Sending reminders is a natural part of professional and personal communication, but the key to getting a positive response lies in how the message is framed. Politeness and empathy are crucial when sending reminders—after all, no one enjoys feeling pressured or inconvenienced. A well-crafted reminder can maintain relationships and encourage action without causing any friction. In this article, we will explore 20 different ways to “send a polite reminder” with practical examples to help you craft messages that are both respectful and effective.
What Does “Polite Reminder” Mean?
A “polite reminder” is a courteous way of reminding someone about a task, deadline, or request. It’s a form of gentle communication that ensures your message doesn’t come across as rude or demanding. Instead of simply pointing out that someone hasn’t completed something, a polite reminder helps nudge them in a respectful manner without sounding accusatory. The tone, phrasing, and timing are all important factors to consider in delivering a reminder that achieves its purpose while maintaining a positive relationship.
Is It Professional/Polite to Send a Reminder ?
Sending a reminder is often necessary in professional settings, but it’s important to balance clarity with respect. A well-constructed reminder can be seen as helpful and efficient, rather than impatient. However, it’s crucial to pay attention to tone and timing. A polite reminder ensures the recipient understands the urgency or importance of the request without feeling harassed. The goal is to encourage action while fostering a sense of collaboration and goodwill, especially if the recipient has a busy schedule or a lot on their plate.
Pros or Cons of Sending Reminders
Pros:
- Helps Stay on Track: Reminder s ensure tasks don’t fall through the cracks and deadlines are met.
- Professional and Polite: They reflect well on your communication skills when written with care.
- Encourages Collaboration: A friendly reminder fosters open communication between colleagues, clients, and peers.
Cons:
- Can Feel Repetitive: Too many reminder s might seem overbearing or nagging.
- Tone Missteps: A poorly worded reminder can sound more like a demand than a polite prompt.
- Timing Issues: Reminders sent too early or too late can cause unnecessary tension.
Synonyms For Polite Reminder Alternatives:
- Just following up on my previous
- I hope this message finds you well
- Just wanted to check in
- I wanted to kindly remind you
- I understand you have a lot on your plate, but…
- I just wanted to send a quick reminder
- Just a friendly reminder
- Just wanted to follow up and see if you had a chance
- I know you’re busy, but I wanted to gently remind you
- Hope everything is going well, just checking in
- Just a gentle nudge about [task]
- I wanted to bring this to your attention again
- Would you be able to provide an update?
- When you have a moment, could you look into this?
- Just wanted to see if there’s been any progress
- At your earliest convenience, could you…?
- I’d appreciate any updates you can provide
- Would you happen to have an update on this?
- Just circling back on this
- If you could let me know when you have a moment, that’d be great
1. “Just Following Up on My Previous “
This phrase is ideal for when you’ve already sent an , and the recipient hasn’t responded or acted on it. It’s a subtle way of reminding them that you’re still awaiting a reply without sounding impatient. A “follow-up” suggests a courteous reminder that gently nudges the person to revisit the previous message.
Scenario Example :
Subject: Following Up on [Topic]
Hi [Name],
I hope you’re doing well! Just following up on my previous regarding [task/subject]. Please let me know if you need any further information from me.
Looking forward to hearing from you!
Best regards,
[Your Name]
Best Use: When a previous has been sent, but no action or response has been received yet.
Additional Note: This approach is polite and implies that the previous may have been overlooked or forgotten, so it serves as a helpful nudge.
2. “I Hope This Message Finds You Well”
Starting with a warm greeting like “I hope this message finds you well” is a great way to ensure that your reminder doesn’t feel cold or transactional. It conveys a sense of genuine care before diving into the request. This is ideal when you want to remind someone of something while still showing empathy and good intentions.
Scenario Example :
Subject: Reminder: [Task]
Hi [Name],
I hope this message finds you well! I wanted to gently remind you about [task/subject]. Please let me know if you have any questions or need further details.
Best,
[Your Name]
Best Use: When you want to send a reminder that feels personal and respectful, ideal for both professional and personal contexts.
Additional Note: This introduction softens the reminder and sets a positive tone for the message, showing that you are thoughtful in your approach.
