Email Writing Guide

How to Write a Polite Reminder Email

Prompt action with a friendly reminder that includes the right context.

The essential idea

A reminder is appropriate when a task, payment, reply, or event has an agreed date. Its purpose is to help the reader act, not embarrass them.

Mention the commitment and date clearly, allow for the possibility that the reader has already acted, and explain consequences factually.

What makes it effective?

Refer to the agreement

Name the task and agreed date.

Allow for crossed messages

Recognise that the action may already be complete.

Stay calm

Do not hide the deadline, but avoid accusation or sarcasm.

Offer help

Invite the reader to raise a problem or request clarification.

A step-by-step method

    1

    Label it clearly

    Use ‘Friendly reminder’ or ‘Reminder’ with the task and date.

    2

    State what is due

    Include the exact item, date, and reference.

    3

    Explain why it matters

    Briefly say what depends on completion.

    4

    Ask for confirmation

    Request the action or a revised date.

    5

    Close constructively

    Offer help and acknowledge possible completion.

Worked email example

Situation: Reminding colleagues to submit figures for a report.

Subject: Friendly reminder: quarterly figures due Thursday

Hi everyone,

This is a friendly reminder to add your team’s quarterly figures to the shared spreadsheet by 4 p.m. on Thursday, 8 August.

I’ll use the figures for Friday’s leadership report. If you expect a delay, please let me know by Wednesday so we can agree an alternative.

If you have already updated the sheet, no further action is needed. Thank you for your help.

Best,

Owen

Why this email works

  • The subject includes the task and date.
  • The deadline has a purpose.
  • People can flag a delay.
  • Completed work is acknowledged.

Useful phrases

Open

  • This is a friendly reminder that…
  • Just a quick reminder about…
  • I’m writing to remind you that…

Request action

  • Could you please send this by…?
  • Please confirm once this is complete.
  • If you need more time, please let me know.

Crossed messages

  • If you have already completed this, please disregard this reminder.

Common mistakes to avoid

Improve this wording

Avoid: SECOND REQUEST!!!

Use: Reminder: signed form due 12 May

Factual subjects are firm, not hostile.

Improve this wording

Avoid: As I already told you…

Use: As agreed in Monday’s meeting…

Refer to the agreement, not blame.

Improve this wording

Avoid: Soon

Use: By 4 p.m. on Thursday, 8 August

Exact timing prevents confusion.

Before you send

  • The subject line describes the topic or action.
  • The purpose is clear in the opening lines.
  • The tone suits the reader and situation.
  • Names, dates, links, and attachments are correct.
  • The task and deadline are exact.
  • The reader can report a problem or crossed message.

Continue building your practical email skills.

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