At some point in our professional lives, we’ve all faced the need to remind someone about a task or commitment. Whether it’s a colleague, client, or friend, crafting a polite and effective reminder email is essential. This guide, “How to Remind Politely in Email Sample,” provides you with ready-to-use templates and phrases to help you compose courteous reminders that get results. These examples are easily customizable, allowing you to tailor your message to the specific situation and maintain a positive professional relationship.
How to Politely Send a Reminder through Email
People get busy, and sometimes a timely response is not always easy to provide. If you have sent an email and have not received a response, it’s perfectly acceptable to send a gentle reminder. While doing so, you want to assure that your reminder is polite, professional, and respectful. After all, you still want the recipient to help you, respond to your request, or move the project forward.
Keep it Brief
Your reminder email does not have to be lengthy, as it should only be a short message that prompts the recipient to remember the original email you sent. A polite reminder should only take a few minutes to write and send.
Be Direct
The main points of your reminder email should be:
- Remind the recipient of the original email’s date and subject line
- State that you are following up on the original email
- Reiterate your email request in a polite and friendly tone
Use Polite Language
Your reminder email should be professional, polite, and friendly. Avoid being too forward or demanding. Instead, use polite phrases such as “I was wondering if you had a chance to look at the information I sent in my previous email. If you need any additional information, please let me know.” or “I wanted to follow up on my previous email to see if you’ve had an opportunity to review my proposal. Please let me know if you have any questions.”
Mention the Value and Benefits
Highlight the value or benefits the recipient will get when they take the desired action. For example, if you are sending a reminder about a sales proposal, you might mention the potential cost savings or increased revenue that the recipient could achieve by accepting your proposal.
Offer to Help
If appropriate, offer to provide additional information or assistance to the recipient. This shows that you are willing to go the extra mile to help them make a decision or take action. For example, you could say, “If you have any questions about the proposal, please don’t hesitate to contact me. I’m happy to answer any questions you have.”
Appropriate Timing
When sending a reminder email, it’s important to consider the appropriate timing. Avoid sending a reminder email too soon after the initial message. Give the recipient a reasonable amount of time to respond before sending a reminder. A good rule of thumb is to wait at least three business days before sending a reminder.
Be Patient
Even after sending a polite reminder, it’s possible that you still may not receive a response. In such cases, it’s best to be patient and avoid sending multiple reminder emails. If you still haven’t received a response after a week or two, you can try calling the person or sending a follow-up email.
How to Remind Politely in Email Samples
For a Pending Invoice
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to kindly remind you about the outstanding invoice [Invoice Number]. The invoice was sent to you via email on [Date].
The total amount due is [Amount].
I understand that things can get busy, and invoices may slip through the cracks. However, we would greatly appreciate it if you could make payment at your earliest convenience.
Thank you for your attention to this matter. If you have any questions or need further information, please don’t hesitate to contact me.
Best regards,
[Your Name]
For a Late Deliverable
Dear [Recipient Name],
I hope you’re having a productive day.
I wanted to check in on the status of the [Deliverable Name] project. The original deadline was [Date], and we haven’t received it yet.
I understand that unforeseen circumstances can cause delays, but we’re starting to fall behind schedule. Would you be able to provide an updated timeline for when we can expect to receive the deliverable?
We’re eager to see the final product and incorporate it into our project. If there are any issues or challenges that are preventing you from meeting the deadline, please let me know so that we can discuss potential solutions.
Thank you for your attention to this matter. I look forward to hearing from you soon.
Best regards,
[Your Name]
For a Meeting Reschedule
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to kindly request a reschedule for our upcoming meeting on [Date] at [Time].
I’ve had a conflict come up that I can’t avoid. [Provide reason for rescheduling].
I apologize for any inconvenience this may cause. Would you be available to meet on [New Date] at [New Time] instead?
If that time doesn’t work for you, please let me know what times are available in the coming days. We can also explore the possibility of a virtual meeting if that would be more convenient.
Thank you for your understanding. I look forward to hearing from you soon.
Best regards,
[Your Name]
For a Follow-up on a Job Application
Dear [Hiring Manager Name],
I hope this email finds you well.
