Sending a reminder email can feel tricky—you want to be clear without sounding pushy, firm without being rude, and professional without appearing robotic. Whether you’re following up on a payment, a request, a meeting, or a missed response, using the right phrasing ensures your message lands smoothly.
Below are 25+ polished, modern, and natural ways to say “this is a reminder” along with examples and insights so you can use each phrase effectively.
When Should You Use These Alternatives?
Different reminders call for different tones:
For formal communication (clients, leadership, external partners):
Use polished options like
“I’m following up regarding…”,
“This is a gentle reminder…”,
“I’d like to kindly request an update…”
For internal or team communication:
Use friendly, lighter reminders like
“Just checking in…”,
“Quick reminder…”,
“Circling back on this…”
For overdue or urgent matters:
Use clear, firm options such as
“This is a friendly follow-up on the pending item…”,
“A quick reminder that this requires your attention…”
Professional Alternatives for Sending a Polite Reminder Email
Below are 30 polished, professional alternatives, each with usage, examples, and why they work.
1. “This is a gentle reminder…”
Usage: Soft and respectful, ideal for client-facing messages.
Example: This is a gentle reminder about the documents requested last week.
Why it works: It’s polite and non-intrusive.
2. “I’m following up regarding…”
Usage: Standard, professional follow-up phrase.
Example: I’m following up regarding the proposal sent on Monday.
Why it works: Clear and direct without sounding demanding.
3. “I wanted to check in on…”
Usage: Friendly and conversational.
Example: I wanted to check in on the status of the updated report.
Why it works: Shows interest, not pressure.
4. “Just a quick reminder…”
Usage: Light tone, great for colleagues or teams.
Example: Just a quick reminder about tomorrow’s meeting at 10 AM.
Why it works: Short, modern, and uncomplicated.
5. “Kindly note…”
Usage: Works well for formal or repeated reminders.
Example: Kindly note that the deadline is approaching.
Why it works: Sounds respectful while emphasizing importance.
6. “May I kindly ask for an update on…”
Usage: Polite and deferential.
Example: May I kindly ask for an update on the pending approval?
Why it works: Maintains courtesy while prompting action.
7. “I wanted to bring this back to your attention…”
Usage: Good for reminders after long delays.
Example: I wanted to bring this back to your attention before we finalize the schedule.
Why it works: Refocuses without blame.
8. “I hope this serves as a friendly reminder…”
Usage: Warm and diplomatic.
Example: I hope this serves as a friendly reminder to complete the onboarding form.
Why it works: Reinforces the positive tone.
9. “I’m reaching out to remind you…”
Usage: Professional and neutral.
Example: I’m reaching out to remind you that the payment is now due.
Why it works: Clear purpose, minimal fluff.
10. “A quick follow-up on…”
Usage: For short reminders.
Example: A quick follow-up on the design draft sent yesterday.
Why it works: Short, modern, and efficient.
11. “Circling back on…”
Usage: Great for internal communications.
Example: Circling back on the task we discussed last week.
Why it works: Popular and naturally professional.
12. “When you have a moment, could you…”
Usage: Soft and considerate.
Example: When you have a moment, could you review the updated file?
Why it works: Shows patience and respect.
13. “At your earliest convenience, please…”
Usage: Formal but not forceful.
Example: At your earliest convenience, please share the final approval.
Why it works: Encourages action while offering flexibility.
14. “Gentle follow-up on…”
Usage: Mildly formal.
Example: Gentle follow-up on the requested details for tomorrow’s meeting.
Why it works: Clear but soft phrasing.
15. “Please be reminded…”
Usage: Best for official or recurring notices.
Example: Please be reminded that the policy changes take effect next week.
Why it works: Direct and authoritative.
16. “I’m writing to follow up on…”
Usage: Structured and formal.
Example: I’m writing to follow up on your pending feedback.
Why it works: Works well in formal email formats.
17. “I’d like to kindly remind you…”
Usage: Respectful with a warm tone.
Example: I’d like to kindly remind you to sign the agreement.
