How To Send A Reminder Email in 2025: Guide + Examples

“Need help with sending reminder emails“. “Reminder emails—when to send them out?“. “How often should I send reminder emails?”

The internet is filled with questions like this, and it’s for a good reason.

Timing, wording, and frequency all play a big role in whether your email gets a response or gets ignored.

Send it too soon, and you might seem pushy. Wait too long, and the recipient might forget what it was about in the first place.

And then there’s the challenge of getting the tone right – how do you make your email sound polite but not passive, direct but not demanding?

This guide teaches you how to write reminder emails that get results. Plus, you’ll get real examples to help you create your own.

Why send reminder emails?

People are busy. They forget things. It happens all the time.

That’s why writing reminder emails isn’t just a polite gesture but a way to keep conversations moving.

Take follow-ups, for example.

Our data shows that sending just one follow-up email can increase your reply rate from 9% to 13%. The best-performing senders? They don’t stop there. Those who send at least one follow-up message in a campaign see a 27% reply rate, compared to 16% for those who send only one email.

This tells us something important: people rarely respond to the first message. They need a nudge. A gentle reminder email keeps your request on their radar without being pushy.

A picture of follow-up email statistics on how to send a reminder email as for the frequency

How many follow-ups are enough?

You might wonder, How many times should I follow up before giving up?

The numbers say 2-3 follow-ups is the sweet spot. It’s what top performers stick to, and it works. The first follow-up email alone can bring 40% more replies than the original message.

But past a certain point, persistence becomes noise. The 5th, 6th, and 7th follow-ups barely make a difference, and they take up your time. Worse, they could land you in the spam folder.

The best time to send a reminder email

Timing matters more than you’d think.

If you send a follow-up too soon, you risk sounding pushy. Too late, and they’ve moved on. A polite reminder email should land in their inbox 2-3 days after your last message – long enough to give them breathing room but soon enough to keep things fresh.

That said, the best timing depends on who you’re writing to. Our data suggests Monday, Friday, and Saturday see slightly higher open rates, but the real trick is testing different timeframes to see when your contacts respond.

Sending a reminder email: step by step

Without further ado, let’s get right into it:

#1 Determine the purpose

Before hitting send, be clear on why you’re writing. Are you following up on a scheduled meeting, reminding someone about an upcoming event, or checking in after no response? A clear goal makes the message stronger.

#2 Choose the recipients

Make sure you’re sending your email reminder to the right people. If it’s a team update, all key members should get it. If it’s a one-on-one follow-up, keep it personal.

#3 Set the timing

Sending a reminder too soon can seem impatient, too late and it might not help. If it’s about upcoming meetings, a heads-up a day or two before works well. Waiting 2-3 days before following up is usually best for unanswered emails.

#4 Write a clear subject line

Your subject line should be short and to the point. A few examples:

[Friendly reminder]: Meeting with [Name] on [Date]
Quick Follow-Up: [Topic]
Don’t Forget: [Event Name] This Friday

People should know what the email is about before they even open it.

example subject lines for reminder emails with "reminder" in the subject line

#5 Start with a polite greeting

Make it simple and friendly. “Dear [Name]”, “Hi [Name], hope you’re doing well.” Or, if you’ve had previous messages, a quick reference like “Just following up on my last email” works too.

Here’s how Ryanair greets their customers:

#6 State the reminder

Get to the point fast. If it’s about a meeting: “I wanted to send a quick reminder about our call tomorrow at 2 PM.” If it’s a deadline: “Just a heads-up that [Task] is due by Friday.” Keep it short, but make it clear.

#7 Include key details

People don’t always remember the details. A good email reminder should answer:

What the reminder is about.
When it’s happening.
Where (if it’s in person or a link if online).

No one wants to dig through old emails for missing info.

#8 Add a call to action

Tell them what to do next with a clear call to action. Need a reply? A confirmation? A completed task? Spell it out. “Let me know if you’re still good for this time” or “Please RSVP by Thursday” makes it easy for them to act.

See how Uber Eats reminds their customers to use a discount on orders:

reminder email from Uber Eats with a clear CTA

#9 Close politely

Just checking in to remind you about the [Documents] needed by [Due Date]. If you’ve already sent them, please ignore this message. Otherwise, let me know if you need any help.

Looking forward to your update!

Best regards,
[Your Name]

Automate your follow up emails with Woodpecker today

Woodpecker is a cold email tool that helps businesses reach prospects without the hassle of manual follow-ups. It automates outreach while keeping emails personal and human-like, so they land in inboxes instead of spam folders.

How Woodpecker sends follow-up emails

No bulk sending – Woodpecker doesn’t blast emails like a newsletter tool. Instead, it sends each message individually, just like you would if you were emailing manually.
Randomized sending – emails go out at different times within your schedule, all so they look natural and avoid spam filters.
Smart follow-ups – you decide when follow-ups should be sent. Want to skip weekends? Only send on Tuesdays and Thursdays? Done.
Automatic sequence control – if a prospect replies, Woodpecker stops follow-ups automatically, so you never send unnecessary reminders.

followup set the days in Woodpecker screenshot

More features to improve cold email deliverability

Free email verification – avoid sending emails to invalid addresses.
Automatic warm-up – build your sender reputation before launching campaigns.
Deliverability Monitor – get alerts on potential sending issues before they happen.
Inbox rotation – spread emails across multiple inboxes for safer outreach.
Adaptive sending – stay within sending limits to protect your email reputation.

Woodpecker also integrates with tools like Pipedrive, HubSpot, Calendly, Zapier, and Google Sheets.

Set up your first campaign in minutes. Start your 7-day free trial – no credit card required.