Buzz
Whether you’ve requested someone to complete a task or need to inform them about an upcoming meeting, sending a polite reminder without appearing pushy or impatient can be challenging. People often get busy with their own priorities, but there are effective strategies to gently remind them. Explore our comprehensive tips and examples for crafting the ideal email or text message that’s sure to elicit a reply.
Key Points to Remember
- Allow at least a week before following up with a reminder to give the recipient ample time to respond.
- Be concise and straightforward in your request. Ideally, mention your ask within the first few lines of your email.
- Adopt a grateful and understanding tone. To increase the likelihood of a reply, offer assistance or an alternative if the recipient is unable to fulfill your request.
Step-by-Step Guide
Wait at least a week before sending a follow-up reminder.
Allowing a week between messages helps avoid coming across as pushy. If only a few days have passed since your initial request, the recipient might still be working on it. After approximately 7 days, it’s appropriate to send a follow-up email or text, as your original message might have been overlooked in their inbox.
- For time-sensitive requests with approaching deadlines, it’s acceptable to follow up a few days earlier.
Use a clear call to action in your email subject line.
A specific subject line ensures the recipient understands the task immediately. Generic subject lines like “Action Required” or “Following Up” can feel vague or induce guilt. Instead, clearly state what you need in as few words as possible. Including the estimated time required can also help the recipient gauge the effort involved.
- “Follow-Up: Meeting Notes Submission”
- “Action Needed: Complete Survey”
- “Next Steps for Creative Project”
- “Quick 5-Minute Feedback Request”
Reply within the original email thread for your reminder.
The recipient can easily reference your initial message and request. To ensure important details aren’t overlooked, continue the email thread or resend the original message. This eliminates the need for the recipient to search through their inbox to recall what you need.
Begin with a warm and professional greeting.
A positive opening establishes a constructive tone for the reminder. Start your message with a courteous and professional greeting to set the right tone. If the recipient may not remember you, briefly reintroduce yourself and include a personalized remark to show respect and build rapport.
- “Hi Julie, it’s Eric from last week’s team meeting. Your insights during the discussion were incredibly valuable.”
- “Hello Dina, this is Maggie from the recent webinar. I hope your week is going smoothly, and I’m eager to hear more about your current projects.”
- “Dear Mr. Sherman, I truly appreciate your diligence and organization on the marketing project.”
- “Hi Mark! Just checking in—hope all is well on your end.”
State your request clearly at the beginning.
Leading with your reminder ensures clarity and avoids misunderstandings. If you bury your request at the end, the recipient might miss it while skimming. Immediately after your greeting, gently remind them of your request or inquire about their progress. Additional context can follow afterward.
- “Just a quick reminder that survey responses are due next week. Your feedback is invaluable to us.”
- “Have you had a chance to review the documents I sent? I’m ready to finalize them pending your approval.”
- “We discussed collaborating on a creative project last week. Are you still interested in moving forward with it?”
- “Friendly reminder: There’s a team meeting today, and we’d love to have everyone join.”
Express gratitude and appreciation.
A warm and courteous tone increases the likelihood of a response. Tone can be easily misinterpreted in emails or texts, so even neutral statements might come across as negative. Maintain politeness and convey genuine appreciation for the recipient’s efforts. When they feel valued, they’re more inclined to respond.
- “Your expertise in these projects makes your feedback invaluable for our improvement.”
- “We’re truly grateful for the effort you’ve put in and are eager to hear your thoughts.”
- “Your input would elevate this presentation to a whole new level.”
- “Your insights are highly valued, and your suggestions would make a significant difference.”
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Start QuizExplore More QuizzesOffer assistance if needed.
Providing support can ease the recipient’s burden. If you’re requesting a significant favor or assistance with a challenging task, reassure them of your willingness to help. The recipient is more likely to respond positively when they know you’re ready to assist them in any way possible.
- “Feel free to let me know if there’s anything I can do to help you finalize this.”
- “I’m here to address any questions or concerns you might have about the project.”
- “If additional information would help you decide, don’t hesitate to contact me.”
- “I’m available to discuss the next steps or provide any support you might need.”
Provide the recipient with an alternative.
Providing an alternative reassures the recipient it’s fine if they can’t fulfill the request. The person might hesitate to respond if they’re uneasy about the initial ask. Offer flexibility and alternatives to reduce any pressure they might feel.
- “If there’s another person I should reach out to for this, please let me know.”
- “I completely understand if you’re swamped right now—just let us know if you need an extension.”
- “If this task isn’t a good fit for you, feel free to inform us so we can adjust accordingly.”
- “We’re open to exploring other approaches if you have ideas for the project.”
Keep your message concise.
A lengthy message risks diluting your request. If the recipient sees multiple dense paragraphs, they might miss the key points. Be clear and brief to avoid overwhelming or confusing them.
Conclude your email with a professional signature.
Your signature ensures the recipient knows how to contact you. At the end of your email, include your full name, email address, and relevant social media links. This helps them understand who you are and where to direct their response. Consider using a closing like:
- Best regards
- Sincerely
- Kind regards
- Thank you
Call or visit the person for urgent matters.
Direct communication ensures a quicker response. If you need an immediate answer or are facing a tight deadline, consider calling or visiting the person in person. This conveys urgency and allows you to get a response without delay.
- “Hi, just a quick reminder that today is Julie’s birthday.”
- “Friendly reminder: There’s a meeting scheduled for 2:30 this afternoon.”
- “Have you had a chance to review the numbers I sent last week? They’re due tomorrow, so I’d appreciate it if you could prioritize them.”
Sample Email Template for Reminders
Subject: Action Required - Survey ResponseDear Zach,This is Pamela from the recent webinar. It was great connecting with you, and I hope your week is going smoothly.I’m following up to remind you that the company survey we discussed is due by next Friday. Your feedback is invaluable as we strive to improve our team’s experience.Please don’t hesitate to reach out if you have any questions or need assistance. I’m here to help.Best regards,Pamela [email protected]
Examples of Reminder Emails and Texts
Sample Templates for Reminder Emails
Sample Templates for Reminder Text Messages
