How many reminder emails is too many?

Two to three reminders is the maximum for most workplace situations. Space them out with increasing intervals: three to five days for the first follow-up, then a week for the second. After three unanswered reminders, escalate to a different communication channel or involve a manager if the task is critical. Sending more than three reminders on the same topic risks damaging the professional relationship.

Should I cc someone's manager if they are not responding to my reminders?

Escalating to a manager should be a last resort after direct communication has failed. Before adding anyone to the email chain, try reaching out through a different channel such as instant message or phone call. If you must escalate, frame it as seeking help with a process issue rather than calling out an individual. Start with something like asking whether there is a better way to coordinate on this timeline.

How do I word a reminder when the deadline has already passed?

When the deadline has passed, acknowledge it matter-of-factly without being accusatory. Say something like noting that the original deadline was last Friday and asking whether there is a revised timeline. Focus on solutions and next steps rather than blame. If the delay impacts others, mention it factually and ask how you can help get things back on track.

Is it better to send a reminder email or call the person?

Email works best for the first reminder because it gives the recipient time to respond on their own terms and creates a written record. If email reminders are not getting results, switch to a phone call or instant message. A brief verbal check-in often resolves things faster than additional emails and can uncover blockers the person may not have mentioned in writing.

Friendly Reminder Email Template: Nudge Without Nagging

Reminding someone without annoying them is an art. Choose a tone that maintains the relationship, reference the original ask, and send a reminder that gets results without friction.

Subject:Reminder: [Task/Deliverable] - Due [Date]

Dear [Recipient's Name], I hope this message finds you well. I am writing to respectfully follow up on [specific task, document, deliverable, or action item] that was discussed during [meeting name, email exchange, or conversation date]. As the agreed-upon deadline of [due date] is approaching, I wanted to ensure this item remains on your radar and offer any assistance that might help facilitate its completion. To provide context, the current status of this matter is as follows. On [original date], we agreed that [specific deliverable or action] would be completed by [deadline date]. This item is important because [reason, e.g., it feeds into the broader project timeline, other team members are waiting on it to proceed with their work, or it is needed for an upcoming client presentation]. I understand you have a demanding schedule and many competing priorities, which is precisely why I wanted to reach out now rather than wait until the deadline has passed. I want to be transparent about the downstream impact of this item. [Specific person or team] is currently preparing [related deliverable] and requires [the item in question] to proceed. Our overall project timeline has [this item] on the critical path, meaning any delay could affect [subsequent milestone or deadline]. I am not raising this to create pressure, but rather to ensure we have the opportunity to discuss any obstacles or adjustments that might be needed. If circumstances have changed since our original discussion, I completely understand. Priorities shift, unexpected work arises, and timelines sometimes need to be reconsidered. If you anticipate needing additional time, I would be grateful if you could let me know your revised estimate so I can communicate the updated timeline to the relevant stakeholders and adjust our planning accordingly. Please do not hesitate to reach out if there is anything I can do to support you in completing this item. Whether you need additional resources, clarification on requirements, or help removing any blockers, I am happy to assist in whatever way is most useful. Thank you for your attention to this matter. I look forward to your update. Best regards, [Your Name] [Your Title]

Tip: Draftery learns your voice so every email sounds like you wrote it. Try Draftery free

When to Send a Friendly Reminder Email

The timing of your reminder can make the difference between being perceived as helpful and being perceived as nagging. As a general rule, send your first reminder when roughly half the time between the original request and the deadline has passed. For a task due in a week, a mid-week check-in is appropriate. For something due in a month, a reminder after two weeks gives the recipient time to act.

There are also situations where a reminder is appropriate regardless of the timeline. If you have not received an acknowledgment of the original request, a quick check-in within two to three days confirms the message was received. If external factors have changed that affect the deadline or scope, a proactive update and reminder helps everyone stay aligned.

What to Include in a Polite Reminder Email

An effective reminder email balances being informative with being respectful. It should give the recipient everything they need to take action without making them feel attacked or micromanaged.

A specific reference to the original request, including the date and context of the conversation
The approaching deadline and any flexibility you can offer on timing
A brief explanation of why the item is time-sensitive or who else depends on it
An offer to help, remove blockers, or adjust the scope if circumstances have changed
A positive and collaborative closing that maintains the relationship

How to Remind Without Being Pushy

The secret to sending reminders that get results without causing friction lies in your framing. Instead of positioning yourself as someone chasing a delinquent task, frame yourself as a collaborator ensuring things stay on track. This subtle shift in language transforms your reminder from a demand into a partnership.

Use phrases like "I wanted to check in" rather than "you haven't responded." Say "I know you have a lot going on" rather than "this is overdue." Offer a graceful exit by suggesting "if the timeline needs to shift, just let me know" rather than "I need this by the original date." These small language choices make the recipient feel supported rather than pressured, which paradoxically makes them more likely to prioritize your request.

Reminder Emails for Different Workplace Scenarios

The context of your reminder should shape both the content and the urgency of your message. Reminding a colleague about a missed internal meeting requires a different approach than reminding a client about an overdue payment.

For pending tasks or deliverables from colleagues, keep the tone collaborative and focus on how you can help. For meeting follow-ups, reference specific action items that were discussed and confirm accountability. For deadline reminders to clients, maintain professionalism while being clear about any contractual implications. For overdue responses to your emails, keep the follow-up brief and offer alternative ways to connect, such as a quick call instead of a written reply.

Subject Line Suggestions

Friendly Reminder: [Task/Deliverable] Due [Date]
Quick Check-In on [Project/Task]
Gentle Nudge - [Deliverable] Update
Following Up on [Task] - Any Updates?
Reminder: [Action Item] from [Meeting/Date]

Related Templates

Response

Explore More

Comparison

AI Writer vs Templates: Which Saves More Time?

Use Case

AI Email Assistant for Consultants

Frequently Asked Questions

How many reminder emails is too many?: Two to three reminders is the maximum for most workplace situations. Space them out with increasing intervals: three to five days for the first follow-up, then a week for the second. After three unanswered reminders, escalate to a different communication channel or involve a manager if the task is critical. Sending more than three reminders on the same topic risks damaging the professional relationship.
Should I cc someone's manager if they are not responding to my reminders?: Escalating to a manager should be a last resort after direct communication has failed. Before adding anyone to the email chain, try reaching out through a different channel such as instant message or phone call. If you must escalate, frame it as seeking help with a process issue rather than calling out an individual. Start with something like asking whether there is a better way to coordinate on this timeline.
How do I word a reminder when the deadline has already passed?: When the deadline has passed, acknowledge it matter-of-factly without being accusatory. Say something like noting that the original deadline was last Friday and asking whether there is a revised timeline. Focus on solutions and next steps rather than blame. If the delay impacts others, mention it factually and ask how you can help get things back on track.
Is it better to send a reminder email or call the person?: Email works best for the first reminder because it gives the recipient time to respond on their own terms and creates a written record. If email reminders are not getting results, switch to a phone call or instant message. A brief verbal check-in often resolves things faster than additional emails and can uncover blockers the person may not have mentioned in writing.

Skip the template -- generate emails in your voice

Draftery uses AI to learn your writing style and generate emails that sound like you. No more copy-paste-edit. Try it free for 7 days.

Generate with AI