How to Remind Someone Politely: 7 Reminder Templates
Luka Pecavar
To remind someone politely you have to be direct but kind. So, you have to be calm in your email and messages, and mention what you're following up on. Also, be respectful of their time, and end with a gentle call to action.
Avoid sounding pushy or annoyed, as your goal is to bring their attention back to something important; not make them uncomfortable.
What Does It Mean to Remind Someone Politely?
A polite reminder is a respectful nudge that brings attention to a task, or event without sounding pushy. Your reminder should be warm, clear, and must include phrases like: "Just a quick follow-up" or "Hope this is still on your radar."
How to Politely Remind Someone: Templates for Every Situation
Reminding someone politely, while remaining professional, can be a little tricky sometimes.
So, here are a few templates to help you with that:
Email Reminder Templates
Here are simple steps to remind someone through emails:
Reply to the same email thread for context.
Start with a polite opener like "Hope you're doing well."
Mention the original email.
Say clearly what you need or are following up on.
End with appreciation or a soft request.
Email Reminder Template for Following Up with Prospects:
A reminder template should always be respectful and never show that you’re desperate for a response:
Subject Line: Just following Up on Our Previous Conversation
Hi [Name],
Hope you're doing well. Just wanted to follow up on the email I sent last week about [brief topic]. I understand you're busy.
I would love to hear your thoughts when you have a moment.
Best, [Your Name]
Polite Meeting Reminder Template:
Send your reminder in advance, 2 days and maybe again 24 hours before.
Here’s are some reminder template examples you can use:
Subject Line: Quick Reminder
Hi [Name], just a quick reminder about our meeting scheduled for [Date and Time]. Let me know if anything’s changed. See you then!
Payment Reminder Template:
To remind someone about payment, be firm but respectful. Also, don’t forget to mention the invoice and due date.
Hope you're well. Just a reminder that invoice #[XXXX] is due on [Due Date].
Please let me know if you need any additional details. Thank you!
Best regards, [Your Name]
Generic Email Reminder Template:
Some templates can be used for all kinds of emails; after some edits of course.
Subject Line: Circling Back
Hello [Name], just circling back on my earlier message about [topic]. Looking forward to your thoughts when you get the chance. Thanks!
Text Reminder Templates
To send reminders via texts, WhatsApp, and Chat, keep your message short and friendly. Use direct words without pressure.
Text Message Reminder Template:
Hey [Name], just a quick reminder about [topic]. Let me know if you need anything from my side.
Chat Reminder Template:
Use the same tone you use in daily work chat tools like Slack or Teams:
Hi [Name], checking in to see if there’s any progress on the update we talked about. We’re happy to help you if you're stuck on anything.
Tips: Remember to keep the tone casual but respectful, and avoid sending multiple texts back-to-back.
WhatsApp Reminder Template:
WhatsApp is more personal than email, so your reminder should feel casual but still professional:
Hi [Name], just following up on my last message regarding [topic]. Let me know if you’ve had a chance to take a look. Appreciate your time!
Your follow-up templates should represent the core of your business ideologies. So use these and other templates from Manyreach to reach your prospects successfully.
Try Manyreach for Faster Outreach
Are you trying to manage outreach at a larger scale? Use Manyreach to fast track your work. We help you to automate, personalize, and warmup email reminders so that you don’t end up in the spam box.
Moreover, we also let you schedule smart follow-ups, customize emails with personal details, and reach people across all email platforms.
Whether you're nudging one lead or 500, Manyreach keeps your tone human, and your reminders effective.
Conclusion
Polite reminders are simple; stick to a clear structure. Remember to be nice, and clear. And remember not to overdo it!
People are busy. A reminder helps them and helps you. Whether it’s for emails, payments, or meetings, tone and timing matter.
FAQs
1. What’s the best way to remind someone about a meeting without sounding rude?
Say: "Hi [Name], just a friendly reminder about our meeting tomorrow at [Time]. Looking forward to it."
2. How can I remind someone professionally without being annoying?
Say: "Just following up on this—let me know your thoughts when you get a chance."
3. What should I say in a reminder message for an upcoming meeting?
Use: "Reminder: We’re meeting at [Time] today. Let me know if anything has changed."
4. What’s the polite way to send a reminder email?
Be soft and clear. Say: "Just circling back on this. Appreciate your time."
5. What’s a gentle text I can send to remind someone?
Try: "Hey [Name], just checking in on [topic]. Let me know if you need anything."
6. What can I write instead of 'just a reminder'?
Try: "Quick follow-up on [Topic]" or "Circling back regarding [Topic]."
You can tell if someone read your email by using read receipts, tracking pixels, email trackers, or checking for manual replies. Here are step-by-step processes
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