How to write a polite reminder email that actually gets a reply
When is it okay to chase a reply, how do you get the tone right, and what do you write? A guide with three concrete examples of polite reminders.
"I don't want to be annoying." That's the most common reason a reminder never gets sent — and the reason projects, proposals and agreements quietly fizzle out. But a polite reminder isn't rude. It's professional: you're helping the recipient remember something they're probably annoyed at themselves for forgetting.
When is it okay to send a reminder?
You can send a reminder as soon as a reply is late relative to a reasonable expectation — not only once it's embarrassing. Concretely:
- Was there an agreed deadline? Remind them the day after it passes. That's not pushy — it's taking the agreement seriously.
- No deadline? Use the rule of thumb of 1–2 business days internally and 3–4 externally, which we cover in How to follow up on an email.
- Is it urgent? Then say so honestly — and explain why. "I need your answer by Thursday because we order on Friday" is easier to act on than three exclamation marks.
The tone: friendly, specific, no hedging
The three ingredients of a reminder that gets a reply:
- Refer to something specific. "My email from Tuesday about the Q4 delivery" — not "my previous correspondence".
- Make replying easy. Ask one closed question, ideally with two outcomes: "Can you make Thursday, or should we move it to Monday?"
- Drop the apologies. "Sorry to bother you" tells the recipient the matter probably isn't important. It is — otherwise you wouldn't be reminding them.
Three examples
To a colleague:
Hi Jonas — quick reminder about the budget sheet approval. Can you get to it today, or should I plan for tomorrow morning?
To a client:
Hi Sarah — just circling back on the proposal from last week. Is there anything I can clarify, or do you simply need more time to discuss it internally? Either is completely fine — it just helps me plan.
To a supplier, after a missed deadline:
Hi Thomas — we agreed the files would be delivered yesterday. When can I expect them? If something has come up, tell me now so we can adjust the plan in time.
One reminder is rarely enough
The discomfort of chasing doesn't shrink by waiting — it grows. The fix is a system: decide when you send the original email when you'll follow up, and put it somewhere you trust. Follow Me Up does exactly that automatically: it watches which emails in your Outlook inbox are still waiting for a reply and reminds you to nudge — politely and on time.