The phrase 18 Other Ways to Say “Please Be Reminded” refers to a list of polite and effective alternatives that replace a commonly used reminder expression in both formal and informal communication. These alternatives offer more flexibility in tone and delivery while maintaining professionalism.
Incorporating 18 Other Ways to Say “Please Be Reminded” into your writing helps you sound more thoughtful, courteous, and engaging. These phrases can improve communication, especially in workplace or customer interactions.
This guide on 18 Other Ways to Say “Please Be Reminded” will help you refine your language. Whether you’re writing emails or announcements, 18 Other Ways to Say “Please Be Reminded” ensures your messages stay respectful and clear. Use 18 Other Ways to Say “Please Be Reminded” to communicate reminders without sounding repetitive or too formal.
Why “Please Be Reminded” Destroys Professional Relationships
The Passive-Aggressive Trap
“Please be reminded” sounds polite on the surface, but it carries a hidden message: “You forgot something you should have remembered.” This creates an immediate power imbalance that puts people on the defensive.
Research from Harvard Business School shows that reminder etiquette significantly impacts workplace productivity. When reminders feel like criticism, recipients are 43% less likely to take immediate action.
The Psychological Impact
Your brain processes “please be reminded” as a subtle accusation. It triggers what psychologists call the “reactance response”—our natural tendency to resist when we feel controlled or judged.
Dr. Susan David, a Harvard psychologist, explains: “Language shapes not just how others perceive us, but how they respond to our requests. Respectful tone in reminders creates psychological safety that encourages cooperation.”18 Other Ways to Say “Please Be Reminded”
Professional Consequences You Can’t Ignore
Using robotic reminder language damages three critical areas:
- Trust erosion: Colleagues view you as micromanaging
- Response delays: People procrastinate on requests that feel demanding
- Relationship strain: Long-term partnerships suffer from repeated friction
The solution? Strategic language that motivates rather than mandates.
The 18 Superior Alternatives That Transform Your Communication
Gentle Approaches: Perfect for Colleagues and Ongoing Relationships
These soft prompts work brilliantly when you need cooperation without pressure. They’re ideal for team members, regular clients, and anyone you work with frequently.
“Just a friendly heads-up”
This phrase feels like helpful information rather than a demand. It works exceptionally well for project deadlines with team members.
Example: “Just a friendly heads-up that our client presentation is scheduled for Thursday at 2 PM.”
Why it works: The word “friendly” creates warmth, while “heads-up” suggests you’re doing them a favor by sharing information.
“Circling back on this”
This subtle reminder acknowledges previous conversations without making anyone feel forgotten or ignored.
Example: “Circling back on this—did you get a chance to review the budget proposal we discussed last week?”
Best for: Follow-up emails, action items from meetings, ongoing projects
“Wanted to touch base about”
This phrase creates a collaborative atmosphere. It suggests partnership rather than hierarchy.
Example: “Wanted to touch base about the upcoming product launch timeline.”
Perfect timing: Use this for casual check-ins with clients or when you need status updates without pressure.
“Quick follow-up on”
Short, direct, and action-oriented. This phrase respects everyone’s time while clearly stating your purpose.
Example: “Quick follow-up on the vendor contract—are there any questions before we proceed?”
Ideal scenarios: Post-meeting action items, simple confirmations, brief status updates
“Bringing this back to your attention”
This polite reminder assumes positive intent. It suggests the person meant to handle this but got busy with other priorities.
Example: “Bringing this back to your attention—the annual review documents are ready for your signature.”
Use when: Important but non-urgent matters, documents requiring approval, administrative tasks
Professional Formality: For Senior Stakeholders and External Contacts
When you’re communicating with executives, clients, or formal business partners, these phrases maintain appropriate professional distance while ensuring message clarity.
“I wanted to ensure you’re aware”
This phrase positions you as helpful rather than demanding. It’s perfect for compliance notifications and policy updates.
Example: “I wanted to ensure you’re aware that the new data privacy regulations take effect next month.”
Context: Regulatory updates, policy changes, important announcements
“For your consideration”
This courteous communication phrase gives the recipient control while highlighting importance.
Example: “For your consideration—the marketing team has prepared three campaign options for the product launch.”
Best applications: Proposals requiring decisions, strategic recommendations, budget requests
“Please note the upcoming”
Direct and professional without being pushy. This phrase works well for deadlines and important dates.
Example: “Please note the upcoming board meeting has been moved to Friday, March 15th.”
Perfect for: Schedule changes, deadline announcements, event notifications
“I’d like to highlight”
This phrase draws attention to key information while maintaining professional courtesy.
Example: “I’d like to highlight the significant cost savings outlined in section three of the report.”
Ideal usage: Formal presentations, detailed reports, executive summaries
“May I direct your attention to”
The most formal option in this category. Use this for high-stakes communications with senior leadership.
