Key takeaways
- A reminder email is a short message sent to prompt someone to take action on something that has already been discussed.
- A strong reminder email has four parts: a specific subject line, brief context, one clear call to action, and a professional closing.
- Send a reminder email when enough time has passed for the original message to be overlooked, typically at least 24 hours.
- Keep your reminder concise, direct, and specific. Avoid vague asks and apologetic openings, which weaken your message.
- In most professional situations, send no more than two or three reminder emails before switching to another communication channel.
Nobody likes sending reminder emails. They can feel awkward, repetitive, or like you’re nagging. But the alternative, waiting in silence while a deadline slips or a project stalls, is worse. A well-timed reminder keeps things moving without damaging the relationship.
This guide covers how to write a reminder email that gets results, including how to structure it, when to send it, and what to avoid.
Table of contents
- What is a reminder email?
- How to write a reminder email in 5 steps
- When should you send a reminder email?
- Best practices for sending a reminder email
- Reminder email examples
- How Grammarly can help you write better emails
- Reminder email FAQs
What is a reminder email?
A reminder email is a short, professional message sent to prompt someone to complete an action or acknowledge something previously discussed. Unlike a general follow-up email, which continues a conversation, a reminder is tied to something specific: a deadline, an outstanding request, or a scheduled event.
Most people don’t need convincing. They just need a nudge. A good reminder makes it easy to take the next step without feeling pressured. Here’s how to write one.
How to write a reminder email in 5 steps
Every effective reminder email follows the same basic structure: a specific subject line, a brief explanation, a single call to action (CTA), and a professional closing. The steps below break down each part so your reminder is clear, direct, and easy to act on.
1 Write a clear, specific subject line
The subject line is the first thing your recipient sees, so it should clearly state the topic and any required action. When relevant, include a date or deadline to create appropriate urgency.
Here are examples for common scenarios:
- Meeting reminder: Our meeting on Tuesday at 11 a.m.
- Payment reminder: Invoice #008 due Friday, Oct. 4
- Document or approval request: Please submit your signed onboarding documents by Thursday, Sept. 28
- No-response follow-up: Project proposal—ready for approval?
- Event reminder: Reminder: Product demo tomorrow at 2 p.m.
- Urgent or deadline-driven: Action required by Oct. 1: Account security update
A well-written subject line reduces back-and-forth by making the purpose of your email clear before it’s even opened.
2 Use a professional greeting
Start your email with a professional greeting followed by the recipient’s name. “Hi [Name],” works well for most colleagues and clients, while “Dear [Name],” is better suited for formal contexts, first-time contacts, or senior stakeholders.
The greeting sets the tone for everything that follows, so choose one that matches your relationship with the recipient.
3 State the reason for your reminder
Open your email by briefly reminding the recipient what you’re referring to and why you’re reaching out. Keep this to one or two sentences so the message is easy to understand at a glance.
For example, you might write, “I sent the proposal last Tuesday and wanted to see if you’ve had a chance to review it.”
4 Include a clear CTA
Your reminder should include one clear CTA that tells the recipient exactly what to do next and by when. State the action directly and include a specific deadline when possible. Then make the next step as easy as possible by linking to the action, such as a calendar invite, payment portal, or shared document.
Depending on the topic, you can also invite the recipient to reach out with questions. This small gesture helps keep the tone collaborative rather than demanding, which makes people more likely to respond.
5 Use a clear closing line and professional sign-off
The ending of your email should reinforce your request and the tone of your reminder. A strong closing line makes your message feel clear and professional rather than abrupt.
For example:
- “Looking forward to your response” works well as a neutral, professional reminder.
- “No rush, just wanted to keep this on your radar” suits lower-pressure follow-ups with familiar colleagues.
- “Please let me know if you have any questions” fits more formal or external communication.
After your closing line, use a standard sign-off such as “Best,” “Best regards,” or “Sincerely,” and include your professional email signature so the recipient can easily follow up.
When should you send a reminder email?
Send a reminder email when you need to prompt someone to take action on something that’s already been discussed, typically after enough time has passed that a response or task may have been overlooked.
Reminder emails can follow any prior interaction, including an email, phone call, meeting, or in-person conversation. If action is still required and the recipient hasn’t responded, a reminder is appropriate.
Common situations where sending a reminder email makes sense include:
- Late or upcoming payments
- Upcoming deadlines without confirmation
- Unsigned documents or pending approvals
- Meetings that need confirmation or logistics
- Events requiring RSVPs or preparation
- Lapsed communication or unanswered requests
Knowing when to send a reminder is only part of the equation. Timing also means knowing when to hold off.
When not to send a reminder email
As a general rule of email etiquette, avoid sending a reminder email within 24 hours of your initial message. That’s the minimum window, and in many cases it’s better to wait longer, especially if the matter isn’t urgent or if you’re reaching out to someone you don’t know well.
The right timing depends on context. A reminder to a close colleague about a same-day deadline might be appropriate after a few hours, while a follow-up to a new client on a proposal typically warrants three to five business days. When in doubt, err on the side of patience.
Best practices for sending a reminder email
These principles will help you write reminder emails that are clear, professional, and easy to act on.
- Use a professional tone: Keep your message direct and respectful. Avoid accusatory or passive-aggressive language that can strain the relationship, such as “You still haven’t responded,” or “As I mentioned previously.”
- Be specific and direct: Clearly state what you need and by when. Specific requests are easier to act on than vague ones.
- Keep it concise: Respect the recipient’s time by getting straight to the point. In most cases, a few short sentences are enough.
