15+ Best Reminder Emails That Get Responses (2025)

Reminder emails work best when they’re timely, relevant, and don’t feel pushy.

Whether you’re following up on a task, an upcoming event, or a missed payment, the way you write and send these messages can directly impact response rates. If you want to automate this process, tools like a flow builder make it easy to send the right reminder at the right moment.

In this guide, we’ll show you how to write effective reminder emails, when to send them, and how to keep the tone friendly and clear. You’ll also find real examples and templates you can copy and customize.

What is a Reminder Email?

Answer: A reminder email is a message sent to gently nudge someone about something important they haven’t acted on yet. This could be a meeting, payment, event, deadline, cart abandonment, or anything time-sensitive.

They’re useful for keeping people engaged and on track (without being annoying). A good reminder email is short, clear, and makes it easy for the person to take action right away.

1. Subject Line

Your subject line is the first thing they’ll see, so it needs to be clear and direct. The goal is to let them know this is a reminder without sounding cold or robotic. You can include the action or deadline if it fits.

Examples:

• Don’t forget: Your invoice is due tomorrow
• Quick reminder: Your demo starts at 3 PM
• Still interested in your cart?

A good subject line balances urgency with friendliness. Avoid all caps or overly aggressive language—nobody likes being shouted at in their inbox.

Pro Tip: You can use our free AI subject line generator to automate this part of reminder emails.

2. Greeting

This is your opening line.

If you have the recipient’s name, use it — this adds a human touch. Keep the tone casual and warm unless you’re in a very formal setting.

Examples:

• Hi Sarah,
• Hey there,
• Hello John,

It sets the tone for the rest of the message and shows you’re not just sending a mass email.

3. The Reminder Message

This is the core of the email. Get straight to the point and clearly state what you’re reminding them about. Include relevant info like dates, times, locations, or what action is needed.

Examples:

• “Just a quick reminder that your webinar is happening tomorrow at 10 AM.”
• “We noticed you haven’t completed your purchase—your cart will expire in 24 hours.”
• “Your subscription renews on Friday. No action needed unless you’d like to update something.”

Avoid long explanations—clarity and speed matter here.

4. Call to Action

This is where you tell them exactly what to do next. Use a simple CTA and make it easy to follow, whether it’s a link, button, or reply.

Examples:

• Click here to confirm your spot
• Log in to complete your payment
• Reply to this email if you have any questions

Avoid vague lines like “Let us know” unless the action truly requires it. Be specific.

5. Closing

Wrap things up with a polite, professional sign-off. You can also include your name or team name, and contact info if needed.

Examples:

• “Thanks,
  The Encharge Team”
• “Looking forward to seeing you,
  Alex”
• “Best,
  Customer Support”

A friendly closing helps leave a good impression—even if they don’t act right away.

How to Write a Friendly Reminder Email (which Converts)

To write a friendly reminder email, keep it short, polite, and clear. Start with a warm greeting, mention what you’re reminding them about, explain what action they need to take, and close with a helpful, friendly tone.

The goal is to gently prompt without sounding pushy.

1. Start with a warm greeting

Always open with a friendly hello. If you have the person’s name, use it — it instantly makes the message feel more personal. Even if the rest of the email is short, this small gesture sets a positive tone.

Examples: Hi Sarah or Hey Alex

If you’re emailing a group or don’t have names, go with something warm like Hi there or Hope you’re doing well.

2. Clearly say what you’re reminding them about

Get to the point early. People are busy, so avoid long intros.

Let them know what the reminder is for — whether it’s an upcoming meeting, a missed deadline, a payment, or an abandoned cart.

Be specific: include any key dates, times, or what’s at stake.

• Example: Just a quick reminder that your trial ends tomorrow.
• Example: Your payment for this month hasn’t come through yet.

It helps to sound like you’re being helpful, not pushy. You’re simply keeping them on track.

3. Let them know what to do next

After explaining the reminder, tell them exactly what action they need to take. Do they need to confirm something? Make a payment? Show up somewhere?

The clearer your CTA, the more likely they’ll act on it.

Examples:

• Click here to confirm your spot.
• Complete your payment using the link below.
• Reply to this email to reschedule.

Avoid vague phrases like “Let me know what works” unless you’re intentionally being flexible.

4. Keep the tone polite and relaxed

No one likes being nagged, so keep your tone light and respectful. You’re doing them a favor, not sending a warning. Use friendly, low-pressure language.

Phrases like:

• Just a heads-up…
• No worries if you’ve already handled this.
• Wanted to make sure this didn’t slip through.

Even if the task is overdue, people respond better when you sound like a human, not a bot.

5. End with a short, polite closing

Wrap things up with a thank-you or offer support. Keep it brief, warm, and professional. Sign off with your name or your team’s name.