3. “Just Wanted to Check In”
This is a casual, friendly phrase that’s excellent for sending a reminder without sounding formal. It conveys the idea that you’re simply checking in to see if the person is still on track with the task or if they need any assistance. It’s a good way to keep things light and polite, without pushing too hard.
Scenario Example :
Subject: Checking In on [Task/Project]
Hi [Name],
I just wanted to check in regarding [task/project]. Let me know if you need anything else or if there’s anything I can help with.
Thanks,
[Your Name]
Best Use: When you want to keep the tone friendly and non-urgent, perfect for situations where you aren’t in a hurry but still need a response.
Additional Note: This is especially useful for collaborative work or when you don’t want to put too much pressure on the recipient.
4. “I Wanted to Kindly Remind You”
Adding the word “kindly” to your reminder is a way to make your request sound extra polite and respectful. It helps convey warmth and consideration, suggesting that the person may not have had the time to complete the task, but that you’re giving them a gentle nudge. It’s a great phrase for any situation where you want to ensure the recipient knows you’re being thoughtful.
Scenario Example :
Subject: Friendly Reminder: [Task]
Hi [Name],
I hope you’re doing well! I wanted to kindly remind you about [task]. If you could let me know your update, that would be greatly appreciated.
Best,
[Your Name]
Best Use: When you need to follow up on a request but want to emphasize politeness and respect.
Additional Note: This phrase is perfect when you’re sending a reminder that might require action on the recipient’s part and you want to keep the tone non-demanding.
5. “I Understand You Have a Lot on Your Plate, But”
This is a compassionate way to acknowledge that the person may have other priorities or a busy schedule. By recognizing that they may be overwhelmed, this reminder shows empathy and consideration for their time, while still gently reminding them of the task at hand. It helps soften the request and encourages the person to act without feeling pressured.
Scenario Example :
Subject: A Quick Nudge Regarding [Task]
Hi [Name],
I understand you’ve got a lot on your plate right now, but I wanted to gently remind you about [task/project]. If there’s anything I can do to help, feel free to reach out.
Best,
[Your Name]
Best Use: When you are aware that the person is busy and you want to show empathy while still prompting them to complete the task.
Additional Note: This phrase can make the recipient feel that you understand their workload, helping to reduce any stress that the reminder might cause.
6. “I Just Wanted to Send a Quick Reminder”
A simple, straightforward phrase like this one is excellent for sending a quick reminder without adding too much formality. It’s friendly and to the point, signaling that you’re just offering a small nudge to ensure the task doesn’t get overlooked. It’s perfect for situations where you just want to keep things moving without much fanfare.
Scenario Example :
Subject: Quick Reminder: [Task/Subject]
Hi [Name],
I just wanted to send a quick reminder about [task/subject]. Feel free to reach out if you need anything else from me.
Best regards,
[Your Name]
Best Use: When you want a quick, no-frills reminder, typically for tasks that are less urgent but still need attention.
Additional Note: This phrase keeps things casual and efficient, making it ideal for busy professionals or informal settings.
7. “Just A Friendly Reminder”
This is a highly friendly and non-urgent way to send a reminder. By using the word “friendly,” you help soften the tone of your request, making it clear that you’re not being demanding. This is a great option for encouraging someone to complete a task while keeping the atmosphere lighthearted and approachable.
Scenario Example :
Subject: Friendly Reminder: [Task]
Hi [Name],
Just a friendly reminder to check in on [task/subject]. Let me know if you need anything else from me.
Best,
[Your Name]
Best Use: Ideal for informal or semi-formal contexts where you want to be polite but not overly formal.
Additional Note: The word “friendly” makes the reminder feel approachable, which can encourage a more positive response.
8. “Just Wanted to Follow Up and See if You Had a Chance”
This reminder helps ensure that you’re giving the recipient enough time, without pressuring them. Phrasing it like “just wanted to follow up” implies that you’re simply checking in and that you’re aware they may need additional time. This makes it easier for the recipient to respond without feeling guilty or stressed.
Scenario Example :
Subject: Follow Up: [Task]
Hi [Name],
I hope all is well! Just wanted to follow up and see if you had a chance to look into [task/subject]. Let me know if there’s anything I can do to assist.
