences.

Below is a quick template you can copy, a step-by-step guide, and 30 reminder email examples for meetings, payments, your boss, professors, sales, and more.

Quick template: gentle reminder email

Use this when someone hasn't replied to a request. It works for coworkers, clients, and most professional contacts.

Subject: Reminder: [Request] by [date]

Hi [Name],

Just a gentle reminder about my email from [day] regarding [request]. I know things get busy.

To keep [project or task] on track, could you [specific action] by [date]? I've included the details below so you don't have to dig for them.

[Key details, link, or attachment]

Thanks so much,
[Your name]

What is a reminder email?

A reminder email is a short message that prompts someone to act on something. You might send one to:

• Remind someone of an upcoming meeting, appointment, or event
• Nudge someone who hasn't answered a request or question
• Flag a deadline or payment that is coming up or overdue

A reminder email differs from a first email because the reader already has the context. Your job is to bring the request back to the top of their inbox and make it easy to act on.

When to send a reminder email

Timing matters as much as wording. Too soon feels pushy; too late and the deadline has passed.

If you've sent two or three reminders without a reply, switch channels (a phone call or a quick message) or send a polite closing note.

How to write a reminder email, step by step

1. Write a clear subject line

The subject line should tell the reader exactly what the email is about. "Reminder: Q3 report due Friday" works better than "Quick question" or "Following up." If you're writing to someone who gets a lot of email, see our tips on writing email subject lines that get opened.

If you're reminding someone about an earlier email, reply in the same thread. That keeps your original message visible right below the reminder.

2. Open with a polite greeting

"Hi [Name]," or "Dear [Name]," is all you need. Match the formality of your first email.

3. Give context in one or two sentences

Remind the reader what you're following up on and when you first raised it. Include dates, invoice numbers, or meeting times so they don't have to search for anything.

4. Ask for one specific action

This is the most important part. Tell the reader exactly what you need: confirm, approve, pay, reply, or attend. If you can, remove effort for them by adding a calendar link, payment link, or attachment.

5. Give a reason or deadline if there is one

"I need to book flights by Friday" or "The application closes on [date]" explains why you're asking now. It also makes the request feel fair rather than pushy.

6. Close politely

End with a short thank-you and a sign-off such as "Thanks," or "Best regards,". For more ideas, see our list of email closing lines.

Gentle reminder phrases (and what to avoid)

The right phrase sets the tone. Here are polite options and the stiffer or incorrect versions they replace.

30 reminder email examples and templates

Each example below is ready to copy. Replace everything in [square brackets] and adjust the tone to fit your relationship with the reader.

Gentle reminder emails for unanswered messages

1. Gentle reminder after no reply

Use this when a coworker or contact hasn't answered a simple request.

Subject: Re: [Original subject]

Hi [Name],

Just bringing this back to the top of your inbox. Could you let me know your thoughts on [request] when you have a moment?

If it's easier, a one-line reply is perfect.

Thanks,
[Your name]

2. Second reminder with a deadline

Use this when you've already followed up once and now need an answer by a date.

Subject: Re: [Original subject]: need an answer by [date]

Hi [Name],

I'm following up once more on [request]. I need to [what you need to do] by [date], so a quick answer by [day] would really help.

If you're not the right person for this, could you point me to who is?

Thanks for your help,
[Your name]

3. Reminder to a client waiting on their input

Use this when a project is stuck because the client hasn't sent feedback or materials.

Subject: Reminder: [Project] feedback needed to stay on schedule

Hi [Name],

A friendly reminder that we're waiting on [feedback, files, or approval] for [project]. Once we have it, we can move to [next phase] and stay on track for [launch date].

Could you send it over by [date]? If anything is holding things up on your side, let me know and we'll work around it.

Best regards,
[Your name]
[Company]

Meeting reminder emails

If you haven't booked the meeting yet, start with our guide to writing a meeting request email.

4. Short meeting reminder

Use this the day before a scheduled meeting.

