Dan C.
EasyUser Founder and CEO

What is a reminder email?

A reminder email is sent to remind the recipient to take a specific action or to ensure they haven’t forgotten something. In professional and academic arenas, reminder emails are often sent to make sure meetings are scheduled, documents are shared, information is acknowledged, and deadlines are met. Reminder emails are a type of professional email and share a few similarities with other kinds of professional emails like sales and follow-up emails.

When should you send a reminder email?

A reminder email is usually a follow-up message that supports a prior email. For example, if you email a colleague to schedule a meeting and don’t hear back, you can send a reminder email to reiterate the meeting request.

Reminder emails don’t necessarily have to follow emails. You can also send one after a phone call or an in-person conversation. Whenever you need to remind the recipient about something you’ve previously discussed, a reminder email is appropriate.

When to send a reminder

Here are a few example scenarios that can be resolved through a reminder email:

• A late payment from a client
• An upcoming deadline
• Documentation that needs to be signed
• An upcoming meeting
• Events
• Lapsed communication

When not to send a reminder

Do not send a reminder email if it’s been less than 24 hours since you sent your initial email. Keep this in mind as the minimum length of time it’s appropriate to wait before sending a reminder email—in some cases, it may be appropriate to wait longer.

4 tips for writing a reminder email

1 Use a professional tone

A reminder email, like any proper email, should be written in a direct, professional tone. Do not be accusatory or chiding in a reminder email; the goal is not to shame the recipient into compliance but to simply remind them about a meeting, call, or another topic that could be forgotten in the fray of day-to-day professional life.

2 Be direct

In addition to being polite and professional, be direct. Make a specific request, such as asking them to email you access to a specific document or to say “yes” to a scheduled meeting in their calendar, and state this request directly.

3 Timing is important

An appropriate amount of time to wait before sending a reminder email depends largely on the urgency of your message. For tight deadlines, send reminder emails approximately 24 hours after your initial communication. For less pressing issues, it’s fine to wait a few days before sending a reminder email. Consider how long it’s been since your initial communication as well as how much time you have before your deadline—if that deadline is rapidly approaching, sending a reminder email sooner, rather than later, can help them avoid missing it.

In any time-sensitive reminder email, include a clear timeline. In your timeline, include the date of your initial conversation, the deadline, and any other relevant dates.

4 Don’t apologize

Finally, don’t apologize for sending a reminder email. Simply give the recipient a brief explanation for your email and politely ask them to take action.

How to write a polite reminder email

Use the following format as a template for effective reminder emails.

Subject line

Use a clear subject line for your reminder email. The recipient should know what the email is about before they even open it. Here are a few examples of good reminder email subject lines:

• Reminder: Please submit your signed onboarding documents by Thursday, 9/28
• Following up: Our meeting next Tuesday at 11 a.m.
• URGENT Action Required: Ward Street project

Greeting

Start your email with a standard professional greeting, such as Hi, Hello, or Dear followed by the recipient’s name.

Explanation

In the first section of your reminder email’s body, state the reason why you’re sending a reminder. This could be a quick recap of a conversation you had with the recipient or a sentence or two explaining why you’re reaching out. In any case, keep this section short and direct.

Proposed solution/call to action

The second half of your reminder email’s body should include the actual reminder. This is where you state what the recipient needs to do and the date by which it needs to be done. Depending on the topic and time frame, you can also state that the action must be taken “ASAP” or at their earliest convenience.

Depending on the email’s content, you can also tell the recipient to email or call you with any questions they have.

Sign-off

Finish out a reminder email with a professional sign-off, such as:

• Best regards
• Sincerely
• Best

Follow your sign-off with your professional signature.