Email reminders help you update busy users on important events, announcements and milestones and ensure they don’t miss key dates and times related to your business.
They help boost event awareness and attendance and show that your business is on top of things and reliable.
In this article, you’ll learn how to create effective email reminders for different occasions, get inspiration from reminder email samples and access easy-to-use templates that you can adapt for your needs.
Key takeaways from this reminder email samples article
Importance of email reminders: Email reminders are crucial for updating users on important events, announcements and milestones, ensuring they don't miss key dates and times related to your business.
Effective situations for reminder emails: Use reminders for important upcoming events, inaction from recipients, expirations and automatic renewals, countdowns for limited-time offers and delivery reminders to enhance customer experience.
How Pipedrive can help: Pipedrive’s email functionality can automate reminder emails, schedule follow-ups and track their effectiveness, ensuring your communications are timely and effective. Try Pipedrive free for 14 days.
Correct formatting is key to piquing readers’ interest and keeping them engaged. While all reminder emails are different, most follow a broadly similar pattern.
To ensure you include all the right elements, here’s what typically goes into an effective reminder message:
Within these elements, which we’ll explore in more detail later in the article, you may also want to include images, branded graphics or even GIFs.
Remember that email reminders are all about inspiring action, not educating or informing. Be careful not to overload the page with unnecessary content as it could distract readers from your message.
Note: Whether you’re sending a cold email or scheduled reminder, your subject line is your chance to catch your reader’s attention and make a great first impression. Find inspiration in our list of cold email subject lines that work.
Real examples of gentle reminder emails can help you settle on a design style, format and tone for your company’s efforts.
With that in mind, here are a few of our favorite email reminders from brands.
The intention of this email from the School of Life is clear at first glance. Just a few words convey the message that the offer is ending to incentivize the reader and spark a fear of missing out (FOMO).
Here’s the School of Life email:
The main text in the email conveys a message about the company’s products, clearly explaining its philosophy in just a couple of lines. With this, it avoids lengthy introductions and familiarizes the reader with its vision.
The call to action is clear under the text, inviting the customer to take advantage of the offer now so they don’t miss the deadline.
Further down the email there are additional offers and discounts on potentially interesting products.
Finally, there’s an invitation to download the company’s app and join its social networks, both of which aim to retain the recipient’s loyalty.
We can conclude that this email didn’t need a complicated graphic design to convey a simple but effective message. The email draws attention right from the start and the reader can scan it for relevant info.
With this gentle reminder email from Invision, we get a good example of how to make an upcoming event or appointment reminder email effective. It also has a great eye-catching design.
First, the email welcomes you with a “You’re invited” message, incentivizing you to discover what it’s all about. The category, “design + finance”, is clear at the beginning, so readers know what to expect from the event.
Next comes a CTA that allows people who are busy reading the rest of the email to book their seats immediately. It’s a time-saving technique that works for both the reader and the sender.
Side by side, there’s a concise explanation of the event and its content, making an irresistible offer with complementary food.
Again, the email taps into readers’ FOMO with the “limited seats” statement.
What follows is an eye-catching list of the panelists that underlines the event’s exclusivity.
Finally, for those who read the full email, there’s a repeat CTA at the end, serving as another time-saver and allowing readers to confirm their presence without scrolling up.
These two CTA buttons show that the sender understands how precious their reader’s time is, conveying a very professional email stance.
Tookapic is a 365 photo challenge, meaning users need to upload one photo a day to keep up with it.
With so many people involved, the email below is a great short reminder about what the platform is really about.
A clear title and a short explanation get right to the point. The body text is very short, but cleverly leads into the CTA asking the user to upload their photo right away, so they don’t forget to do it later.
Finally, the brand gives the option to the recipient to change the time when they receive this friendly reminder email, making it flexible and convenient.
Not sure where to start? Here are five reminder email examples you can adapt to suit your needs.