This one is a simple and great example:

Thanks again, let me know if you need anything.
Cheers,
— Mark from Encharge.io

You can also include a contact method or link to help them take action quickly if needed.

The Best Time to Send Reminder Emails

Answer: 24 to 48 hours before the event.

This gives the person enough time to respond or act without feeling rushed.

However, there are certain situations where you may want to proceed differently. That’s why we’ve come up with this table to help you decide what’s best for you:

Use Case	When to Send	Follow-Up	Reason
Meeting / Call	24–48 hrs before	1–2 hrs before	Gives time to prepare
Webinar / Event	3 days before	1 day + 1 hr before	Boosts attendance
Free Trial Ending	2–3 days before	Last day of trial	Encourages upgrade
Payment Reminder	On due date	2–3 days after	Gentle first, firm second
Abandoned Cart	1–2 hrs after	24 hrs later	Catches buyer while interest is hot
Subscription Renewal	7 days before	1 day before	Time to update info if needed
Task Deadline	1–2 days before	Morning of deadline	Keeps it top of mind
Appointment	24 hrs before	1–2 hrs before	Reduces no-shows

The best time to send a reminder email depends on what you’re reminding someone about. In general, it’s smart to send it 24–48 hours before the event, deadline, or expected action.

For important things like meetings, webinars, or expirations, send:

• 1st reminder: 2–3 days in advance
• 2nd reminder (if needed): the day before or the morning of

For tasks like overdue payments or abandoned carts, a gentle nudge within 24–72 hours usually works best.

Avoid sending too early (people forget) or too late (they won’t have time to act). Think of it as a helpful heads-up, not a last-minute scramble.

15 Best Reminders Emails for Getting Responses (Copy-Paste)

If you want your reminder emails to actually get read and acted on, using the right wording makes all the difference. Below, we’ve put together some effective reminder email examples you can copy, tweak, and send — so you can boost responses without overthinking the message.

approach to encourage customers to splurge on themselves.

1. Just a friendly reminder email

Reminder emails help nudge people without sounding pushy. Whether you’re waiting on a reply, a signature, or an RSVP, a quick follow-up can keep things on track.

This is a light follow-up email when someone hasn’t replied yet, and there’s no urgent deadline. It keeps the tone warm and casual — great for keeping things moving without pressure.

📩 5 Quick Subject Line Ideas for Friendly Reminder Emails

• Just a quick nudge 🙂
• Following up on my last message
• Wanted to check in real quick
• Did you see this?
• Quick follow-up — no rush

💡 Use case: You’re waiting on a casual response from someone you recently emailed — no pressure, just checking in.

2. Event reminder email

Use this type of email when an invoice is overdue or about to be. Keep it polite — no need to be aggressive, especially if it’s a first notice.

This email is for reminding someone about an upcoming event they signed up for or were invited to. It’s helpful to send it 1–2 days before so they don’t forget.

📩 Subject Lines That Work for Event Reminders

• Reminder: {eventName} is coming up!
• See you at {eventName}?
• Don’t forget — {eventName} is almost here
• Just a heads-up for {eventName}
• {eventName} is happening on {eventDate}

💡 Use case: You’re hosting a webinar next week and want to remind attendees the day before so they don’t forget.

3. Upcoming deadline reminder email

Useful when something is due soon — a task, report, or project. Helps people stay on track without micromanaging.

Use this when there’s a task, application, or deliverable due soon. A polite nudge helps people stay on track and avoid missing the deadline.

📩 5 Polite Ways to Remind About a Deadline

• Quick reminder: {taskOrProject} due soon
• Friendly heads-up — deadline approaching
• {taskOrProject} is coming up on {dueDate}
• Need anything from me before the deadline?
• Still on track for {dueDate}?

💡 Use case: You’re managing a project and want to make sure a team member finishes their task before the due date.

4. Payment reminder email

This should stay professional and courteous. Works best for first or second payment reminders. You can tighten the tone later if ignored.

This email reminds someone about an upcoming or overdue payment. It should stay polite and professional, especially if it’s your first reminder.

📩 Subject Lines to Remind About Payments

• Gentle reminder: invoice {invoiceNumber} due
• Quick note: payment for {invoiceNumber}
• Just a reminder — payment due on {dueDate}
• Friendly nudge: check on that invoice
• Any issues with invoice {invoiceNumber}?

💡 Use case: You sent an invoice to a client a week ago and haven’t received payment — this is your first nudge.

5. Meeting reminder email

Send this 1 day or a few hours before your meeting. It helps avoid no-shows, especially if the meeting was booked a while ago.

Helps reduce no-shows by reminding someone of a scheduled meeting. Include the time, date, and link to join the call.

