How To Send A Friendly Reminder Email

Appointment Reminder Letter Template Examples Letter

How to Write a Polite Reminder Email | Part 1 | Write Better in English

Hey, sorry to press you and sorry for already sending you a message, but I have this important and I do need to find an arrangement soon, can you help me? could suffice.

If you want to be taken seriously, drop the phrase. Instead of just sending a friendly reminder, simply send a reminder. Your message will be direct and clear, and the recipient of the email won’t have to deal with an insincere, thinly veiled attempt at politeness.

Email 2 Complete Information And Instructions

The first reminder email goes with general information. Make sure you send it a week or even a few weeks before the event.Most important information, like date and time, should be displayed on a big bright banner.

But here people need even more of your concern and help.Here is the list of information you should also include in the message:


If the event will take place in the subscribers own town, then they will need just a map of how to get there.But what if people need to travel across the country or across the world?

Your help will be highly required: with a hotel, transfer, sights, which airport better to use in order to get to the hotel faster, and some local events.

Prepare people for some unusual local traditions to get acquainted with the region. Like, in Greece they say Ne, which actually means yes.

Agenda of the event

Add a meeting agenda to the message. Mention when the conference starts, when it is over, whether there will be a lunch break. Will the attendees be provided with food and drinks? If no, where can they find a cafe nearby?Look at the proper example below.


Let people know the format of the meeting. What clothes appropriate to wear: shorts or smoking and a tie. In the conference reminder email, notify if the laptops and notebooks are provided for work during the meeting. Or ask people to bring in their ones.Send out all this information at least a week before the meeting.


Reminder Email: What Is It

Generally, reminders are used to get somebody to act. Typically, people send reminders for reasons such as attendance confirmation, upcoming meeting, highlight a topic which has been forgotten or follow up on conversations. Reminder emails can also be categorized into two types:

  • A reminder email to recap on the call or meeting which just took place. A follow-up on the further actions to take.
  • A reminder email to catch up on something that has failed to happen. A follow-up on a missed deadline or no response after the initial email/call.

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How Do You Write A Gentle Reminder Email

When it comes to a reminder email, its very important to take note of the tone. The remainder should be gentle enough, but also impactful. Customers dont want to read through reels and reels of text, but they also need to know exactly what their options are.

You dont want to send a reminder email that is too harsh or that comes off as bossy. Your message needs to be kind yet informative in order to create the best outcome and benefit both you and your customers.

So, here are a few things to make sure your reminder emails are as good as they can be:

When To Send A Reminder Email

50 Polite Reminder Email Samples &  Templates á? TemplateLab

How long is too long before sending a reminder email? How short is too short?

There is no one clear answer to this.

When you should send the email depends on the event taking place. If it is an email reminder for an appointment, you will need to remind them beforehand.

Afterward would be pointless.

But if it is for a due bill, it is polite to wait until after it is already overdue. Generally, if it is something due on a specific date, you would send an email reminder one day after it was due.

Reasons to send reminder emails can include:

  • Missed deadline
  • The recipient has not taken action
  • An event occurring soon
  • Renewal or expiration

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How Do You Say Thank You Before A Meeting

Thank you for meeting with me today to discuss the position now available with your company. I enjoyed meeting both you and your staff. I am very impressed with your company and what it has to offer the community. I am highly interested in the position now open and would very much like to join your organization.

Best Time To Send Event Reminder Emails

Sending your invitation reminder email at the right time could increase your email open rates and event participants.

An invitation reminder email campaign is NOT one email only. Its a campaign that should include at least 3 reminder emails.

Here are some general email tips on when to send a reminder email for events.

  • 1st Email reminder: One week before the event.
  • 2nd Email reminder: One day before the event.
  • 3rd Email Reminder: On the day of the event.

Keep in mind to not send reminder emails on Monday when everyone is deleting the emails theyve received during the weekend.

According to industry best practice, Wednesday, and Thursday are the best days to send reminder emails for events.

Also, you shouldnt send emails too early when your subscribers are still sleeping or late at night when theyre enjoying some family time.

10 AM is perfect for office time when everyone is well settled, or around 12 PM when people are checking out of work mode or having lunch.

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Formal Email Reminder Template : Medical Practice

Subject: Your next appointment is .

Dear ,

We wanted to remind you that you have an appointment with on at .

Here are a few reminders about your appointment:

  • Plan to arrive 15 minutes early to fill out new patient paperwork. You can also fill out your paperwork ahead of time on our website at .
  • Please bring with you , , and .
  • Parking is available at .
  • Please understand that if you are more than 15 minutes late for your appointment, we may have to reschedule.
  • Co-pays and deductibles are due at the time of service.
  • Missed appointments will result in a fee.

We look forward to seeing you on . If you are unable to make your appointment, please call our office at as soon as possible.


Zoom Meeting Reminder Email To Participants

How to Send a Reminder Email From Your Gmail

Subject Line: A reminder for our upcoming Zoom meeting

Dear all,This is a friendly reminder that we have a Zoom meeting tomorrow at 1PM. If you can no longer attend, please let me know!Looking forward to meeting you all!Stacey

Subject Line: Appointment Reminder at Jessica James Massage Therapist

Hi Simon,Just a reminder from Jessica James Massage Therapist about your appointment on 20th May at 4.15PM.To reschedule, please respond to this email or call 777-777-777.We look forward to welcoming you soon!Jessica James Massage Therapist Team

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A Few Additional Tips

  • Tracking and recordingRemember that its important to update your accounts receivable records once you get paid. Theres nothing more embarassing than sending a payment reminder for an invoice that your client has been paid for!
  • Automating your payment remindersOne solution to this is sending automatic payment reminders with software like vcita. That way, youll only need to decide the reminder schedule, and the legwork of sending them out will be done for you. Invoicing software makes it easy to attach a link to your online payment portal right from the email, so your client doesnt have to hunt up any payment information. Once your clients invoice is paid, the software will update your records automatically.