Subject: Reminder: our meeting tomorrow at [time]

Hi [Name],

Just a quick reminder that we're meeting tomorrow, [date], at [time] [time zone].

Here's the link: [meeting link]

Looking forward to it,
[Your name]

5. Meeting reminder with agenda

Use this when the meeting needs preparation or has several attendees.

Subject: Reminder: [Meeting name] on [date] at [time]

Hi [Name],

A friendly reminder about our meeting on [date] at [time] [time zone]. Here's what we'll cover:

1. [Agenda item]
2. [Agenda item]
3. [Agenda item]

Please review [document or link] beforehand if you can. If the time no longer works, reply and I'll find another slot.

Best,
[Your name]

6. Reminder for a client call or appointment

Use this to reduce no-shows on sales calls, consultations, or appointments.

Subject: See you [day] at [time]

Hi [Name],

This is a reminder of your [call or appointment type] with [your name or company] on [date] at [time] [time zone].

Join here: [link or address]

Need to reschedule? Use this link: [rescheduling link]

See you soon,
[Your name]

Reminder emails to your boss

These should be short, factual, and easy to say yes or no to. For more ways to write to a manager, see our guide on how to write an email to your boss.

7. Gentle reminder to boss about a leave request

Use this when you're waiting on approval for time off.

Subject: Reminder: leave request for [dates]

Hi [Boss's name],

I wanted to follow up on my leave request for [dates], which I sent on [date]. I'm hoping to book travel with my family, so could you let me know if it's approved when you get a chance?

Happy to talk through coverage if that would help.

Thanks,
[Your name]

8. Reminder to boss about a pending approval

Use this when your work is blocked by a decision your manager needs to make.

Subject: Approval needed: [item] by [date]

Hi [Boss's name],

A quick reminder that [item, such as the vendor contract or budget request] is waiting on your approval. If we sign off by [date], we can [start, launch, or hit a deadline] as planned.

I've attached the details again here. A simple yes or no is all I need.

Thanks,
[Your name]

9. Reminder to boss about a raise or promotion discussion

Use this when your manager said they'd get back to you about compensation or a new role.

Subject: Following up on our [raise or promotion] conversation

Hi [Boss's name],

When we spoke on [date] about [a raise or the promotion to job title], you mentioned you'd follow up after [event, such as budget review]. I wanted to check in on where things stand.

Is there anything else you need from me, such as a summary of my recent results? I'm happy to set up a time to talk.

Best regards,
[Your name]

Reminder emails to a professor

Professors receive a lot of student email. Reply in the original thread, keep it short, and state any deadline clearly.

10. Reminder to a professor who hasn't replied

Use this about a week after an unanswered question.

Subject: Re: [Original subject]

Dear Professor [Last name],

I hope your week is going well. I'm following up on my email from [date] about [question or request]. I understand you have a busy schedule.

Could you let me know [specific question] when you have a moment? Thank you for your time.

Sincerely,
[Your full name]
[Course name and section]

11. Reminder to a professor about a recommendation letter deadline

Use this a week or so before a reference or recommendation is due.

Subject: Reminder: recommendation letter due [date]

Dear Professor [Last name],

Thank you again for agreeing to write a recommendation for my [program or job] application. I wanted to send a gentle reminder that it is due on [date].

Here is the submission link: [link]. I've also attached my resume and the program description in case they're helpful.

Please let me know if you need anything else from me.

Sincerely,
[Your full name]

12. Reminder to a professor about a meeting or office hours

Use this to confirm a meeting the professor agreed to.

Subject: Confirming our meeting on [date]

Dear Professor [Last name],

I'm writing to confirm our meeting on [date] at [time] in [location or video link] to discuss [topic].

I'll bring [draft, questions, or materials]. Thank you for making time for this.

Best regards,
[Your full name]

Payment reminder emails

Stay polite and factual, and always include the invoice number, amount, and due date. For the first invoice email itself, see our guide to writing an invoice email.

13. Friendly reminder before the due date

Use this a few days before payment is due.