📩 5 Solid Subject Lines for Meeting Reminders

• Quick reminder: our meeting on {meetingDate}
• See you at {meetingTime}?
• Our chat on {meetingDate} — details inside
• Ready for our call tomorrow?
• Don’t forget: meeting at {meetingTime}

💡 Use case: You scheduled a Zoom call with a client three days ago and want to make sure they remember to show up.

6. No response follow-up email

If it’s been 3–7 days with no reply, this template helps bump the thread without being annoying. Don’t rewrite your previous email and consider switching to a different channel if urgent

If someone hasn’t replied after a few days, this message gently bumps the thread back to the top of their inbox.

📩 5 Ways to Follow Up with No Response

• Just checking back on this
• Any thoughts on my last email?
• Quick bump on this
• Did this get buried?
• Re: [previous subject line]

💡 Use case: You sent a proposal or offer but haven’t heard back in a few days — now you’re bumping it in their inbox.

7. Reminder to submit info email

Perfect if you’re waiting on a document or form. It’s not urgent, but it helps keep momentum going.

This is a quick follow-up to ask for documents or info you need from someone to move forward — often used during onboarding or project setup.

📩 Reminder Subject Lines to Request Info

• Can you send over the {documentName}?
• Still waiting on {documentName}
• Need anything from me to complete this?
• Just a quick reminder for {documentName}
• Let me know once you’ve got the {documentName}

💡 Use case: You’re onboarding a new client and still need them to send their branding materials or fill out a form.

8. Colleague task reminder email

Use this internally to check progress without nagging. Good for project management or task tracking.

A friendly internal reminder to a teammate to make sure a task is still on track. Works best when paired with a due date.

📩 Task Reminder Subject Lines for Colleagues

• Still good for {taskName}?
• Quick check-in on {taskName}
• On track for {dueDate}?
• Need help wrapping up {taskName}?
• Reminder: {taskName} due soon

💡 Use case: You’re checking in with a teammate to confirm they’re still on track to finish a shared task before the sprint ends.

9. RSVP email

Send this a few days before the RSVP deadline. Especially helpful when planning headcount or logistics.

This email prompts someone to confirm whether they’ll attend an event. Useful for managing attendance and logistics.

📩 RSVP Reminder Subject Lines That Work

• We’d love to see you at {eventName}
• Can you make it to {eventName}?
• Quick RSVP reminder for {eventName}
• Still thinking about coming to {eventName}?
• Last chance to RSVP for {eventName}

💡 Use case: You’re organizing an in-person event and need people to confirm attendance by a certain date for planning.

10. Survey/Feedback reminder email

Send this 1–2 days after the original request. Keep it light, and show why their feedback matters.

Used to nudge someone to fill out a quick survey or feedback form after a service, project, or event. Keep it short and easy to complete.

📩 Feedback & Survey Subject Lines That Get Clicks

• Got 1 minute for quick feedback?
• We’d love to hear what you think
• Help us improve — quick survey inside
• Your input means a lot
• Quick feedback request

💡 Use case: You finished a freelance project and want the client to leave feedback through your post-project survey.

11. Proposal follow-up email

Follow up a few days after sending your proposal. This shows you’re proactive, but not pushy.

A follow-up after sending a business proposal or pitch. This email checks if they’ve reviewed it and invites questions or a quick chat.

📩 Proposal Follow-Up Subject Lines

• Any thoughts on the proposal?
• Just following up on the proposal
• Need anything clarified?
• Did you get a chance to review this?
• Let me know what you think

💡 Use case: You emailed a pricing proposal to a prospect three days ago — now you want to check if they’ve had a look.

12. Contract signature reminder email

Helpful when the deal’s almost done — just waiting for the signature. Keep tone confident but helpful.

This reminds someone to sign a contract you’ve already sent. It’s typically used when everything is agreed on, and the last step is just the signature.

📩 Contract Signature Reminder Subject Lines

• Quick nudge to sign the contract
• Ready to move forward?
• Just waiting on the signed contract
• Let me know if you had any questions
• Final step: sign the contract for {projectName}

💡 Use case: The client agreed verbally to the project, but the contract hasn’t been signed yet — this email nudges them.

13. Onboarding reminder email

Remind new users or clients to complete onboarding steps. Helps reduce churn and delays.

Part of a customer or client onboarding sequence — this reminder helps them complete a required step to move forward.

📩 Onboarding Reminder Subject Lines

• Don’t forget this onboarding step
• You’re almost there — complete setup
• Unlock the next part of your onboarding
• Finish setup to get started
• Just one more step to go

💡 Use case: A new user signed up for your app but didn’t finish their onboarding steps — you’re reminding them to continue.

14. Client feedback reminder email

Useful when you want feedback after a completed project or service milestone.

This reminder asks for feedback during or after a project to understand how things are going and improve your process.