Why it works: Maintains a pleasant tone.
18. “This is a friendly follow-up…”
Usage: Balanced tone.
Example: This is a friendly follow-up on your request for data.
Why it works: Professional and gentle.
19. “A reminder that…”
Usage: Simple and neutral.
Example: A reminder that the deliverables are due today.
Why it works: Clean and concise.
20. “I wanted to touch base regarding…”
Usage: Semi-formal; good for ongoing conversations.
Example: I wanted to touch base regarding the final review.
Why it works: Sounds collaborative.
21. “Could you please confirm…”
Usage: Great for tasks waiting on verification.
Example: Could you please confirm if you received the updated invoice?
Why it works: Encourages quick response.
22. “Please let me know if there are any updates on…”
Usage: Polite and open-ended.
Example: Please let me know if there are any updates on the budget review.
Why it works: Shows flexibility while requesting clarity.
23. “I appreciate your attention to this…”
Usage: Positive reinforcement.
Example: I appreciate your attention to this reminder about the pending items.
Why it works: Builds goodwill.
24. “As a quick nudge…”
Usage: Informal; great for internal teams.
Example: As a quick nudge, please upload your project files today.
Why it works: Light and friendly.
25. “Just wanted to stay on your radar…”
Usage: Friendly and modern.
Example: Just wanted to stay on your radar regarding the content edits.
Why it works: Softens the reminder.
26. “This is to kindly follow up on…”
Usage: Neutral and professional.
Example: This is to kindly follow up on the feedback requested earlier.
Why it works: Effective without being pushy.
27. “In case this slipped through, here’s a quick reminder…”
Usage: Light and understanding.
Example: In case this slipped through, here’s a quick reminder to submit the form.
Why it works: Avoids blame or pressure.
28. “Could you please take a moment to…”
Usage: Polite and respectful.
Example: Could you please take a moment to review the attached file?
Why it works: Encourages quick action.
29. “Following up to ensure this didn’t get missed…”
Usage: Warm but assertive.
Example: Following up to ensure this didn’t get missed amidst your busy schedule.
Why it works: Recognizes the recipient’s workload.
30. “A quick reminder as we approach the deadline…”
Usage: Deadline-driven tasks.
Example: A quick reminder as we approach the deadline for submissions.
Why it works: Signals urgency without pressure.
Quick One-Line Templates
- “Just a gentle reminder about the pending item below.”
- “Following up to check if there are any updates.”
- “When you get a moment, could you take a look at this?”
- “Please be reminded of the deadline mentioned earlier.”
- “Circling back on my previous email—any update would be appreciated.”
- “A quick reminder that this needs your review.”
Common Mistakes to Avoid
Avoid these when writing reminder emails:
- sounding impatient or irritated
- sending too many reminders too quickly
- using overly formal or outdated language
- writing long paragraphs before getting to the point
- using guilt-inducing or passive-aggressive wording
- forgetting to include context from previous messages
FAQ
1. How long should I wait before sending a reminder email?
Usually 24–72 hours for internal messages and 3–5 business days for clients or external contacts.
2. Is it rude to send a reminder email?
Not if phrased politely. Clear, respectful reminders are part of professional communication.
3. How many reminders are acceptable?
Generally one initial reminder and one follow-up. Beyond that, escalate politely or use another communication channel.
4. Should I apologize for sending a reminder?
Not necessary. Instead, stay polite and professional without undermining your request.
5. What tone should a reminder email use?
A balance of courteous, clear, and confident—without sounding demanding.
6. Should I include the previous email in my reminder?
Yes, if context is important. It helps the recipient respond faster.
Final Thoughts
Polite reminder emails don’t need to sound stiff, passive-aggressive, or repetitive. By choosing thoughtful and modern alternatives, you maintain professionalism, protect relationships, and encourage timely responses—all while keeping your communication smooth and effective.
DISCOVER MORE ARTICLES
Can You Start a Sentence With “Moreover”? (Guide+30 Alternatives)