I’m writing to follow up on my application for the [Job Title] position that I submitted on [Date].
I understand that the hiring process can take some time, and I wanted to express my continued interest in the position. I’m confident that my skills and experience align well with the requirements outlined in the job description.
I’m particularly interested in [Specific aspect of the job or company that you’re excited about]. I believe that my [Relevant skill or experience] would be valuable in this role.
I’m available for a phone or video interview at your earliest convenience. Please let me know if you have any questions or need additional information from my side.
Thank you for your time and consideration. I look forward to hearing from you soon.
Best regards,
[Your Name]
For a Pending Approval
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to kindly remind you about the pending approval for the [Project/Document/Request] that was sent to you on [Date].
We’ve been waiting for your feedback and approval to proceed with the next steps. The sooner we receive the approval, the sooner we can move forward with the project and meet our deadlines.
If you have any questions or concerns regarding the approval, please don’t hesitate to reach out. We’re here to assist you in any way we can.
Thank you for your attention to this matter. We look forward to receiving your approval soon.
Best regards,
[Your Name]
For a Feedback Request
Dear [Recipient Name],
I hope this email finds you well.
I’m writing to kindly request your feedback on the [Product/Service/Project] you recently purchased/used from us.
Your feedback is invaluable to us in improving our products and services, and we would greatly appreciate it if you could take a few minutes to share your thoughts.
We’ve created a brief survey that should take no more than [Time] minutes to complete. You can access the survey by clicking on the following link:
[Survey Link]
We appreciate your time and feedback. Your input will help us continue to provide high-quality products and services that meet your needs.
Best regards,
[Your Name]
For a Partnership Inquiry Follow-up
Dear [Recipient Name],
I hope this email finds you well.
I wanted to follow up on our conversation last week regarding a potential partnership between our companies.
I’m excited about the possibilities of combining our strengths and resources to create something truly remarkable. I believe that our collaboration could bring immense value to both of our businesses.
Since our initial conversation, I’ve taken the liberty of drafting a brief proposal that outlines the potential scope of our partnership. I’ve attached it to this email for your review.
I’d love to schedule a call or meeting to discuss the proposal further and explore the next steps. Please let me know what time works best for you.
Thank you for your time and consideration. I look forward to hearing from you soon.
Best regards,
[Your Name]
How to Remind Politely in Email Sample
Sending a polite reminder email is an effective way to follow up on a request or inquiry without being pushy or impolite. Here are some tips and sample email templates to help you craft a polite reminder email:
Subject Line:
Begin the email with a clear and concise subject line that conveys the purpose of your reminder. Avoid vague or generic phrases as they may cause your email to be overlooked. Consider using keywords related to the original request or task to make the email easily identifiable.
Opening Salutation:
Start your email with a friendly and professional greeting. Address the recipient by name if possible, as personalization can help build rapport and make your email more engaging. If you are addressing multiple recipients, use a group salutation such as “Dear Team” or “Hello everyone”.
Express Appreciation:
Begin the body of the email by thanking the recipient for their time and attention. Show your appreciation for their efforts, especially if they are working on a task or project for you. This simple gesture can establish a positive and cooperative tone for the email.
Briefly Summarize the Original Request:
Provide a brief summary of the original request, task, or inquiry. This can help refresh the recipient’s memory and remind them of the context of your email. Keep the summary concise and focus on the key details that are relevant to the reminder.
Polite Reminder:
Gently remind the recipient about the outstanding task or request. Use polite phrases such as “I hope you’re doing well. I was wondering if you’ve had a chance to look into [request].” or “I’m checking in to see if there are any updates regarding [task].” Avoid using demanding or accusatory language.
Offer Assistance:
Demonstrate your willingness to provide assistance or answer any questions the recipient may have. Let them know that you are available to collaborate and support them in completing the task or resolving the issue. This can help build trust and strengthen the working relationship.
Suggest a Deadline (Optional):
If appropriate, you can suggest a reasonable deadline for the task or inquiry. Be flexible and considerate of the recipient’s schedule and workload. Avoid setting unrealistic or demanding deadlines as this may create unnecessary pressure.