📩 Client Feedback Reminder Subject Lines

• Got a sec for quick feedback?
• How’s {projectOrService} going so far?
• Let us know how things are going
• Your feedback helps us improve
• Quick check-in on the project

💡 Use case: You’re in the middle of a long-term project and want to make sure the client is happy with progress so far.

15. Trial expiration reminder email

If someone’s using a free trial, remind them to upgrade before they lose access.

Sent a few days before a free trial ends, this email encourages the user to upgrade or take action before they lose access.

📩 Trial Expiration Reminder Subject Lines

• Your trial ends soon
• Just a heads-up — trial ending on {trialEndDate}
• Want to keep using {productName}?
• Time to upgrade before your trial expires
• Don’t lose access to your account

💡 Use case: A user’s free trial is ending in 3 days — you want to remind them to upgrade before losing access.

Top 5 Common Mistakes with Reminder Emails

The #1 tip to improve your reminder emails is to write like you’re talking to one person — not a list, not a lead, not a “user.” One real person.

No overthinking. No stiff phrasing. Just:

• what you need
• why it matters
• what they should do next

That’s it. Now, let’s move on to detailing the top 5 mistakes.

1. Being Too Pushy

Following up is fine. But sounding frustrated, aggressive, or passive-aggressive (“Just checking since you haven’t responded…”) can make people pull away. You don’t know why they haven’t replied — they might just be busy. Keep it low-pressure.

Best way to avoid: Write like you’re texting a friend, not chasing a payment.

2. Sending Too Many

Nobody likes inbox spam. If you’re sending reminder after reminder, it starts to feel desperate — or worse, annoying. People usually don’t forget on purpose, so give them space.

Better approach: Set a follow-up schedule with 2–3 max, spaced out over time.

3. Forgetting the CTA

You might write a great message, but if the person doesn’t know what to do next, they’ll likely ignore it. Always give them one clear next step — whether that’s clicking a link, replying, or completing something.

Best way to avoid this mistake: End every email with a clear, simple action they can take immediately.

4. Using Vague Subject Lines

Subject lines like “Following up” or “Reminder” don’t give people a reason to open the email. If they’re scanning their inbox, yours will get lost. Make it specific and directly tied to what the reminder is about.

Quick fix: Add what you’re reminding them about — a task, event, deadline, or payment.

5. Writing a Wall of Text

If your email looks overwhelming, it won’t get read. Long paragraphs, too much backstory, or repeating your last message can all kill engagement. Keep it short and easy to skim.

Best fix: Stick to one short paragraph and one link or action — that’s it.

Encharge: Automate Friendly Reminders that Close More Sales

Tired of manually chasing replies, signatures, or payments? With Encharge, your reminder emails go out automatically — at the right time, with the right message, to the right people.

• G2: 4.7/5 🌟 (300+ reviews)
• Capterra: 4.9/5 🌟 (250+ reviews)

✅ Auto-send smart follow-ups without writing them every time
✅ Trigger reminders based on behavior (opens, clicks, trial status, etc.)
✅ Stay polite, persistent, and on-brand — even when you’re not at your desk
✅ Close more deals by staying top of mind without annoying people
✅ Built for teams, freelancers, and SaaS — no setup headaches

Start automating your reminder emails with Encharge — and stop writing the same message over and over.

Reminder Email FAQs

1. How to professionally send a reminder email?

Keep it short, polite, and clear. Start with a friendly opener, briefly mention what you’re following up on, and include the action you’d like them to take. Avoid sounding pushy — just give a gentle nudge. A simple structure like this works well:

1. Friendly greeting
2. Quick reminder of what the email is about
3. Clear next step or link
4. Thank you or sign-off

Example:

“Hey Alex, just a quick reminder about the contract I sent over last week. Let me know if you had any questions — happy to jump on a quick call if needed.”

2. How to send a reminder email without sounding rude?

Use a casual, friendly tone — not formal or demanding. Avoid phrases that feel passive-aggressive (“I’m still waiting…”) and instead assume they’re just busy. Keep the message light, helpful, and easy to respond to.

A few tips:

• Use phrases like “just a quick reminder” or “when you get a chance”
• Add a thank-you or offer to help
• Don’t over-explain or repeat the full message

Example:

“Hey Jamie, just wanted to follow up on my last message. No rush — just let me know when you’ve had a chance to take a look.”

3. Is friendly reminder passive aggressive?

It depends on how you use it. On its own, “friendly reminder” isn’t passive-aggressive — it’s a common, polite way to follow up. But if the rest of the message feels cold, sarcastic, or overly formal, it can come across the wrong way.

To keep it truly friendly:

• Use a warm, casual tone
• Avoid blaming or guilt-tripping
• Be clear and helpful, not passive or vague

Example that works:

“Hey Sam, just a friendly reminder about the meeting tomorrow at 3 PM — let me know if anything’s changed.”

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Thank you so much for reading this,
David Ch
Head of Marketing at Encharge