Best regards,
[Your Name]
Best Use: Perfect when you suspect the recipient has been busy and may not have gotten around to your request yet.
Additional Note: This phrase keeps the tone open-ended, ensuring the recipient doesn’t feel rushed while still getting the message.
9. “I Know You’re Busy, But I Wanted to Gently Remind You”
This phrase is a great way to acknowledge the recipient’s workload while still ensuring that they don’t forget about your request. By recognizing their busyness upfront, you make the reminder feel empathetic rather than intrusive. It helps maintain a positive relationship while subtly prompting action.
Scenario Example :
Subject: Gentle Reminder Regarding [Task]
Hi [Name],
I know you’re busy, but I just wanted to gently remind you about [task]. I’d really appreciate it if you could take a moment to update me. Let me know if there’s anything I can do to assist.
Looking forward to your response!
Best,
[Your Name]
Best Use: When reaching out to someone with a hectic schedule, ensuring your reminder feels considerate rather than pushy.
Additional Note: This phrase makes your feel understanding and patient, reducing the chance of the recipient feeling pressured.
10. “Hope Everything Is Going Well, Just Checking In”
Starting your reminder with a positive greeting makes the message feel more personal and friendly. This phrase works well because it doesn’t immediately demand action but instead eases into the reminder with a kind, conversational tone.
Scenario Example :
Subject: Checking In on [Task]
Hi [Name],
Hope everything is going well! I’m just checking in regarding [task/subject] to see if there’s an update. Please let me know if there’s anything I can assist with.
Best,
[Your Name]
Best Use: Great for casual or professional settings where you want to keep the tone friendly and non-urgent.
Additional Note: Using a warm, personal opener increases the likelihood of receiving a positive response.
11. “Just a Gentle Nudge About [Task]”
The phrase “gentle nudge” makes the reminder feel light and non-aggressive. It suggests that you’re simply giving a soft prompt rather than pressuring the recipient. This is especially useful when dealing with colleagues, clients, or superiors.
Scenario Example :
Subject: A Gentle Nudge on [Task]
Hi [Name],
I just wanted to send a gentle nudge regarding [task/subject]. Let me know if you need any further details or assistance.
Thanks so much!
Best,
[Your Name]
Best Use: When you want a soft reminder that doesn’t feel demanding, especially in professional settings.
Additional Note: This phrase is effective when the recipient may need a reminder but you don’t want to come across as pushy.
12. “I Wanted to Bring This to Your Attention Again”
This phrase works well when a task is important but may have been overlooked. It ensures that your reminder feels thoughtful rather than nagging. This is a polite way to reintroduce a subject without making the recipient feel like they’ve made a mistake.
Scenario Example :
Subject: Following Up on [Task]
Hi [Name],
I wanted to bring this to your attention again in case it slipped through the cracks. Please let me know if you need anything from me to move forward.
Looking forward to your update!
Best,
[Your Name]
Best Use: Ideal for reminders about high-priority tasks that may have been forgotten or overlooked.
Additional Note: This phrase is useful when you want to highlight the importance of a task without making the recipient feel guilty.
13. “Would You Be Able to Provide an Update?”
Asking for an update rather than directly reminding someone feels collaborative rather than demanding. It gives the recipient the chance to share any progress, obstacles, or concerns regarding the task.
Scenario Example :
Subject: Quick Check-in on [Task]
Hi [Name],
I hope you’re doing well! Would you be able to provide an update on [task/subject]? Let me know if you need anything from my side to move forward.
Thanks,
[Your Name]
Best Use: When you want to gently inquire about progress without implying urgency or pressure.
Additional Note: This approach keeps things open-ended, allowing the recipient to share updates at their own pace.
14. “When You Have a Moment, Could You Look Into This?”
This phrase respects the recipient’s time and schedule by acknowledging that they may be busy. By saying “when you have a moment,” you make it clear that your reminder is important but not overly urgent.
Scenario Example :
Subject: Quick Request When You Have a Moment
Hi [Name],
I know you’re busy, but when you have a moment, could you look into [task/subject]? Let me know if there’s anything I can do to help.
Thanks,
[Your Name]
Best Use: When you want to keep the reminder low-pressure while ensuring it remains on their radar.
