Deadline Reminder Email Samples
Business Writing Tips

Deadline Reminder Email Samples

Emails have been the core part of the daily work routine. No matter what kind of business that you are running, email can be your no.1 communication tool that you use. In such a competitive world, your business is not only demanded to offer good service, but also to have good delivery speed. That’s why most of us have been struggling with the deadline.

The problem is that not everyone might agree with you. When you are working with a team, it can be challenging to synchronize the work pace so that you’ll notice that you need to remind them about the deadline.

When it comes to the project progress, you will want to remind your teammates and colleagues about the deadline.

There are many problems that can hinder the accomplishment of your projects such as late payments, late shipments, overdue deadlines, lack of updates and reports, unsigned contracts, and many more. And when you are not informing the situation to your teammates, you could risk missing the deadlines.

Here is where the Deadline reminder email can help you a lot.

What they said was true that people would hear you more when you email them. But there are some keys that you don’t want to miss when composing the deadline reminder emails. You will find them after the examples.

Here are the sample emails of the deadline reminder emails that you can use.

Sample Emails


Dear Susann,
I’m writing this email to remind you that the project deadline is approaching. On the 23rd of May, I will expect to receive all the required documents. Hope everything goes smoothly.
In the meantime please let me know if you need anything from me.
Kind regards,


Hello Mike,
Hope you are doing well!
This is just a kind reminder to inform you that the deadline for the project is on 15th of June. I’d really appreciate it if you could please send me the completed milestones.
Thank you in advance.
Best regards,


Hi Jessica,
The deadline for the submission of the final report is the 3rd of May. This is just a friendly reminder.


Dear Sam,
Please send your completed reports, no later than December 06, 2021.
Please do not hesitate to contact me with any additional questions. I will be happy to walk you through the process.
Warm regards,


Hi Pete,
This is my second reminder. The deadline expired 2 days ago. Please share your inputs. You are currently behind the required completion date and we urgently ask you to take action.
Warm regards,


Dear Customer,
This is a gentle reminder. I would really appreciate it if you can provide me an estimated date for its payment.
Kind regards,


Tweak your headline

Don’t put too generic sentences to remind your recipients about the deadline. The very first step that you need to consider is the email’s subject. If it is too generic, your recipients will get bored and probably don’t get the message well.

You could highlight the root problem and politely remind your teammates that you would want their appropriate response. Make a stunning email subject that gives them enough reason not to ignore your email.

Keep it short and dense

As we know, humans have short attention spans. So, you don’t want to write thousands of words since your readers will leave before in the middle of the way. Researchers showed that the best word count per email is from 75 to 100 words. Those emails turned out to have better responses than longer emails.
The longer your email, the riskier that your readers do not grasp your message.
Instead, you could keep the email short, high quality, and dense. It is like a quick text to your colleagues or clients but added with vital information. As long as you explain it well in the email, they will feel guilty if they don’t respond to your mail.

Explain your party’s situation

When you send the deadline reminder email, it puts a certain pressure on your recipients although you don’t mean that way.
Well, it is natural. But you can also explain your situation there to make them understand your requests. There are also some occasions where you will need to explain to them about your condition in detail so that they won’t take it personally when you remind them about the deadline.

If you send the reminder to a customer, you might need some juice for your email. After all, they are clients who are spending their money on your business.

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