Subject line: Invoice reminder [month] for [company name]
As our valuable long-time customer, we would like to inform you that your invoice # [invoice number] from [month/year] is overdue by a [number of days] days.
We are fairly certain that this is just an oversight, so please let us know as soon as the payment has gone through. You can access your account right away and take care of this if you haven’t already.
[Add CTA button] [Go to my account]
If you are experiencing any issues with your payment, please contact our support team: [link to support line]
Thank you in advance,
[Employee name] from [company name] accounting department.
[Hotel manager name]
Subject line: Only 3 days left to pack!
This is a kind reminder to let you know that we are expecting your arrival in 3 days at our [hotel name] in [city].
[Add room details]
To make reservations at our hotel restaurant, you can go to our booking page [add CTA][book a table]
Thank you for choosing [hotel name],
We are eagerly awaiting your visit.
We wish you a nice trip,
[Add a travel section here]
Check out these great venues in the proximity of our hotel, right in the center of [city]
[Add 2-3 image links of things to do in your city. Museums, bars, nightlife etc.]
Join our social media [Facebook and Instagram links] to keep up to date with our latest offers and promotions.
[Hotel manager name]
Subject line: Reminder: Q&A session with devs starts soon
We wanted to remind you that the Q&A session with our developers will start in an hour.
Now is your chance to ask questions about our upcoming updates, new features and upgrades that will benefit you.
Hope to see you there,
[Name] Project Manager
[Add CTA][join the Q&A session and start chatting with our devs]
[Hotel manager name]
Subject line: Last couple of days to save on tickets
[Name of event] date is two weeks away. Hurry up since this might be your last chance to save on your tickets.
Our promo code [code] will stay active until Friday and you can get X% off by using it on our website.
[Add CTA][get tickets now]
Remember that both event days will be covered by our sponsors with complementary foods and goodies to take home with you!
[Add speakers section]
Some of our speakers:
[Image links with the speakers and short bios]
[Add schedule section]
[Image of event schedule]
[Event landing page link]
[Repeat CTA][get tickets now]
Subject line: Your [item type] is/are almost at your door!
We wanted to tell you that your [item] you purchased on [date of purchase] will be delivered to you tomorrow.
[Add CTA][track delivery]
Not home for delivery? No problem! Just get in touch with our delivery service to pick a time when you want to receive your items: [link to delivery service or phone number].
Thank you again for your purchase,
[Name] from Sales
[Add related offers section]
Grab these offers while they are still available
[Add image links and offers of similar or related products of the recipient's purchase]
[Hotel manager name]
Knowing when to check in and when to simply wait for a response is half the battle with using email reminders.
Sending too many late payment or meeting reminder emails can damage relationships, but it’s also important to keep yourself in people’s minds when waiting for them to complete an action.
With that in mind, here are five key email reminder scenarios.
Remember that event confirmation you sent to your clients several months ago? Perhaps you do but your customers might not.
A simple “coming in X days” email reminder will ensure you keep them interested.
You can use reminder emails ahead of all kinds of events, including:
Even if you have no reason to believe a recipient has forgotten about your event, sending a reminder email ensures they have easy access to key information such as time and location. It should result in everyone arriving at the right place on time.
When someone misses out on a follow-up or fails to act promptly, you want to encourage them to take action.
For example, if someone fails to go through with their double opt-in to confirm their subscription, you might want to send them a kind reminder in case of an oversight.
Inaction reminders are becoming more prominent and useful as more businesses place tighter measures on account registrations, log-ins and newsletter sign-ups.
Sending reminder emails to website users who fail to complete two-factor authentication (2FA) processes, for instance, ensures real account holders can access their data or learn when someone else is trying to get in without their authorization.
You might feel frustrated if your activities have been held up by the recipient. However, there could be a good reason for this. Ensure you maintain email etiquette and always keep your tone professional. Use the templates above to keep your email friendly and sincere while asking your recipient to take action.
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