Additional Note: This phrase works well when dealing with senior colleagues, managers, or clients as it conveys respect for their time.
15. “Just Wanted to See If There’s Been Any Progress”
This phrase keeps the tone friendly and conversational while prompting an update. It’s useful when following up on a project, assignment, or deliverable without making it feel like an obligation.
Scenario Example :
Subject: Checking on Progress for [Task]
Hi [Name],
I just wanted to see if there’s been any progress on [task/subject]. Let me know if you need any assistance!
Best,
[Your Name]
Best Use: When you want a casual check-in to see how things are going without applying pressure.
Additional Note: This phrase feels more like a conversation starter than a reminder, which can lead to a better response.
16. “At Your Earliest Convenience, Could You…?”
This phrase is useful for when you need something done soon but don’t want to sound demanding. By saying “at your earliest convenience,” you show flexibility while still expressing that the task is important.
Scenario Example :
Subject: Request for [Task]
Hi [Name],
Whenever you get a chance, could you [task request] at your earliest convenience? Let me know if there’s anything I can do to assist.
Much appreciated!
Best,
[Your Name]
Best Use: When requesting urgent-but-flexible action, ensuring the recipient knows the task is important without creating pressure.
Additional Note: This phrase is effective in formal and professional s where you need a response but don’t want to rush the recipient.
17. “I’d Appreciate Any Updates You Can Provide”
This phrase expresses appreciation while subtly requesting an update. It’s polite, professional, and non-intrusive, making it ideal when you don’t want to sound pushy. This wording makes the recipient feel that you value their response, increasing the chances of a positive reply.
Scenario Example :
Subject: Any Updates on [Task]?
Hi [Name],
I hope you’re doing well! I’d appreciate any updates you can provide on [task/subject] when you get a chance. Please let me know if there’s anything I can do to assist.
Looking forward to hearing from you!
Best,
[Your Name]
Best Use: When you want a polite and appreciative tone in your reminder without setting a strict deadline.
Additional Note: This phrase is great for maintaining a respectful relationship, especially in professional environments where deadlines are flexible.
18. “Would You Happen to Have an Update on This?”
This phrase softens the request by making it sound more like a casual inquiry rather than a firm reminder. The phrase “would you happen to” makes it feel polite and gives the recipient space to respond without feeling pressured.
Scenario Example :
Subject: Quick Follow-Up on [Task]
Hi [Name],
I hope you’re having a great day! Would you happen to have an update on [task/subject]? Let me know if I can be of any help.
Thanks so much!
Best,
[Your Name]
Best Use: Ideal for friendly reminders when you want to maintain a light and conversational tone.
Additional Note: This phrase works particularly well when following up with colleagues, clients, or partners without sounding demanding.
19. “Just Circling Back on This”
This phrase is perfect for business or professional settings when you need to follow up without sounding impatient. The term “circling back” implies that you’re revisiting the topic in a natural, expected manner rather than pushing for an immediate response.
Scenario Example:
Subject: Circling Back on [Task]
Hi [Name],
I wanted to circle back on [task/subject] and see if there are any updates. Let me know if you need any information from my side.
Looking forward to your response!
Best,
[Your Name]
Best Use: When dealing with ongoing conversations or projects where a previous discussion has already taken place.
Additional Note: This phrase is particularly effective in professional environments, as it shows continuity rather than impatience.
20. “If You Could Let Me Know When You Have a Moment, That’d Be Great”
This is a gentle and open-ended way to request a response while respecting the recipient’s time. It makes it clear that you are waiting for an update but aren’t imposing a strict deadline.
Scenario Example :
Subject: Quick Check-In on [Task]
Hi [Name],
Hope you’re doing well! If you could let me know when you have a moment, that’d be great. I’d love to hear any updates regarding [task/subject].
Thanks so much!
Best,
[Your Name]
Best Use: When you want to give the recipient flexibility in their response, making it ideal for non-urgent matters.
Additional Note: This phrase helps to reduce pressure while still ensuring that your reminder is noticed.
Conclusion
Writing a polite reminder is all about striking the right balance—you want to ensure that the recipient remembers the task without feeling overwhelmed or rushed. By choosing the right phrasing, you can make your reminder feel thoughtful, respectful, and professional.