Payment reminders arent just an administrative task theyll help your business stay afloat! If you invest a little time in organizing them, youll see a huge return on that investment in better cash flow and smoother client relationships.

Most read

Email Reminder Subject Line

After you’vechosen your message recipients, the first part of your reminder message toconsider is the subject line. If you’re tempted to skip the subject line,don’t. Email messages without a subject line often go directly to Spam.

The subjectline is also important because it’s the first thing the recipient sees. Ifthey receive lots of emails, the subject line may determine whether they openthe email message you send.

To get therecipient’s attention, I use the phrase “Response Required” in thesubject line. I also include the project name, since they may be involved withmore than one project.

So far, our message looks like this:

Afterdeciding on a subject line, you’re ready to move on to the next step increating your friendly reminder email. Let’s look at how to write a reminder email salutation.

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Creating Reminders: Tips And Tricks

Now, once you know how to write and structure your reminder email, there are some general tips and tricks you need to be aware of to go further in your follow-up emails.

Writing a good reminder email is about continuously promoting the correct message, rather than just reminding your recipient about your existence.

Your emails need to provide value and context prove and give further evidence on your product/service, and explain why it would be beneficial.

Lets look at some further tips for your reminder email writing:

Article contributor Erika Klisonyte

What Is The Event About

50 Polite Reminder Email Samples &  Templates á? TemplateLab

Identifying the event is super important. This piece of information contains the main purpose of the event. Without it, your reminder would be pointless.

I know it seems to be trivial advice, but try to provide a clear message on this one. You dont need to overthink it, just be simple and get straight to the point.

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Category #: Content Promotion Reminder Email Templates

Email outreach is a very common way of promoting content. And just like with link building, sometimes it gets more than one message to get a reply.

So, here are four effective content promotion reminder email templates to help you get the attention of your blogger/influencer or remind them about your collaboration.

Use Proper Formatting And Grammar

Proper formatting gives a beautiful look to your emails and grammar enhances the quality. When you are sending a professional email reminder, your email creates an image in your recipients mind. You need to showcase it as beautifully as you can. Make a practice of rechecking your email draft and maintaining a generic emailing format before you hit the send button. To avoid silly grammatical mistakes you can use free tools like Grammarly or Hemingway Editor.

More than anything else, It is very essential to make proper word choice before sending your email. You should never hurt anyones personal feelings through your emails. This is considered as an improper emailing practice.

The above email is an example of the bad emailing practice. David was expecting a reply from James, but it didnt go as expected. Now David has planned to send a reminder email to James.

David didnt take care of proper email formatting, typographical and grammatical errors. Also, he drafted the email in a rude tone. These types of emails are not entertained by anyone. Make sure you dont draft an email like David and create a negative impression on your recipient.

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How To Send The Perfect Friendly Reminder Email

Knowing how to write a friendly reminder email is one of the best tools for being efficient with your time. It’s perfect for nudging people about upcoming meetings, missed payments, job applications, important events, and more.

But to come across as friendly and helpful, instead of impatient and pushy, you have to land on the right tone and timing.

If you get both right, an email reminder can actually be a relief to recipients when the week gets jam-packed. No one likes to miss deadlines or reschedule meetings. But since 31% of people say the best workday would be a day without responding to emails, messages are bound to get lost or forgotten.

In every reminder, the recipient should know exactly what the email is for, what they need to do, and by when. A well-written reminder will cut down on the number of missed appointments and deadlines. It will also make you look proactive and professional, without being pushy. Here’s how to go about it.

How To Write Friendly Reminder Emails For Events

How To Write Reminder Emails?


In this friendly reminder email template, the sender asked the guest to complete the reservation and also states that the email was a friendly reminder.

Using a friendly tone when writing your reminder email can be challenging because using formal communication is expected in business life.

Friendly reminders allow people to communicate in a friendly and professional manner. They help soften the corporate language so that it sounds less intimidating.

The purpose of a friendly reminder is to get your audience to finish their confirmation or something else.

Having manners is in fashion, but you dont need to apologize for sending a reminder or soften your words to make your request extremely polite. You can be direct and give clear instructions to take certain actions.

Use informal greeting

Addressing participants by their first name is totally fine when you send a friendly reminder email.

You can write the following as a greeting:

  • Hi John

Source: Function Fixers

This corporate event reminder email sample was written in a formal language. The organizer warned the attendee that she had to participate in the event.

When it comes to writing a corporate event reminder we need to consider using formal language. In order to do this, you need to use the passive voice and a formal greeting.

Greetings happen in a more formal form by addressing the attendees by their surnames.

  • Dear Mrs. Smith
  • Dear Mr. Smith

Business reminder emails require formal format.

Also Check: What Is A Good Professional Email Signature

Event Reminder Emails Techniques

Now that you know that emails are crucial for event marketing, it is time to know some tricks that actually work in email marketing. For many years, people thought that it is an official way of communication but less did they know that it can become a platform for advertising and marketing. The following are some of the well-researched techniques that you can use in your email invite and make them work:

Finishing Touches And Extras

You might have noticed within the provided examples above some extra features that reminders have.

For example, when reminding them of an offer ending soon, you can upsell by showcasing a few of your flagship products.

Offering related content or helpful resources is a good way to show your user base that you care about them. Although this is a great way to promote your business, try staying in context. For example, dont send discount coupons when sending payment reminders.

Finally, inviting your customers to join your social networks is a great way of building brand presence.

Now that we went through all of that knowledge, it should be easier to apply it in a couple of templates for different occasions. Feel free to adapt them for your personal use.

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