Send Reminder Emails Automatically From Due Dates in Excel

By / Last Updated October 8, 2026

An Excel VBA program can check the due dates in your workbook every day, prepare the reminder emails in Outlook with each person’s details filled in, and keep a record of what went out.

The issue

We keep our customers’ service due dates in an Excel workbook, a few hundred rows: inspections, renewals, annual visits. Every morning someone opens the file, scans the dates and writes the reminder emails by hand. Some are missed, some go out twice, and afterward nobody can say who was reminded and when.

We’d like Excel to find the rows that are coming due or overdue and prepare the emails for us, with the right name, date and details in each one, and keep a record of what was sent.

How I’d build it

Yes, I can definitely automate this for you.

It would be an Excel VBA program inside your workbook. You keep entering dates the way you do now, and when you’re ready you click Send Reminders.

An Excel sheet titled Service Reminders with Send Reminders, Settings and Log buttons above a list of ten customers. Each row shows the contact, the service, the due date, a colored status such as Due today, Due in 14 days or Overdue 14 days, which reminder goes out today, and the date of the last reminder.
Illustration with sample data: the Reminders sheet. Five rows are marked for a reminder today.

1 The program checks every row and picks the ones that need a reminder today: 14 days before the due date, on the due date, and once a week while a row is overdue. You set those days on the Settings sheet.

2 For each one it creates an email in Outlook from your template, with the customer’s name, the service, the due date and anything else from that row filled in.

3 It writes today’s date in the row and adds a line to the Log sheet, so the same reminder never goes out twice and you can see who was reminded and when.

The Log sheet listing each reminder, newest first, with the date, time, customer, contact, service, which reminder it was, and Sent. This morning's five reminders are at the top in bold.
Illustration with sample data: the Log sheet after this morning’s run.

You can have the emails sent right away, or created as drafts so you can read each one before it goes. The wording lives on the Settings sheet, so you can change it any time without touching the code.

The Settings sheet with three sections. When to remind: 14 days before the due date, on the due date, and every 7 days while overdue. How to send: send now, and the Outlook account. Email wording: a subject and a message with {Customer}, {Contact}, {Service} and {Due Date} placeholders filled in from each row.
Illustration with sample data: the Settings sheet, where the days and the email wording are set.

If you’d like it to run without anyone clicking, Windows can open the workbook early each morning and the reminders go out on their own. It works with classic Outlook on a Windows PC.

To get started, describe your file below. Once I reply, you can send a copy of the workbook (sample data is fine) and an example of a reminder you send today.

Small fixes start at $69.

Every project gets a fixed-price quote before any work starts: the price you approve is the price you pay.

Step 1 of 2

What can we help you with?

A few words is enough. You can add more once we reply.

Pick the closest match (optional)

Helpful to include:

  • What you do today
  • What you want it to do instead
  • Anything you have already tried

Have a sample workbook or a screenshot? Attach it when you reply to our first email. A copy with confidential data removed is fine.

When do you need it?
Do you use Excel on Windows or Mac? (optional)

One more short step: your name and email.

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How to Automatically Highlight Overdue Items and Approaching Deadlines → How to Calculate Business Days Between Two Dates in Excel → How to Add a Button That Runs a Macro in Excel →
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