October 26, 2023

How to Write the Best Reminder Email + Examples and Templates

Reading time about 9 min

Send an effective reminder email to help your client meetings, payments, and appointments go smoothly. Read on to find out how.

Reminder emails are a core part of keeping loose ends tied for your business. Staying on top of payments and organizing appointment scheduling can be a hassle. Make your meetings happen, get paid, and don’t let your clients forget about events and webinars by writing the best follow-up emails possible.

Need inspiration? We’ve gathered a few reminder email examples, tips, and templates to help you out.

What is a reminder email?

A reminder email is a message you send to get someone to take action in a timely manner. Send reminder emails for due dates, late payments, and missed deadlines. Or, use reminder emails to confirm attendance at appointments and upcoming events.

A well-written reminder email is the perfect way to make sure your business runs smoothly. Use them to reduce meeting no-shows and cancellations, follow up on registrations, and more.

When it comes to helping your clients take action, a friendly reminder email goes a long way.

How to write a reminder email

To write a reminder email, check that your message has the following:

  • An attention-grabbing subject line. Reminder email subject lines should catch your recipient’s attention. Try to prompt them to take action. When in doubt, start your subject line with words like “reminder” or “follow-up.” 
  • Clear email copy. When it comes to meeting reminder messages, clear copy is a must. Be as specific as possible about your dates and deadlines. Write any request as a call to action (CTA). This will help avoid confusion and set your meetings up for success.
  • A polite email greeting and sign-off. Always start and end your reminder email with a friendly tone. Your salutation and sign-off might be more casual depending on the context. But always follow basic email etiquette to keep your message professional.

Reminder email templates

Need some inspiration? Here are a few reminder email samples and templates to get you started.

Meeting reminder email examples

General meeting reminder email

Use this professional email template to remind attendees about upcoming meetings. It’s good practice to remind them 1-2 business days before the meeting. That way, you avoid sending the email too late or too early.

Dear [Recipient name],

This is a gentle reminder email for our upcoming meeting on [date and time]. 

I look forward to chatting with you about [meeting purpose]. In the meantime, please let me know if you have any questions.

Best regards,

[Your name]

[Company name]


[Phone number]

Live event reminder email

Got a big event coming up? Send attendees this event reminder email template. If necessary, ask them to RSVP to confirm their attendance. You might also consider sending countdown emails to build up excitement for the big day.

Dear [Recipient name],

Mark your calendars, because there are only [X] days to go before [event name]!

We can’t wait to discuss [event topic].

When: [event date(s) and time]

Where: [event location]

[Other event information]

See our event page [link] for more information.

We look forward to seeing you there!

Warm regards,

[The event name team or your signature]

Webinar reminder email

For virtual events like webinars, the no-show rate can be as high as 35% percent. That’s why it’s important to make sure your guests can connect to the event. Send a webinar invitation email that tells them all the information they need to attend.

Dear [recipient name],

This is a reminder that our webinar [webinar title] will take place on [webinar date and time].

You’ll learn about:

– [Webinar topic 1]

– [Webinar topic 2]

– [Webinar topic 3]

You’ll be able to access the webinar at the scheduled time by clicking on the link below.

Access webinar [link]

In the meantime, please send your questions or comments to [your email].

We look forward to seeing you there!

Kind regards,

[Your signature]

Pro tip: Webinars are a great opportunity to connect with potential clients. After your webinar, stay in touch with a follow-up email template.

Interview or case study reminder email

Send this reminder email template to interviewees or case study participants. Let them know the appointment date and time. If you’re planning to host a video call, don’t forget to send the link to the meeting.

Don’t wait until the last minute to send the reminder! It’s best to remind participants 1-2 days before the interview.

Dear [recipient name] 

This is a kind reminder that you have an interview coming up on [interview date and time]. We look forward to discussing [topic/expertise]!

Here a few details for our interview:

[Interview link/location]

[Other interview information]

Please let us know if you have any questions. Thank you in advance for your time. We look forward to speaking with you soon!


[Your signature]

Same-day online appointment reminder email

Use this template to nudge clients on the day of their appointments. A simple and polite heads up will help prevent no-shows. Consider using two reminder emails. Send the first email 24 hours before the appointment, and the second email no more than one hour before. 

