How to Write a Friendly Reminder Email (+7 Examples)

You’re busy, with your head deep in the business. But guess what? Your clients are just as busy. They might occasionally forget to pay your invoice, miss a meeting you’ve scheduled, or need a little nudge to approve that budget you sent over.

Whatever the situation, you know what can save the day? A friendly reminder email!

I bet you’ve sent your fair share of these emails over the years. And I’m sure you’ve wondered at least once: How should I word this email? Personally, I think they can be a little awkward to write sometimes. 

Do you feel the same way? If so, you’re in the right place!

In this blog post, we’ll show you exactly what to put in a reminder email to encourage action from your clients. Plus, we’ll share seven ready-to-use email examples for different scenarios that you can tweak and send out in no time.

Let’s get to it!

"Friendly reminder email"—sort of self-explanatory, sort of not. Because in practice, we’ve all sat there wondering: how exactly should a gentle reminder sound?

For this email to work, you need to nail the subject line, the main body, and the closing—and a few other small but important details.

Here are some pointers to guide you:

• A clear and specific subject line: Your subject line is the first thing your client will see, so make it attention-grabbing but polite. Try something like, “Quick Reminder: Invoice #456 Due Today” or “Friendly Reminder: Meeting at 3 PM Tomorrow.”
  
• Relevant context in the main body: Clients need a little refresher about the “what” and “why.” Mention details like the invoice number, meeting time, or a task they need to complete.
• A clear due date: A friendly reminder works best when there’s a clear deadline. Be specific, such as: “The invoice is due by [date],” or “Please review the report and confirm by [date].”
  
• Your email signature: Don’t forget to sign off with your name, title, and contact details. This makes it easy for your client to respond or reach out if they need clarification.

Take a look at the example below to see how these elements come together in a well-structured reminder email.

Next up, let’s explore some tips to make your reminder emails even more effective.

Make your ask clear

Ambiguity is the enemy of action. Be specific and direct about what you need your client to do. 

Say something like:

• “Could you confirm your availability for the meeting on Thursday?”

• “Please make the payment using the link below by Friday.”
• “Can you send over the signed contract by the end of the day?”

A clear ask leaves no room for confusion and makes it easier for your client to take the next step.

Respond in the original email thread

If possible, reply to the original thread instead of starting a new one, and don’t forget to hit “Reply All” when relevant! This keeps all the context in one place and makes it easier for your client to understand what the email is about.

Don’t beat around the bush

Start your email with a clear reminder of what you’re following up on. Be specific and get straight to the point—it saves both you and your client time.

Avoid long-winded intros that might bury your ask under unnecessary pleasantries or explanations. Instead, focus on clarity and action. The goal is to make it easy for your clients to understand why you’re emailing and what they need to do next.

And you know what works really well? Bullet points or bold text! Use them to highlight key details if your reminder has multiple parts, such as deadlines or links. This makes it even easier for busy clients to skim and respond.

Time your email carefully

Timing can make or break a reminder email.

• For payments: Send a reminder a week before the due date, another the day before, and a final follow-up if it’s overdue.
• For meetings: Send an email 24 hours in advance and, if it’s important, a quick reminder the morning of.

Overall, to keep a solid email etiquette, don’t forget to send your reminders during business hours, when people are actively checking their inboxes. Sending emails outside regular hours, like late at night or early in the morning, may rub your clients the wrong way.

Make it easy to respond

Reduce friction by including links, attachments, or buttons for quick action. 

For example: “Click the button below to make your payment” or “Here’s the link to join our Zoom meeting: [link].”

Stick to these best practices, and your reminder emails will feel natural, effective, and easy to act on—for both you and your clients.

Next, we’ll walk you through examples of friendly reminder emails for common business scenarios.

Now that you know what to include and how to make your reminders clear and effective, let’s look at some real-world examples. Feel free to tweak the details to fit your situation.

As you know, it’s a good practice to remind your clients about their upcoming scheduled meetings with you. Sending reminders helps reduce the likelihood of no-shows or last-minute rescheduling, both of which can be costly for your business.

When drafting the meeting reminder email, always include the date, time, and location—or a link to the meeting—to make it as simple as possible for the client to attend.

Below is a simple meeting reminder example. However, if you need more ideas, we’ve got an entire blog post on meeting reminder email templates.

Subject line: Reminder: Meeting Scheduled for Tomorrow at [insert time]
Dear [client’s name],
Just a quick reminder about our meeting scheduled for tomorrow at [insert time]. Here’s the Zoom link for your convenience: [insert link].
Please let me know if you’re still able to attend or if there’s anything specific you’d like to discuss. Looking forward to catching up!
Best,
[your name]

Have you got lots of meetings to manage and not enough time to send out meeting reminders one by one?

With an online scheduling tool like YouCanBookMe, you can schedule your business meetings and let the tool automatically send out meeting confirmations, reminders, and even follow-up emails and SMS notifications.

Our solution literally takes mundane email sending off your plate—because we believe your time could be better spent growing your business.

Send automated meeting reminders

Remove manual email writing from your to-do list with YouCanBookMe's scheduling tool.

No one loves following up on late payments, but it’s part of running a business. For small business owners, timely payments are critical to maintaining cash flow, yet 87% of businesses report that their invoices are paid after the due date.

A friendly reminder email can help you jog your client’s memory without damaging the relationship—and get your invoice to the top of their to-do list. The key is to be clear, professional, and to the point.

Always include details like the invoice number, original due date, and a direct payment link to make it as easy as possible for your client to settle up.

