How to Write Better Reminder Emails (Template + Examples)

How to Write Better Reminder Emails (Template + Examples)

Most reminder emails are forgettable at best and annoying at worst. Your customers delete them. Your clients ignore them. And you're left dealing with no-shows, missed deadlines, and late payments.

But reminder emails don't have to be boring or pushy. When done right, they're helpful nudges that keep your business running smoothly while making customers feel informed.

The difference comes down to timing, tone, and clarity. A great reminder email gets opened, gets read, and gets results. It prevents the awkward conversations and saves you from chasing people down.

That's a win-win for everyone.

This guide breaks down exactly how to write reminder emails that people appreciate receiving. We'll cover what to include, when to send them, and share real examples that work—from appointment confirmations to payment reminders to event notifications.

What goes in an email reminder?

Ah, the anatomy of a good reminder email. Let’s look at each of the parts and the approaches you can take to make your email stand out in a crowded inbox. 

• Email Subject Line: A reminder email subject line can (and should) be short and sweet. You’ll generally want to go with something like “Appointment Reminder,” “Meeting Reminder,” or “Event Reminder.” Embrace clarity and brevity. They make it easier for your email to catch the eye of a busy recipient, and engagement is the first step of an effective email reminder. 

• Preview text: The preview text is the text that appears after your subject line in the recipient’s inbox. This is your opportunity to provide additional context or a little witty prose to encourage a recipient to click to open your email. 

• Greeting: Whether you go with “Hi,” “Hey there” or “Dear,” will depend on your brand tone. Regardless of the salutation you choose, you’ll want to personalize your reminders with the email recipient’s name. This small touch can go a long way in making your reminder emails that much more effective. 

• Logistical Details: The logistics you need to cover in the email will vary depending on the reminder type. Appointment reminder emails will look different from payment reminders. What’s important is that you want to highlight the essential information. Typically, that will include a date. For event emails or appointments, that might also include a location, contact information, virtual meeting links, log-in info (for virtual events), etc. Payment emails or invoices might include info about whether the payment will be automatic or how the recipient can complete payment. 

• A Little Something Extra: Maybe it’s a pun. Maybe it’s a visual calendar graphic. Maybe it’s including your branding in a way that makes the reminder email beautiful. Maybe it’s the friendly tone you bring to a payment reminder. What separates a good reminder email from a perfect reminder email is that little extra effort to make it special. 

Reminder email template

This free email template gives you all the elements you need for an effective reminder email. 

Want to customize messaging for different reminder email types? Try these templatized messages. 

Meeting Reminder

Hi [RECIPIENT NAME],

[I/WE] wanted to send you a quick reminder that you have a meeting scheduled with [PERSON] on [DATE] at [TIME].  

[I/WE] look forward to connecting. 

Appointment Reminder

Hi [RECIPIENT NAME],

Your appointment is coming up! We look forward to seeing you at [TIME] on [DATE] at [LOCATION].

Deadline Reminder

Hi [NAME], 

Wanted to send a friendly reminder that the deadline for [X] is coming up. Please [TAKE REQUESTED ACTION] by [DATE].

Payment Reminder

Hi [NAME], 

We’re sending you a friendly reminder of the upcoming due date for your payment. Please pay [AMOUNT] by [DATE] for [SERVICE/PRODUCT]. 

Thank you so much. We appreciate you. 

How to write good reminder emails

Writing an effective reminder email isn't complicated—but there are a few key elements that separate emails people ignore from emails that drive action.

1. Start with a clear, direct subject line

Your subject line should tell recipients exactly what the email is about. Skip the clever wordplay and go with straightforward options like:

• "Appointment reminder for [Date]"
• "Payment due [Date]"
• "Your meeting with [Name] is tomorrow"
• "Reminder: [Event name] starts in 24 hours"

The best subject lines include the date or timeframe so recipients can assess urgency at a glance.

2. Lead with the essential information

Don't bury the details. Your opening should immediately answer: what, when, and where.

Bad: "We're reaching out to let you know that we wanted to remind you about something coming up soon."

