Write a reminder email based only on the information below. The recipient has already received the original request, so do not re-explain the full background or sound as if this is first contact. Context - Recipient and relationship: [RECIPIENT AND RELATIONSHIP] - Original request and date sent: [ORIGINAL REQUEST] - Exact action needed: [ACTION NEEDED] - Deadline or consequence of delay: [DEADLINE OR CONTEXT] - Tone and any relevant history: [TONE AND HISTORY] Produce one send-ready email of 90–150 words with: 1. A subject line that signals the action, not just “following up.” 2. A first sentence that anchors the previous request and its date or timing. 3. One clear, easy-to-answer ask. If several items are needed, list them as short bullets. 4. A specific deadline, or a polite request for an expected completion date if none exists. 5. A closing appropriate to the relationship. Match firmness to the history: a first nudge should be warm and assume good intent; a late or blocking request may state the operational consequence without blame. Do not manufacture urgency, policies, prior conversations, or dates. Avoid “just checking in,” passive phrasing, guilt, excessive apologies, and vague requests such as “let me know your thoughts.” Before answering, check that every factual assertion is supported by my inputs and that the recipient can tell exactly what to do, by when, and how to respond. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [RECIPIENT AND RELATIONSHIP] | Name the recipient and your working relationship with them. | Priya Shah, freelance designer working on our website refresh |
| [ORIGINAL REQUEST] | State what you asked for previously and when you sent it. | I asked for the final mobile homepage files last Thursday |
| [ACTION NEEDED] | Describe the exact response, file, approval, or task you need now. | Send the Figma link with final desktop and mobile frames, plus exported logo assets |
| [DEADLINE OR CONTEXT] | Give the deadline and any real consequence of a delay. | We need them by Tuesday at 2 p.m. so engineering can begin the sprint |
| [TONE AND HISTORY] | Specify the desired tone and whether this is a first or later reminder. | Second reminder; friendly but direct because the sprint is blocked |
How to use
- Paste the prompt and replace every bracketed field with the original request and real deadline.
- Keep the action needed to one reply or a short checklist, rather than asking for a general update.
- Check that the subject line and first paragraph identify the prior request without sounding accusatory.
- If the recipient misses the deadline, send: “Rewrite this as a final escalation that proposes two concrete recovery options.”
Variations
Invoice reminder
Use when a customer has an overdue invoice.
Write a professional payment reminder to [CUSTOMER]. Invoice [INVOICE NUMBER] for [AMOUNT] was due [DUE DATE]. State the payment link or payment method: [PAYMENT METHOD]. Mention only this true context: [ACCOUNT CONTEXT]. Produce a 100-word email with a specific payment request, a reasonable requested payment date, and a contact path for billing disputes. Do not threaten action or invent late fees. Check that the amount, invoice number, and due date match my inputs. Ask up to 3 questions only if required information is missing.
Meeting RSVP
Use when attendees must confirm before an event.
Draft a reminder for [AUDIENCE] to RSVP to [EVENT] on [DATE AND TIME]. The response needed is [RSVP ACTION], and the RSVP deadline is [DEADLINE]. Include the location or joining details: [LOGISTICS]. Produce a subject line and 75–120-word email. State why the RSVP matters only if supported by my notes, such as seating or catering. Make the RSVP method obvious and do not imply attendance is mandatory unless I say so. Check that date, time, time zone, and RSVP deadline are internally consistent. Ask up to 3 questions only if inputs are missing.
Staff compliance
Use when a team must complete an internal requirement.
Write a manager’s reminder to [TEAM] to complete [REQUIRED TASK] by [DEADLINE]. Explain the legitimate business or safety reason: [REASON]. Include the completion method and help contact: [PROCESS AND HELP]. Produce a 120–160-word email with a direct subject line, short action steps, and a respectful escalation path for people who cannot complete it. Do not claim a policy, legal requirement, or consequence not in my notes. Check that the email distinguishes required facts from suggested guidance. Ask up to 3 questions only if a required input is missing.
Tips
- Use the date of the original request when the recipient may be handling many threads; it prevents the reminder from feeling context-free.
- Put the deadline next to the action, not only in the sign-off, so a skim reader sees both together.
- For a second reminder, name the real dependency, such as a blocked launch or booking deadline, rather than increasing emotional pressure.
- If the recipient needs to choose among options, ask for a decision by a date instead of asking for “thoughts.”
FAQ
How long should a reminder email be?
Most work reminders need 90–150 words. Add bullets only when the recipient must provide multiple distinct items.
When should I send a second reminder?
Use the original deadline and relationship norms. If no date was set, a second reminder is usually more useful when you can state the dependency or propose a new decision date.
Should I mention consequences?
Yes, when they are real and relevant. State the operational effect plainly, without threatening or assigning blame.