5 Great Timesheet Reminder Email Templates To Copy & Paste

Getting everyone to submit their timesheets on time can be a recurring challenge, but the right reminder email can make the process feel almost effortless.

Referring to a template provides a clear and consistent starting point, helping you craft an effective message without having to reinvent the wheel every week.

Tips for Writing Timesheet Reminder Emails

• Keep the subject line clear and actionable. Forget vague titles. Use something direct like “Timesheet Submission for [Pay Period]” so your team knows exactly what’s needed just from a glance.
• Get straight to the point. Your email should have one job. Clearly state the action required (submit timesheet), the deadline, and include a direct link to where they can do it. Nothing more, nothing less.
• Design for mobile. Most people will open this email on their phones. A simple, clean design with a prominent button makes it easy for them to take action, whether they’re at their desk or on the go.
• Frame it positively. Instead of a nagging tone, position the reminder as a helpful step to ensure everyone gets paid correctly and on time. A positive spin makes the request feel more like teamwork and less like a chore.
• Automate with a personal touch. Use automation to send your reminders, but personalize them with the employee’s first name. It’s a small detail that makes the message feel more human and less robotic.

Types of Timesheet Reminder Email Templates We Will Cover

1. Weekly Submission Reminder Email Template
2. Monthly Timesheet Deadline Email Template
3. Late Submission Alert Email Template
4. Approval Pending Notification Email Template
5. Timesheet Completion Reminder Email Template

5 Timesheet Reminder Email Templates

1) Weekly Submission Reminder Email Template

<template>

Subject: Reminder: Weekly Timesheet Due [*Due Date*]

Hi [*Employee Name*],

This is a friendly reminder to submit your timesheet for the week of [*Start Date*] to [*End Date*].

To ensure you’re paid accurately and on time, please complete your submission by the end of the day today. You can access the timesheet portal directly through this link: [*Link to Timesheet Portal*].

If you have any questions or run into any issues, please let me know.

Thanks,

[*Your Name*]

[*Your Position*]

</template>

2) Monthly Timesheet Deadline Email Template

<template>

Subject: Action Required: Monthly Timesheet for [*Month, Year*]

Hi [*Employee Name*],

This is a reminder to submit your timesheet for [*Month, Year*]. The deadline for submission is [*Due Date*].

To ensure payroll is processed smoothly, please complete your timesheet by the end of the day. You can submit your hours directly through the portal: [*Link to Timesheet Portal*].

Please let me know if you have any questions.

Thanks,

[*Your Name*]

[*Your Position*]

</template>

3) Late Submission Alert Email Template

<template>

Subject: Urgent: Your Timesheet for [*Pay Period*] is Overdue

Hi [*Employee Name*],

This is a follow-up to let you know that your timesheet for the pay period of [*Start Date*] to [*End Date*] is now overdue. The deadline was [*Original Due Date*].

To prevent any delays with your paycheck, please submit your hours as soon as possible. You can access the portal directly to complete your timesheet: [*Link to Timesheet Portal*].

If you’ve already submitted it or are having trouble, please let us know by replying to this email.

Thanks,

[*Your Name*]

[*Your Position*]

</template>

4) Approval Pending Notification Email Template

<template>

Subject: Action Required: Approve Timesheet for [*Employee Name*]

Hi [*Manager Name*],

This is to notify you that [*Employee Name*] has submitted their timesheet for the period of [*Start Date*] to [*End Date*], and it is now awaiting your approval.

Please review their submitted hours to ensure payroll is processed accurately. You can approve the timesheet directly through the portal: [*Link to Approval Portal*].

If you have any questions, please let me know.

Best,

[*Your Name*]

[*Your Position*]

</template>

5) Timesheet Completion Reminder Email Template

<template>

Subject: Action Needed: Complete Your Timesheet for [*Pay Period*]

Hi [*Employee Name*],

This is a friendly reminder that your timesheet for the period of [*Start Date*] to [*End Date*] has been started but not yet submitted.

To ensure your hours are included in the upcoming payroll, please take a moment to finalize your entries and submit them. You can pick up right where you left off by clicking here: [*Link to Timesheet Portal*].

If you need any assistance, please feel free to reach out.

Thanks,

[*Your Name*]

[*Your Position*]

</template>

What About Using Flodesk?

Once you have your timesheet reminder templates ready, the next step is sending them effectively. Flodesk provides intuitive email marketing tools designed for small businesses, allowing you to manage and grow your email list with ease. You don't need any coding or design experience to create, send, and automate emails that connect with your team and keep processes running smoothly.

Join thousands of businesses who use Flodesk to send clear, effective emails. Our platform includes a straightforward email builder, robust automation features, and simple forms, giving you all the necessary tools for your email marketing needs without the usual complexity. Flodesk empowers both beginners and seasoned users to deliver professional-looking emails in a remarkably simple way.

Wrapping Up

Effective timesheet reminders are built on clear communication and consistent delivery. Flodesk gives you the tools to automate these emails, helping you maintain a smooth workflow without the manual effort.

Ready to streamline your internal communications? Sign up for Flodesk and start sending emails your team will actually want to open.