Form reminder email examples you can copy

A good form reminder is short. It says what you need, by when, and how long it takes, and it has the link. Send it only to the people who have not answered, so the people who are done get nothing.

Below are 6 examples to copy. Change the words in [brackets].

5 rules for a reminder that works

1. Keep it under 60 words. People read a reminder on their phone, between two other things.
2. Say how long it takes. "It takes 3 minutes" makes the task feel small.
3. Give the date, not "soon". "By Friday, October 23" is clear. "As soon as possible" is not.
4. Put the link in the first lines. Nobody should scroll to find it.
5. Remind only the people who are not done. A reminder to someone who already answered feels careless, and the next one gets ignored.

Reminders are the last step. 6 more ways to get more answers.

1. The friendly first reminder

Send it 3 days before the due date.

Subject: Quick reminder: [speaker details] by [Friday]

Hi [Mara],

A quick reminder about the [speaker details for DevDays]. It takes about [3 minutes], and your answers save as you type.

[Your link]

Thank you, [Artur]

2. The deadline is near

Send it 1 day before the due date.

Subject: [Speaker details] are due tomorrow

Hi [Mara],

We need your [bio and headshot] by tomorrow, [Friday, October 23], to print the program. It takes about [3 minutes].

[Your link]

Thanks, [Artur]

3. The last day

Send it on the morning of the due date.

Subject: Last day: [speaker details]

Hi [Mara],

Today is the last day for the [speaker details]. If you started already, your answers are saved. Open the link to finish.

[Your link]

Thanks, [Artur]

4. After the due date

Send it once, 1 or 2 days after the date. Keep it kind. The person is late, but you still need the answer.

Subject: Can you still send your [speaker details]?

Hi [Mara],

We still need your [bio and headshot]. Can you send them by [Tuesday]? It takes about [3 minutes].

[Your link]

Thanks, [Artur]

5. Some files are missing

For clients who sent part of what you need. Name only what is missing.

Subject: 2 documents missing for your [tax return]

Hi [Sam],

Thank you for the files so far. We still need your [December bank statement] and your [pension statement]. Upload them on the same link.

[Your link]

Best, [Lea]

6. A sign-off at work

For staff who must read a policy and confirm it.

Subject: Please confirm the [new travel policy] by [October 31]

Hi [Noor],

Please read the [new travel policy] and confirm it by [October 31]. It takes about [2 minutes].

[Your link]

Thanks, [People team]

When to send them

With a due date, send reminders 3 days before, 1 day before, and on the due day. Without a due date, send them 3 and 7 days after the first email. More on the timing of reminders.

Send them only to the people who have not answered

To remind only the people who are not done, the tool must know whom you asked. A shared link cannot tell who is missing. So each person needs their own link.

AllBack is a form builder with automatic reminders. It sends each person a personal link and reminds only the people who are not done, on the plan above. To add your own words, tell your AI:

Remind everyone who has not answered the speaker form. Add this note: "We print the program on Monday. Please send your bio today."

AllBack adds your note to the reminder. Nobody gets two reminders within 12 hours, and every email has a link to stop reminders. The free plan sends reminders to 50 people a month.

Using Google Forms or Microsoft Forms? Read how to send reminders in Google Forms or in Microsoft Forms.

Questions

How many reminders should I send?

Two or three are enough for most forms. More reminders often annoy people more than they help. Stop when the person answers.

Should a reminder sound urgent?

Only on the last day. Before that, a calm and short note works better. Give the date and say how long the form takes.

Can I send a reminder from my own email address?

In AllBack, every reminder names you as the sender. On Pro, replies go to you. On Business, emails come from your own domain.