Want to go even further? Use SMS and WhatsApp campaigns to alert clients about their upcoming appointments. It’s possible with Brevo Meetings! And don’t forget to check out our ideas for WhatsApp templates

Hi [recipient name],

We wanted to remind you that you have a [appointment/live session] with [name] today at [meeting time].

At the time of your appointment, please log on to the meeting hosting site [link].


[Company name]

Overdue payment reminder email templates

Overdue payment reminder emails should be sent the day after a payment is due. If they don’t pay two weeks later, send a second reminder. A third email should be sent when a payment is 30 days overdue.

In your follow-up for a late payment, include the following necessary information:

  • Invoice number or ID (in the subject line)
  • Your company name (in the subject line)
  • The invoice number or ID
  • The amount they owe
  • The original payment due date
  • Payment methods you accept
  • Original invoice as an attachment (PDF), or link
  • Professional sign-off

This will help jog your recipient’s memory and make it easy for them to pay you quickly.

Overdue payment email reminder: day after payment due

Subject line: [Company Name] – Overdue Payment – [Invoice Number]

Dear [recipient name],

Just a friendly reminder that you have an outstanding payment for the following invoice [invoice number] due on [payment due date].

Please let us know that you’ve received this email and when you expect to make the payment. If you have any questions don’t hesitate to reach out to us. Attached is your original invoice.

Thank you in advance for your time.


[Your signature]

[Your company name]

Overdue payment email reminder: 14 days overdue

Subject line: [Company Name] – Overdue Payment Reminder – [Invoice Number]

Dear [recipient name],

We are checking in as we didn’t get a response from you after our previous email regarding your overdue payment for invoice [invoice number] due on [due date].

Please let us know that you’ve received this email and when you expect to make the payment. If you have any questions don’t hesitate to reach out to us. Attached is your original invoice.

Thank you in advance for your time.


[Your signature]

Overdue payment email reminder: one month overdue

Subject line: Action required on overdue payment – [Invoice Number]

Dear [recipient name],

We’ve sent you two email reminders with no response regarding your overdue payment for invoice [invoice number] due on [due date]. Your payment is now [X] days overdue.

To keep providing the best service for our clients, these payments must be made promptly. Please let us know if you have any concerns on your end.

Further delay of payment could result in late fees.

[link to invoice]

Thank you for your prompt payment,


[Your signature]

Don’t want to have to send overdue payment reminder emails for meetings or video calls?

Brevo Meetings helps you get paid before you host a video call with the built-in payment feature. Don’t lose money for no-shows and avoid having to send payment reminder emails altogether.

Polite reminder email to colleagues

Everyone has tasks to get done at work. It’s not uncommon for colleagues to forget that you asked them to help you with something or to finish a team survey. Send a friendly reminder email their way and get things taken care of.

Subject line: Don’t forget to finish [task].

Hi [colleague’s name],

Just a quick reminder that I need you to finish up [task]. Please complete it by [due date].

Thanks again!

[your name]

If the task is online, you can link to it in the body of your email where it says [task]. That will help ensure that they can easily find the task and that there’s no confusion.

Email marketing reminder emails

Another situation for reminder emails: marketing!

Did your customers get a time-sensitive coupon, or do you have a sale ending soon? Reminder emails can help move customers along the customer journey and are a great use of email marketing.

This reminder email example by Doordash shows how you can use reminders in email marketing to encourage sales.

An email reminder by Doordash as part of their email marketing. It says "Don't miss 40% off your next two orders!"


Pro tip: Notifications like this can easily be set up in email automation workflows with Brevo’s Marketing Platform.

Send your meeting reminder emails with Brevo

Send reminder emails to make your meetings happen and get paid for your time. Or, use Brevo Meetings digital scheduling software to reduce no-show rates and get paid in advance.

The Meetings app makes it easy to manage the full scheduling process. Create a customizable booking page, host video and calls, and get paid for your services — all on a single platform.

Run virtual meetings with Brevo

Sign up to get unlimited appointments, customizable booking pages, video conferencing, online payment processing, and all core email marketing features.

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