Here’s how to word your overdue payment reminder email:

Subject line: Follow-Up: Invoice #[insert invoice number] Past Due
Hi [client’s name],
I hope this email finds you well! I wanted to remind you that Invoice #[insert invoice number], sent on [date], is now overdue. You can make the payment quickly using this link: [insert payment link].
If there’s been any issue with the invoice, please let me know so we can resolve it quickly. Thanks for your attention to this!
Best regards,
[your signature]
 

Before you reach the point of sending an email to follow up on an overdue invoice, try sending a gentle reminder about the upcoming payment.

As we mentioned earlier, when it comes to payments, it's best to send reminders at regular intervals. This gives your client enough time to take the necessary steps to process your payment.

Most companies use payment processors or accounting systems to manage invoices, which often involves uploading the invoice, securing internal approvals, and scheduling payments according to their payment cycle. This can take time, so regular reminders help ensure your invoice doesn't get delayed in their system.

Subject line: Reminder: Payment Due on [date]
Hi [client’s name],
I’m writing to remind you that your payment for [service/product] is due on [date]. You can process the payment quickly using this link: [insert payment link], or by following the payment instructions provided in the invoice.
Feel free to reach out if you have any questions or need assistance. I appreciate your prompt attention to this!
Warm regards,
[your name]
 

Need a favor from a client, like a testimonial or feedback? This type of email is all about being polite and expressing gratitude. A friendly tone can make them more likely to respond positively.

Keep it brief and make it easy for them to act by including a link or instructions.

Subject line: Quick Reminder: Testimonial for [your business]
Hey [client’s name],
I hope you’re doing well! I wanted to follow up on my earlier request for a short testimonial about your experience with [your business]. If you have a moment, I’d greatly appreciate it—testimonials really help us connect with new clients!
Feel free to share just a couple of sentences. If it’s easier, you can reply to this email directly or use this link: [insert link]. Thanks so much!
Best,
[your name]
 

Sometimes, clients need a nudge to book a call, especially when they’ve expressed interest but haven’t taken the next step. Maybe you’ve sent them a proposal, and now it’s time to discuss feedback. Or perhaps you’re in the middle of a project and need to align on the next steps.

When sending this type of reminder, aim to reduce the friction for the clients. That means you should include a scheduling link so that your client can simply pick a slot in your calendar.

Subject line: Quick Reminder: Book a call
Hi [client’s name],
I wanted to follow up about scheduling a call to [finalize the details of your project/discuss next steps/answer any questions you have]. It would be great to connect and ensure everything is on track.
You can use this link to book a time that works best for you: [insert scheduling link].
If you have any questions about scheduling or need assistance, feel free to reply to this email. Looking forward to our conversation!
Best regards,
[your name]
 

Are you a medical practice, a fitness coach, or a marketing agency? Intake or booking forms are often a key part of your process, helping you collect important information about your clients before their appointment or project.

If you’ve already sent the form and your meeting/project is due to start in the next couple of days, that’s your cue to send a quick nudge.

Subject line: Don’t Forget to Fill Out Our Intake Form
Dear [client’s name],
This is just a friendly reminder to complete the intake form ahead of your appointment on [date]. Here’s the link: [insert form link].
Let me know if you have any trouble accessing the form or need assistance filling it out. Thanks in advance!
Best,
[your name]
 

Want to skip the manual processing of intake forms completely? Make them part of your meeting booking page.

With YouCanBookMe, you can integrate booking forms directly into your scheduling process. This way, all the key information you need is collected upfront—no extra follow-ups required.

Collect key customer information before every meeting

Automate your bookings and set up intake forms, all in one easy-to-use platform.

Sometimes you need a client’s approval to move forward. Maybe you need them to review a proposal, approve social media content (if you’re an agency), or check tax declarations (if you’re an accountant). 

Send them a gentle reminder message so they don’t forget! Be sure to include the deadline for when you need the approval.

Subject line: Quick Reminder: Approval Needed for [project/document]
Hi [client’s name],
I hope you’re doing well! I wanted to remind you to review and approve [specific document or task, e.g., the proposed budget for Q4, the social media content calendar, or your tax declaration].
Here’s the link to the document: [insert link], or you can find it attached to this email.
If you have any questions or need clarification, feel free to reach out. It would be great to have your approval by [specific deadline] so we can move forward as planned.
Best regards,
[your signature]
 

Do you now feel more confident in writing reminder emails?

Reminders may seem like small tasks, but they play a big role in keeping your business organized and professional. With these tips and templates, you’re ready to write emails that get results—without the awkwardness.

Remember: clear, polite, and to the point is the way to go. And if the bulk of your reminder emails are about meetings and intake forms, it's best to use a tool like YouCanBookMe to automate the entire scheduling process.

Try YCBM for free today.

FAQs

How to chase without being rude?

Be clear and considerate. Start with a polite greeting and acknowledge the client’s busy schedule. Use friendly phrases like “Just following up” or “I wanted to kindly check in” to set the right tone. Avoid sounding pushy with phrases like “You haven’t responded” or “This is overdue.” Instead, keep it warm, professional, and to the point.

What is a good sentence for a reminder?

Here are some great ways to start a reminder sentence:

• “This is a friendly reminder about [insert details].”
• “Just following up regarding [insert details].”
• “Quick reminder: [insert details].”
• “Kindly note that [insert details].”
• “I wanted to remind you about [insert details].”

How do I text a friendly reminder?

When sending an SMS reminder, keep it short, clear, and friendly. Include the most important details, like the appointment time, payment deadline, or action needed, and avoid overloading the message with unnecessary information. For example: “Hi [name], just a reminder about your appointment tomorrow at [insert time]. Can’t attend? Please reschedule here: [insert the link]!”

SMS reminders are great for busy clients who need quick, on-the-go communication. For more tips, check out the benefits of SMS reminders and how to automate them with YouCanBookMe’s SMS feature.