How to Remind Politely in Email Sample: A Guide to Gentle Email Follow-Ups

Are you tired of sending reminders to people that lack tact or courtesy? You’re not alone. Many of us dread the task of reminding people about something, especially when it involves following up on unpaid debts or missed meetings. However, reminders are a necessary part of professional communication, and learning how to remind politely in email can help make the process more efficient and effective.

Luckily, you don’t have to be a master of language to write a polite reminder. By following some simple guidelines and reviewing some example messages, you can learn to craft gentle yet effective reminders that are sure to get results. Whether you need to nudge a client, follow up with a coworker, or check in with a friend, you’ll find plenty of useful ideas in this guide.

So, if you’re ready to learn how to remind politely in email and start sending reminders with confidence, keep reading. You’ll find plenty of real-world examples and helpful strategies that you can use today or edit to suit your specific needs.

The Best Structure for How to Politely Remind Someone in an Email

At some point in our professional lives, we have all found ourselves in the position of needing to remind someone about something. It could be a project deadline, a meeting, or even a simple request. While it is common to feel anxious or hesitant about sending a reminder email, it is important to remember that it can be done in a polite and effective way. In this article, we will delve into the best structure for how to politely remind someone in an email.

The first step in crafting a polite reminder email is to set the tone with a friendly greeting. It is often most effective to start with a simple “Hi” or “Hello” followed by the person’s name. This helps to establish a warm and approachable, yet still professional, tone for the email. However, if you have an established relationship with the recipient, it may be appropriate to use a more casual greeting.

The next important step is to express gratitude before getting into the reminder itself. This can be done by thanking the recipient for their previous assistance or acknowledging their busy schedule. By expressing gratitude, you are showing that you value the recipient’s time and effort, which can make them more receptive to your request.

After expressing gratitude, it is time to introduce the reminder itself. It is important to be clear and concise, while still being polite and professional. If the original request was made a while ago, you may want to provide a brief refresher to jog the recipient’s memory. It is also helpful to provide any relevant information or context that may be necessary for the recipient to fulfill the request.

When phrasing the reminder itself, it is crucial to avoid any accusatory language or implications of blame. Instead, try framing the reminder in a positive light using phrases such as “I was hoping to get an update on” or “I would appreciate it if you could let me know”. This helps to convey that the reminder is not a complaint or criticism, but rather a simple request for information.

Before concluding the email, it is important to reiterate your appreciation for the recipient’s help and cooperation. This can be done with a simple phrase such as “I appreciate your assistance with this” or “Thank you for your time”. Being polite and gracious throughout the email helps to maintain a positive and respectful tone, which can improve the chances of a successful outcome.

In conclusion, the best structure for how to politely remind someone in an email involves a friendly greeting, expressing gratitude, introducing the reminder, avoiding accusatory language, and reiterating appreciation. By following these guidelines, you can craft a polite and effective reminder email that is more likely to elicit a positive response.

7 Polite Email Reminder Templates for Different Scenarios

Reminder for Pending Payment

Dear [Name],

I hope this email finds you well. It is a pleasure doing business with you. However, I wanted to follow up as your account still shows a pending payment of [Amount] for invoice [Invoice Number] which was due [Due Date].

Please let me know if there are any issues or concerns regarding this matter. I would appreciate your prompt attention to this matter. Thank you for your cooperation in advance.


[Your Name]

Reminder for Unread Email

Hi [Name],

I hope this email finds you well. I am writing as I wanted to follow up on the email I sent you regarding [Topic] on [Date]. I understand you must have a busy schedule, but it would be great if you could confirm whether you received my email.

Please let me know if there are any time constraints, and I will be happy to arrange a call with you at your convenience to discuss this further. I look forward to hearing from you soon.

Best regards,

[Your Name]

Reminder for Follow-up Meeting

Dear [Name],

I hope you’re doing well. This email is regarding our scheduled meeting on [Date] at [Time] to discuss [Topic]. I wanted to confirm if you’re still available for this meeting.

If there are any changes or conflicts, kindly let me know, and I will be happy to reschedule the meeting at your convenience. I appreciate your time and look forward to our fruitful discussion soon.

Thank you,

[Your Name]

Reminder for Work Submission

Hello [Name],

I hope this email finds you in good spirits. This is a gentle reminder to submit [Project Name] that is due on [Date]. I understand that the deadline may be tight, but your prompt action is greatly appreciated.

If there are any issues or concerns that you may be facing, please let me know, and we can work together to find a solution that works for us both. I appreciate all the hard work you have put into this project so far and look forward to seeing the final outcome.