Good: "Your dentist appointment is scheduled for Tuesday, October 22 at 2:00 p.m."

Put the most critical details in the first two sentences. If someone only reads that far, they should still know what they need to do.

3. Use a friendly but professional tone

Reminder emails walk a fine line. Too casual and you seem unprofessional. Too formal and you come across as cold or demanding.

Aim for conversational language that matches your brand voice. Instead of "You are hereby notified," try "Just a quick heads up." Instead of "Failure to respond will result in," try "If we don't hear from you by [date], we'll assume..."

The goal is to sound helpful, not bossy.

4. Include all relevant logistics

Make it easy for recipients to take action by providing everything they need in one place:

• Date and time (include time zone if relevant)
• Location or meeting link (with backup instructions if needed)
• Contact information (in case they need to reschedule or ask questions)
• What to bring or prepare (for appointments or meetings)
• Payment details (amount, due date, payment method)

The more questions you answer proactively, the fewer back-and-forth emails you'll deal with.

5. Add a clear call to action

Every reminder email should tell recipients what you want them to do next:

• "Click here to confirm your attendance"
• "Reply to reschedule"
• "Pay your invoice here"
• "Add this event to your calendar"

Use buttons or bold text to make your CTA stand out visually. If the action is time-sensitive, say so: "Please confirm by Friday" or "Payment is due in 3 days."

6. Time it right

When you send your reminder matters as much as what you say:

• Appointments: 24-48 hours before, with an optional second reminder 2 hours before
• Events: One week before, then again 24 hours before
• Payments: 7 days before due date, then on due date, then 3 days after (if unpaid)
• Deadlines: One week out, then 2-3 days before

Avoid sending reminders too early (people forget) or too late (not enough time to act).

7. Personalize when possible

At minimum, use the recipient's first name in the greeting. If you have the data, personalize further:

• Reference their specific appointment type or service
• Include their account or order number
• Mention previous interactions ("Thanks for joining us last month")

Personalization makes the email feel less like mass communication and more like a thoughtful heads-up from a real person.

8. Keep it brief

Reminder emails aren't the place for lengthy explanations or marketing pitches. Stick to the essentials and keep your email scannable. Use:

• Short paragraphs (2-3 sentences max)
• Bullet points for lists
• Bold text for key details
• Plenty of white space

If someone can't grasp the key information in 10 seconds, your email is too long.

Uplevel the rest of your email marketing

Twilio SendGrid has all the tools you need to level-up your email marketing. From our Email API to Marketing Campaigns, we have a suite of tools to meet you where you are—whatever your email marketing experience or business needs. 

Frequently asked questions

Q. When should I send a reminder email?

Timing depends on what you're reminding people about. For appointments, send reminders 24-48 hours in advance. For events, send one a week out and another 24 hours before. Payment reminders should go out 7 days before the due date, on the due date, and 3 days after if unpaid. Give people enough time to act without reminding them so early they forget again.

Q. How many reminder emails is too many?

Two reminders is the sweet spot for most situations—one advance notice and one final reminder. For payments or important deadlines, three is acceptable. Any more than that and you risk annoying recipients or training them to ignore your emails. If someone hasn't responded after three reminders, try a different communication channel.

Q. Should reminder emails be automated or manual?

Automate routine reminders like appointments, subscription renewals, and payment due dates. Manual reminders work better for one-off situations, sensitive conversations, or when you need to add personal context. Most businesses use a mix—automated for efficiency, manual when the personal touch matters.

Q. What if someone doesn't respond to my reminder email?

First, check your spam folder to see if replies are getting filtered. Then follow up with a different method: phone call, text message, or direct message. Some people simply don't check email regularly. For non-urgent reminders, wait 2-3 days before following up through another channel.

Q. How do I write a payment reminder without sounding pushy?

Use neutral language like "Your payment of $X is due on [date]" rather than "You haven't paid yet." Assume good intent. People forget or their card expires. Include easy payment options and contact information if they're having issues. Save the firmer language for second and third reminders if needed.