How to Send a Reminder Email: Best Practices & Tips
In today’s busy world, people often forget appointments, deadlines, or important events, and that's where a well-crafted reminder email comes in. Whether you're reminding clients about a meeting, nudging them to complete a task, or following up on a payment, sending a reminder email can help keep things on track and reduce missed opportunities.
This blog will walk you through the best practices and tips for writing an effective reminder email that grabs attention, conveys the message, and encourages the desired action—all without being pushy or annoying.
1. Choose the Right Timing
Timing is key when it comes to sending a reminder email. Send it too early, and the recipient may forget by the time the event or task comes around. Send it too late, and they might not have enough time to prepare or act on your message.
Best Timing Guidelines:
Appointment Reminders: Send 24 to 48 hours in advance.
Deadline Reminders: Send one week prior to the due date, and if necessary, a final reminder 24 hours before.
Event Reminders: Send a reminder one week before and another one day before.
Payment Reminders: Send 5-7 days before the due date, with a follow-up a day before if needed.
The key is to give your recipients enough time to respond without overwhelming them.
2. Use a Clear and Direct Subject Line
The subject line is the first thing your recipient sees, so it needs to be clear, concise, and to the point. Avoid vague language that may be overlooked in a crowded inbox.
Good Subject Line Examples:
“Reminder: Your Appointment with [Company Name] Tomorrow at 3 PM”
“Just a Friendly Reminder: Payment Due in 3 Days”
“Upcoming Event: Don’t Miss Out on [Event Name] This Friday!”
“Action Required: Project Submission Due Tomorrow”
The subject line should immediately tell the reader what the email is about and create a sense of urgency if applicable.
3. Keep the Email Short and Simple
When writing a reminder email, brevity is your friend. Your recipients are likely busy, so get straight to the point without unnecessary fluff. Focus on the essentials—what the reminder is for, any important details, and what action you want the recipient to take.
Example Reminder Email Template:
Subject: Reminder: Your Appointment with [Company Name] Tomorrow
Hi [Recipient’s Name],
This is just a friendly reminder about your upcoming appointment with [Company Name] on [Date] at [Time]. Please let us know if you need to reschedule or have any questions.
Looking forward to seeing you!
Best regards,
[Your Name]
[Your Company]
4. Personalize the Email
Whenever possible, personalize your reminder email. Address the recipient by their first name and tailor the message to their specific situation. Personalized emails are more likely to get opened and elicit a positive response than generic ones.
Personalization Example:
Instead of: “Dear Customer,”
Use: “Hi John,”
You can also customize the message by mentioning specific details about the appointment, event, or task, such as the time, date, or relevant documents they need to bring.
5. Make the Call to Action Clear
Every reminder email should have a clear call to action (CTA) that tells the recipient exactly what you want them to do. Whether it’s confirming an appointment, submitting a form, or making a payment, your CTA should be direct and easy to follow.
Example Call to Actions:
“Please click here to confirm your attendance.”
“Submit your project by clicking this link.”
“Don’t forget to log in to your account and make a payment before the due date.”
Placing the CTA prominently in the email, either as a button or highlighted link, will make it easier for the recipient to take action right away.
6. Use a Friendly and Polite Tone
A reminder email should come across as helpful, not demanding. You want to gently nudge the recipient to take action without sounding pushy or aggressive. Maintaining a friendly, polite, and professional tone is crucial for keeping the relationship positive.
Friendly Tone Example:
“Just a quick reminder about your upcoming appointment with us! If you need to reschedule or have any questions, feel free to reach out. We look forward to seeing you!”
Avoid using phrases like: “You must complete this by…” or “You’ve missed the deadline…”
7. Provide All Necessary Information
Ensure your reminder email includes all the details the recipient needs to take action. For instance, if it’s an appointment, include the date, time, location, and any preparation steps. If it’s a payment reminder, include the amount, due date, and a link to make the payment.
This makes it easier for the recipient to act immediately without needing to search for additional information.
8. Include Contact Information for Questions
Always provide a way for the recipient to get in touch with you if they have any questions or issues. Including your contact information, such as a phone number or email address, adds a layer of trust and helps prevent any misunderstandings.
Contact Information Example:
“If you have any questions or need to reschedule, feel free to contact us at [Phone Number] or email us at [Email Address].”
9. Use Reminders for Follow-Ups
Sometimes, a recipient might not respond to the first reminder email. In this case, sending a polite follow-up can be effective in getting them to take action. Space your follow-ups appropriately to avoid overwhelming your recipient.
Follow-up Email Example:
Subject: Last Reminder: Appointment Tomorrow at 3 PM
Hi [Recipient’s Name],
Just checking in to remind you about your appointment with [Company Name] tomorrow at [Time]. Please let us know if you can still make it or if you need to reschedule.
Best regards,
[Your Name]
[Your Company]
10. Use Automated Reminders (When Applicable)
If you’re managing a large volume of appointments or tasks, using automated reminder tools can help streamline the process. Many email marketing platforms, CRM systems, and appointment scheduling tools allow you to set up automated reminder emails.
Automation ensures that reminders are sent consistently at the right time without requiring manual effort, reducing the risk of missed deadlines or no-shows.
11. Test and Optimize Your Reminder Emails
Just like any other email marketing effort, it’s a good idea to test different versions of your reminder emails to see which format, timing, and tone work best. You can experiment with different subject lines, email lengths, and CTA placements.
Use A/B testing to measure open rates, click-through rates, and overall effectiveness. This data can help you fine-tune your reminder emails for better engagement and results over time.
Final Thoughts
Reminder emails are an essential tool for staying on top of appointments, deadlines, and important tasks in a professional and polite manner. By following these best practices—such as choosing the right timing, using clear subject lines, keeping the email concise, and personalizing the message—you can increase the chances of your recipients taking the desired action.
With the right approach, reminder emails can help you build stronger relationships with clients, keep projects on track, and avoid missed opportunities. Use these tips to craft your next reminder email, and watch your engagement soar!
At 7DeepPower Agency, we specialize in helping cleaning services develop seasonal marketing strategies that attract more clients and drive revenue. If you're ready to take your business to the next level this autumn, reach out today for a consultation!