Thanks and Regards,

[Your Name]

Reminder for Interview Date

Dear [Name],

Greetings! I hope this email finds you well. I am writing to remind you of your scheduled interview for the position of [Job Title] on [Date] at [Time]. We are excited to see you and to speak with you about the opportunity to join our team.

You will meet with [Interviewer Name], who will lead the interview. Please let me know if there are any issues or conflicts with the time or place. Also, please remember to bring all the required documents and be prepared to answer all the questions related to the job description.

Wishing you the best of luck,

[Company Name]

Reminder for RSVP

Hello [Name],

I hope everything is going well for you. I am writing to remind you about [Event Name] on [Date]. We are excited to have you for the event, but we have not yet received your RSVP.

Please let us know if you will be attending the event as we need to make arrangements for catering and the seating. If there are any issues or concerns, please feel free to reach out to me at any time. We hope to see you soon!

Warm regards,

[Event Organizer]

Reminder for Providing Information

Hi [Name],

I hope this email finds you well and in good spirits. I am following up on our previous call on [Date] where we discussed [Topic]. You said you would send me the required information by [Due Date], but I have yet to receive it.

Please let me know if there are any issues that you’re facing, and if there are any questions, please feel free to ask anytime. I appreciate your effort and look forward to hearing from you soon.

Thank you,

[Your Name]

Tips for Reminding Politely in Email

It’s common to find yourself in situations where you need to remind someone of a task or reply to an email without sounding too pushy or rude. Using polite reminders in your emails can make all the difference. Here are some tips to help you remind politely in email:

  • Begin with a friendly greeting: Starting your email with a pleasant greeting such as “Hello” or “Hope you’re having a good day” sets a friendly tone and helps the recipient feel at ease.

  • Get straight to the point: After the greeting, state the purpose of your email briefly and clearly. Be specific about what you are asking for without being too demanding.

  • Be courteous: Always use polite words such as “please” and “thank you” to show respect and appreciation. These simple words can make a big difference in the tone of your email and help you come across as friendly and approachable.

  • Provide context: If your reminder email is regarding a conversation or a previous email, provide some relevant context to jog the recipient’s memory and help them understand what you are talking about.

  • Offer assistance: Instead of simply reminding the recipient to reply or complete a task, offer your assistance if they need any help. This shows that you are genuinely interested in their success and willing to help however you can.

  • End with a polite closing: End your email with a polite closing, such as “Best regards” or “Thank you for your attention.” It’s a simple gesture that shows that you appreciate the recipient’s time and effort.

Reminding someone of a task or something they promised to get back to you on can be a sensitive issue. However, with the above tips, you can remind politely in email and ensure that your messages are well received. Always remember that your emails should convey respect, gratitude, and empathy in your communication.

FAQs for How to Remind Politely in Email Sample

What is the best way to remind someone to reply to an email?

One way to remind someone politely to reply to an email is to start your message with a friendly greeting and then acknowledge that they may be busy. You can then politely request that they reply to your original email.

Is it okay to send multiple reminders for the same request?

It’s okay to send multiple reminders, but be sure to space them out and vary the wording so that you don’t come across as overly persistent or annoying. If you are sending multiple reminders, it’s also a good idea to acknowledge that you have sent previous reminders.

What should I do if I don’t receive a reply after multiple reminders?

If you don’t receive a reply after multiple reminders, it may be time to switch to a different method of communication or seek an alternative solution to your request.

How can I politely remind someone of a deadline?

You can politely remind someone of a deadline by sending a reminder email a few days before the deadline and thanking them for their attention to the matter. Be sure to also provide any necessary information or resources to help them meet the deadline.

What tone should I use when reminding someone politely in an email?

You should use a friendly and professional tone when reminding someone politely in an email. Avoid using a threatening or aggressive tone, as this is likely to create tension and a negative response from the recipient.

How can I use language to remind someone politely in an email?

Use polite language and avoid using words that may be perceived as negative or critical. Instead of saying “You haven’t replied to my email yet,” say “I was wondering if you had a chance to look at my email?”

What is the best time to send a polite reminder email?

The best time to send a polite reminder email is typically midweek, during regular business hours. Avoid sending reminder emails early in the morning or late at night, as this may be considered rude or intrusive.

Wrap it up

And that’s how you do it! Hopefully, this article gave you some great tips on how to politely remind someone in an email. Remember to be friendly, clear, and concise. Nobody likes to receive a stern message, so always keep it professional. Thanks for reading and make sure to visit us again to learn more about how to communicate effectively. Happy emailing!