Subject: Invoice [number] due [date]

Hi [Name],

A friendly reminder that invoice [number] for [amount] is due on [date]. I've attached a copy for your records.

You can pay here: [payment link or details]

Thanks, and let me know if you have any questions.

Best,
[Your name]
[Company]

14. Payment due today

Use this on the due date.

Subject: Invoice [number] is due today

Hi [Name],

Just a reminder that payment for invoice [number], [amount] for [service], is due today.

If you've already sent it, thank you, and please disregard this email. If you need another copy of the invoice, let me know and I'll send it right away.

Thank you,
[Your name]

15. Overdue payment reminder

Use this when an invoice is one or two weeks late.

Subject: Overdue: invoice [number] ([amount])

Hi [Name],

Our records show that invoice [number] for [amount] was due on [date] and is now [number] days overdue. I've attached a copy in case the original was missed.

Could you let me know when we can expect payment? If there's an issue with the invoice, I'm happy to sort it out.

Thanks,
[Your name]
[Company]

16. Final payment notice

Use this as a firm last reminder before you take further steps. Keep it professional, not threatening.

Subject: Final notice: invoice [number] overdue since [date]

Hi [Name],

This is a final reminder that invoice [number] for [amount] remains unpaid. It was due on [date], and we've reached out on [dates of earlier reminders].

Please arrange payment by [deadline]. If we don't receive it by then, we will [pause services, apply a late fee per our agreement, or refer the account to collections].

If you've recently paid, please reply with the payment details so we can update our records.

Regards,
[Your name]
[Company]

Event reminder emails

17. Event reminder one week out

Use this a week before an event to confirm attendance.

Subject: [Event name] is one week away

Hi [Name],

[Event name] is one week from today, and we're looking forward to seeing you there.

Date: [Date]
Time: [Time and time zone]
Location: [Address or link]

Can't make it anymore? Please reply so we can offer your spot to someone on the waitlist.

See you soon,
[Your name]
[Organization]

18. Event reminder the day before

Use this with the practical details people need to show up.

Subject: See you tomorrow at [Event name]

Hi [Name],

Just a reminder that [Event name] starts tomorrow at [time].

Address: [Address]
Parking: [Parking details]
Check-in: [What to bring, such as a ticket or ID]

If you have any questions, reply to this email.

Best,
[Your name]

19. RSVP reminder

Use this when you need people to confirm before a cutoff.

Subject: Please RSVP for [Event name] by [date]

Hi [Name],

We're finalizing numbers for [Event name] on [date] and haven't received your RSVP yet.

Could you let us know by [date] whether you'll attend? You can reply to this email or use this link: [RSVP link].

Thanks,
[Your name]

Deadline and task reminder emails

20. Reminder to a coworker about a deadline

Use this a few days before a shared deadline.

Subject: Reminder: [task] due [day]

Hi [Name],

Quick reminder that [task] is due on [day]. I'm planning to [next step, such as compile the final report] on [day], so having your part by then would be great.

Let me know if anything is getting in the way.

Thanks,
[Your name]

21. Reminder to a team about a missed deadline

Use this when a deadline has passed and you need to reset expectations.

Subject: [Task] was due [date]: new deadline [date]

Hi team,

[Task] was due on [date], and we're still waiting on a few pieces. To stay on track for [goal], let's aim to have everything in by [new date].

If you're blocked, reply here and we'll figure it out together.

Thanks,
[Your name]

22. Reminder to sign a document

Use this when a contract or form is waiting on a signature.

Subject: Reminder: [document] awaiting your signature

Hi [Name],

A friendly reminder that [document] is ready for your signature. Here is the link: [link].

Once it's signed, we can [next step]. It should take less than two minutes.

Best regards,
[Your name]

Sales reminder emails

For longer outreach, see our guide to writing a follow-up email after no reply.

23. Reminder after a sales call

Use this when a prospect said they'd get back to you after a call.

