Reminder emails are the unsung heroes of business communication. They prevent no-shows, reduce late payments, and cut involuntary churn — all on autopilot once set up.
Below are 4 reminder email templates for appointments, payments, events, and subscription renewals. Each is designed to be helpful rather than nagging.
Ready-to-Use Templates
Copy these templates and customize them for your needs. Each includes HTML and plain text versions.
Reminder: Your appointment is {{timeUntil}}
Don't forget — you're booked for {{appointmentDate}}...
Payment reminder: {{amount}} due {{dueDate}}
Your payment of {{amount}} is coming up...
{{eventName}} is {{timeUntil}} — see you there!
Here's everything you need to know...
Your {{productName}} subscription renews on {{renewalDate}}
Your subscription is about to renew...
Best Practices
Send at the Right Time
Appointment reminders: 24-48 hours before. Payment reminders: 3-7 days before due. Event reminders: 1 day and 1 hour before.
Include All Key Details
Date, time, location, and any preparation needed. Don't make recipients search for this information elsewhere.
Make Rescheduling Easy
Include a reschedule link or instructions. Making it easy to reschedule is better than a no-show.
Keep the Tone Friendly
"Friendly reminder" not "URGENT: PAYMENT DUE." Professional warmth gets better results than aggressive urgency.
Common Mistakes
Sending reminders too late
A reminder 1 hour before gives no time to prepare. Send 24-48 hours ahead for appointments.
Using threatening language for payment reminders
Aggressive collection language damages relationships. Most late payments are just forgetfulness.
Not including a way to take action
Every reminder needs a clear action: confirm, pay, reschedule. Don't just remind — enable.
Subject Line Examples
Timing & Performance
Personalization Tips
The ROI of Automated Reminders
A single no-show costs a healthcare practice $150-300 on average. A late payment costs interest, follow-up time, and cash flow strain. Reminder emails that cost pennies to send prevent these losses automatically.
Timing Your Reminders
- Appointments: 48 hours + 24 hours before
- Payments: 7 days + 3 days + day of deadline
- Events: 1 week + 1 day + 1 hour before
- Renewals: 14 days + 3 days before
Friendly vs. Urgent Tone
Start friendly. Only escalate tone if action isn't taken. First reminder: "Just a heads up." Second: "Don't forget." Third: "Last reminder." This progression feels natural rather than aggressive from the start.
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