- Make the next step easy: Link directly to what you’re asking for, such as a document, calendar, or payment page.
- Provide context, not repetition: Briefly reference the original request without restating the entire message.
- Don’t apologize for following up: Skip phrases like “sorry to bother you,” which can weaken your message and make it sound less confident.
- Know when to switch channels: If you’ve sent two or three reminders without a response, consider making a phone call or sending a message on another platform.
Even strong reminder emails can fall short if they include a few common missteps.
Reminder email examples
These examples show how to apply the structure above in common reminder scenarios. Adapt each one to your situation, but keep the same pattern: Provide context, make a clear request, and include a specific next step.
Reminder email to a manager
When to use it: You’re waiting for approval or a decision from your manager.
Timing: Follow up after a few days if there’s no response, or sooner if the deadline is approaching.
Subject: PTO request for [Dates]
Hi [Manager Name],
I submitted a PTO request for [Dates] and wanted to confirm whether it’s been approved.
Could you let me know by [Date] so I can finalize travel plans?
Thanks,
[Your Name]
Personalization tip: Include a brief reason for urgency, such as travel or scheduling constraints.
Reminder email to a client
When to use it: You’re waiting on feedback, approval, or input from a client.
Timing: Send within a few business days or ahead of a project deadline.
Subject: Design approval needed by [Date]
Hello [Client Name],
I wanted to follow up on the design update we shared earlier this week.
Could you send your feedback or approval by EOD [Date] so we can move forward with the next phase?
Please let me know if you have any questions.
Best,
[Your Name]
Personalization tip: Reference the specific deliverable or milestone to provide context.
Meeting reminder email
When to use it: You need to confirm attendance or provide details for an upcoming meeting.
Timing: Send 24 hours before the meeting.
Subject: Reminder: Call at [Time] today
Hi [Name],
Sending a quick reminder about our call today at [Time].
Here’s the meeting link: [Link]. Looking forward to discussing [Topic].
Thanks,
[Your Name]
Personalization tip: Include key details like time, location, or agenda to reduce back-and-forth.
Urgent reminder email
When to use it: A deadline is approaching, or immediate action is required.
Timing: Send within 24 hours of the deadline or when urgency is high.
Subject: Action required by [Date]
Hi [Name],
This is a reminder that we need you to complete [Task] by [Date].
Please use the link below to finish the process:
[Link]
Let me know if you have any questions.
Best,
[Your Name]
Personalization tip: Only use urgent reminders when there is a real deadline or consequence.
Payment reminder email
When to use it: A payment is overdue or approaching its due date.
Timing: Send shortly after the due date or a few days before it.
Subject: Invoice [Number] due
Dear [Client Name],
This is a reminder that Invoice [Number] is due.
You can complete your payment here: [Payment Link]. Please let me know if you have any questions or need assistance.
Thank you,
[Your Name]
Personalization tip: Keep the tone neutral and factual to avoid sounding accusatory.
These examples show how a clear request, concise message, and appropriate timing can make your reminder more effective.
How Grammarly can help you write better emails
Reminder emails require a careful balance. You need to be direct without coming across as demanding, brief without leaving out important context, and persistent without sounding like you’re nagging.
Grammarly is an AI writing partner that helps at every stage, from first draft to final send. Whether you’re starting from scratch or refining an existing message, Grammarly helps you communicate clearly and professionally without losing your voice.
Here’s how Grammarly helps you write emails with clarity and confidence.
- Draft faster: Use Grammarly’s AI email writer to generate a polished email or reply in seconds from a short prompt or a few bullet points.
- Organize your ideas: Grammarly’s AI writing tools help structure your message so it’s clear, focused, and easy to follow.
- Strike the right tone: Use tone suggestions and Reader Reactions to ensure your email comes across as intended.
- Proofread your writing: Grammarly’s free AI proofreader helps catch grammar, spelling, and punctuation errors in real time.
- Humanize your message: Turn AI-generated text into writing that sounds natural and engaging with Grammarly’s AI Humanizer agent.
Get Grammarly to write emails that are clear, professional, and effective.
Reminder email FAQs
What are reminder emails used for?
A reminder email is a follow-up message sent to prompt someone to take action or acknowledge something previously discussed. Common uses include upcoming meetings, overdue payments, unsigned documents, unanswered requests, and subscription renewals.
You typically send a reminder email after enough time has passed for the original message to be overlooked, often at least 24 hours after your initial outreach.
How do you send a professional reminder email?
Start with a clear subject line that names the topic, then open with a brief and neutral context-setter. State one specific action and include a deadline when possible, then close with a professional sign-off. Keeping the tone helpful rather than demanding makes your reminder feel like a courtesy, not a complaint.
How long should a reminder email be?
Most reminder emails should be short and to the point, typically 50–125 words. Longer messages can feel overwhelming or reduce the likelihood of a response. Focus on one request and include only essential details.
What’s a good example of a gentle reminder email?
A gentle reminder email might look like this:
Subject: [Topic or Request]
Hi [Name],
I shared [Previous Message or Task] on [Day or Date] and wanted to see if you’ve had a chance to review it.
When you have a moment, could you [Specific Action] by [Timeframe]?
Thanks,
[Your Name]
Phrases like “when you have a moment” or “by [timeframe]” help keep the tone low-pressure while still making the request clear.
How many reminder emails should you send before stopping?
For most professional scenarios, two to three reminder emails are the practical limit. After that, continuing to follow up can strain the relationship. If the matter is still urgent, consider switching to a different channel, such as a phone call or a direct message. Payment reminders are an exception and may require additional follow-ups.