Provide Contact Information:
Include your contact information, such as your phone number or email address, so that the recipient can easily reach you for any clarifications or updates. This shows your availability and willingness to communicate.
Closing Salutation:
Conclude the email with a polite and professional closing salutation such as “Sincerely,” “Best regards,” or “Thank you for your time.” Avoid using informal or overly casual closings.
Examples of Polite Reminder Email Templates:
Example 1: Reminder for a Task:
Subject: Follow-up on [Task]
Dear [Recipient Name],
I hope this email finds you well. I am writing to gently remind you about the task we discussed during our last meeting on [Date]. The task involves [Brief Summary of the Task].
If you have already begun working on the task, I would greatly appreciate an update on its progress. If not, I would kindly request that you prioritize it as it is essential for the success of our project.
Please let me know if you require any additional information or assistance. I am available to answer any questions or provide any clarification you may need.
Thank you for your attention to this matter. I look forward to hearing from you soon.
Best regards,
[Your Name]
Example 2: Reminder for an Inquiry:
Subject: Inquiry Follow-up: [Topic]
Dear [Recipient Name],
I hope you are having a productive day. I am writing to follow up on an inquiry I sent you on [Date] regarding [Topic]. I wanted to check if you had the opportunity to review the information and if there were any updates or responses you could provide.
Your insights and expertise on this matter would be invaluable to our team. If you require any additional context or clarification, please do not hesitate to reach out to me. I would be happy to assist you in any way I can.
I understand that your schedule may be busy, but I would greatly appreciate it if you could provide me with an update at your earliest convenience.
Thank you for your time and consideration. I look forward to hearing from you soon.
Best regards,
[Your Name]
FAQs on Polite Email Reminders
How do I politely remind someone about a task or deadline in an email?
Begin the email with a friendly greeting, then gently remind the recipient of the task or deadline. Use polite language and avoid sounding demanding or accusatory. You can suggest a specific time or date for the task to be completed, if applicable.
Is there a specific format I should use for reminder emails?
While there’s no strict format, it’s generally recommended to include a clear subject line that indicates the purpose of the email. In the body, start with a friendly greeting, followed by a polite reminder of the task or deadline. You can then suggest a specific time or date for the task to be completed, if applicable.
What are some phrases I can use to sound polite and professional in my reminder email?
Here are some polite phrases you can use in your reminder emails:
– “I hope this email finds you well.”
– “Just wanted to gently remind you about…”
– “I kindly request that you complete the task by…”
– “Would you be able to provide an update on the progress of…”
– “I understand you may be busy, but your attention to this matter is appreciated.”
How can I handle it if the recipient has already completed the task but forgot to inform me?
If the recipient has already completed the task but forgot to inform you, respond gracefully. Thank them for completing the task and apologize for the reminder email. You can also take this opportunity to request that they inform you once they’ve completed a task in the future.
What should I do if the recipient doesn’t respond to my reminder email?
If the recipient doesn’t respond to your reminder email, you can send a follow-up email. Keep the tone polite and friendly, and avoid sounding frustrated or accusatory. You can also try reaching out to the recipient via phone or in person, if appropriate.
How can I ensure my reminder email is clear and easy to understand?
To ensure your reminder email is clear and easy to understand, use concise and specific language. Avoid using jargon or overly technical terms. Keep your sentences and paragraphs short and well-structured. You can also use bullet points or headings to make the email more visually appealing.
Is it appropriate to include a deadline in my reminder email?
Including a deadline in your reminder email can be helpful, especially if the task is time-sensitive. However, be sure to set a reasonable deadline and avoid being too demanding. You can also suggest a specific time or date for the task to be completed, if applicable.
Thanks for Dropping By, Talk to You Soon
Thank you for taking the time to read my article on how to send polite email reminders. I hope you found it helpful and informative. If you have any questions or need further assistance, please don’t hesitate to reach out to me. I’ll be happy to help in any way that I can.
And if you’re looking for more great content on email etiquette and communication, be sure to check back often. I’m always adding new posts with tips, tricks, and advice to help you stay connected and communicate effectively. Thanks again for reading, and I hope to chat with you soon!