Polite reminder email templates
A reminder is different from a follow-up: the request is known, and you're nudging people towards a deadline. The polite way is to lead with the date, keep the request in one line, and make the action one click away. This template is written for groups, such as a team submitting timesheets or guests confirming attendance, and has a firmer version for the last day.
;em-remind;em-remind in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
On the deadline day, with a clear consequence. Still polite, but firmer.
When only one person is outstanding and a group email would single them out awkwardly.
When to use it
- Deadlines that apply to a group: forms, timesheets, survey responses, RSVPs.
- A week or a few days before something is due, and again on the day.
- One person who is holding up a group task.
What to avoid
- Don't send group reminders to people who've already done it if you can filter them out.
- Don't use "friendly reminder" in the subject line; it often reads as the opposite.
- Don't send more than two reminders for the same deadline to the same group.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Task
{fill:Task} - What needs doing, e.g. "the expenses form for March".
- Due date
{fill:Due date} - When it's due, with the weekday.
- Clipboard
{clipboard} - Pastes whatever you last copied, such as an order number or a link, into that spot.
- Cut-off time
{fill:Cut-off time} - The exact time it closes, with time zone if your group is spread out.
- What happens after
{fill:What happens after} - The consequence, e.g. "claims roll over to next month".
- Name
{fill:Name} - The one person you're reminding.
Tips
- •Copy the form or document link before typing the trigger so {clipboard} puts it in.
- •If the deadline is always a set number of days away, swap {fill:Due date} for a computed date like {date+3}.
- •The one-person variant asks what they need, which turns a nag into an offer of help.
Works in Gmail, Outlook, Slack and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Questions
How do you write a polite reminder email?
Lead with the deadline, restate the task in one line, include the link, and thank anyone who's already done it. Keep it short.
Is "gentle reminder" rude?
Not usually, but some readers find it passive-aggressive. Stating the date plainly is often kinder than softening words.
When should I send a reminder?
A few days before the deadline, and if needed once more on the day. More than that tends to be ignored.
Related templates
Follow-up email
;em-followupEmail & out of office
Hi [Name], Following up on [Topic]. To keep things moving, I need [What you need] by [Deadline]. If it's easier, a one-l…
Follow up after no response
;em-nudgeEmail & out of office
Hi [Name], I know things get busy, so I'll keep this short. Are you still able to [The ask]? A quick yes or no is all I…
Deadline extension request
;em-extendEmail & out of office
Hi [Name], I'm going to need more time on [Deliverable], which is due [Original deadline]. [Brief reason] I can send you…
Type ;em-remind, get the whole reply
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