Subject: Next steps after our call on [day]

Hi [Name],

Thanks again for your time on [day]. I checked with our [team] and we can [special request they asked about].

Would you like to move forward with [next step]? If you have any questions, I'm happy to jump on a quick call.

Best,
[Your name]

24. Reminder about a proposal

Use this when a prospect has had your proposal for a week or more.

Subject: Thoughts on the [Project] proposal?

Hi [Name],

I wanted to check in on the proposal I sent on [date]. Have you had a chance to review it?

If anything needs adjusting, such as scope or timeline, I can update it this week. Would a 15-minute call on [day] help?

Best regards,
[Your name]

25. Reminder about an expiring offer or quote

Use this when pricing or availability has a real end date.

Subject: Your quote expires [date]

Hi [Name],

A quick reminder that the quote we sent for [service] is valid until [date]. After that, [pricing or availability] may change.

If you'd like to go ahead, just reply to this email and I'll send the next steps.

Thanks,
[Your name]

Partnership and link-building reminder emails

26. Reminder about a link or content request

Use this when a site owner hasn't replied to your link or guest post pitch.

Subject: Re: [Page title] on [website]

Hi [Name],

Following up on my note about [adding a link or contributing a post] to [page title]. I think it would be a good fit because [specific value for their readers].

Would you be open to it? Happy to send a draft or anything else you need.

Best regards,
[Your name]

27. Reminder about agreed collaboration terms

Use this when you discussed a partnership and need a go-ahead.

Subject: Recap and next steps for [collaboration]

Hi [Name],

It was great talking about [topic]. As a quick recap, here's what we discussed:

- [Term 1]
- [Term 2]
- [Term 3]

If this still works for you, the next step is [next step]. Could you let me know by [date]?

Have a great week,
[Your name]

28. Reminder asking who the right contact is

Use this when you suspect you're emailing the wrong person.

Subject: Right person for [topic]?

Hi [Name],

I haven't heard back about [partnership or request], so I'm guessing one of these is true:

1. Now isn't the right time.
2. My email got buried.
3. Someone else handles this.

If it's the third, could you point me to the right person at [company]? Thanks either way.

Best,
[Your name]

Closing reminder emails

A closing email (sometimes called a break-up email) tells the reader this is your last reminder. It often gets a reply because it's easy to answer.

29. Polite last reminder

Use this after two or three unanswered follow-ups.

Subject: Should I close the loop on [topic]?

Hi [Name],

I've reached out a few times about [topic] and haven't heard back, so I'll assume priorities have shifted.

If you'd still like to [goal], just reply and I'll pick it back up. Otherwise, I won't keep filling your inbox.

All the best,
[Your name]

30. Closing reminder that leaves the door open

Use this to end a conversation on good terms.

Subject: Let's reconnect later

Hi [Name],

It's been a few weeks since we talked about [topic], so I'm guessing the timing isn't right.

No problem at all. If things change, feel free to reach out anytime and we'll pick up where we left off.

Good luck with [project or goal],
[Your name]

Mistakes to avoid in reminder emails

• Sounding passive aggressive. Phrases like "As per my last email" or "Per my previous message" can read as annoyed. Stick to neutral, friendly wording.
• Leaving out the details. Don't make the reader hunt for the original email. Restate the key facts, dates, and links.
• No clear action. "Just checking in" doesn't tell anyone what to do. Ask for one specific thing.
• Over-apologizing. "Sorry to bother you again" undercuts your request. You have a valid reason to write, so say it plainly.
• Sending too many reminders too fast. Space them out. Several reminders in a few days will annoy most people.
• Threats. Even in a final payment notice, state the consequence factually instead of using a hostile tone.

Reminder email checklist

Before you send, make sure your reminder email:

• Has a specific subject line or replies in the original thread
• Mentions the original request and when you sent it
• Includes dates, amounts, links, or attachments the reader needs
• Asks for one clear action, with a deadline if there is one
• Sounds friendly and assumes good intent
• Ends with a polite sign-off