Example: “May I direct your attention to the quarterly performance metrics attached to this email?”
Reserve for: C-suite communications, board presentations, formal proposals
Action-Oriented Language: When You Need Immediate Response
These phrases create urgency without panic. They’re perfect when you need quick responses but want to maintain positive relationships.18 Other Ways to Say “Please Be Reminded”
“Could you please confirm”
This gentle reminder makes it easy for people to respond with a simple yes or no.
Example: “Could you please confirm your attendance for next week’s strategy session?”
Best for: RSVP requests, appointment confirmations, simple decisions
“I’m following up to see if”
This phrase shows persistence without pressure. It acknowledges that people are busy while still requesting action.
Example: “I’m following up to see if you’ve had a chance to review the contract terms.”
Perfect timing: Pending decisions, document approvals, outstanding requests
“Just checking if you’ve had a chance to”
Casual yet professional, this phrase doesn’t assume anything negative about delays.
Example: “Just checking if you’ve had a chance to look at the budget revisions I sent last Friday.”
Use cases: Document reviews, feedback requests, non-urgent follow-ups
“Wondering if you could update me on”
This phrase feels conversational while clearly requesting information.
Example: “Wondering if you could update me on the vendor selection process timeline.”
Ideal for: Project status requests, progress reports, information gathering
“Would you mind letting me know”
Polite and respectful, this phrase makes requests feel optional rather than mandatory.
Example: “Would you mind letting me know if the client approved the final design concepts?”
Best applications: Status updates, confirmation requests, informal check-ins
Time-Sensitive Situations: For Urgent Matters Without Panic
When deadlines loom, these phrases create appropriate urgency while maintaining professional relationships.
“Time-sensitive: Please review”
Clear subject line language that immediately communicates priority without dramatics.
Example: “Time-sensitive: Please review the contract amendments before tomorrow’s 10 AM deadline.”
Perfect for: Last-minute reviews, urgent approvals, deadline-driven requests
“Quick turnaround needed on”
This phrase sets expectations while acknowledging the tight timeline.
Example: “Quick turnaround needed on the client presentation—can you provide feedback by end of day?”
Use when: Last-minute changes, rapid-fire projects, unexpected urgent requests
“Priority response requested for”
Professional and direct, this phrase communicates importance without seeming demanding.
Example: “Priority response requested for the vendor proposal—we need your decision by Wednesday.”
Reserve for: Critical business decisions, high-stakes communications, executive-level requests
Matching Your Tone to Context: The Psychology of Effective Communication
Understanding Relationship Dynamics
Emotional intelligence in messaging requires understanding your audience. The same message can build relationships or destroy them depending on your word choice.
Upward communication (to supervisors): Use more formal alternatives like “May I direct your attention to” or “For your consideration.”
Lateral communication (to peers): Choose collaborative phrases like “Circling back on this” or “Wanted to touch base about.”
Downward communication (to reports): Opt for supportive language like “Just a friendly heads-up” or “Quick follow-up on.”
Cultural Considerations in Professional Settings
Different industries expect different communication tones:
| Industry | Preferred Style | Best Alternatives |
|---|---|---|
| Healthcare | Direct but caring | “Friendly reminder,” “Please note” |
| Legal | Formal and precise | “May I direct your attention,” “For your consideration” |
| Tech | Casual and collaborative | “Circling back,” “Quick follow-up” |
| Finance | Professional and urgent | “Time-sensitive,” “Priority response” |
| Education | Supportive and clear | “Gentle reminder,” “Just checking” |
The Medium Matters: Email vs. In-Person Communication
Email reminders require more careful language because they lack vocal tone and facial expressions. In-person subtle prompts can be more casual because your body language adds context.
Slack/Teams messages: Use shorter, more casual alternatives like “Quick follow-up” or “Just checking.”
Formal emails: Choose professional options like “I wanted to ensure you’re aware” or “Please note.”
Text messages: Keep it simple with “Friendly heads-up” or “Quick reminder.”
Real-World Examples: Before and After Transformations
Scenario 1: Project Deadline Reminder
Before (Robotic): “Please be reminded that the project deliverables are due tomorrow.”
After (Human): “Just a friendly heads-up that we’re aiming to wrap up the project deliverables by tomorrow. Let me know if you need any support to hit our deadline!”
Why it works: The revision feels supportive rather than demanding, and it offers help instead of just pointing out obligations.
Scenario 2: Meeting Follow-Up
Before (Stiff): “Please be reminded to complete the action items from yesterday’s meeting.”
After (Collaborative): “Circling back on the great ideas from yesterday’s meeting. Here’s a quick recap of our action items—let me know if I missed anything!”
Impact: The new version acknowledges the value of the meeting and creates a sense of shared responsibility.
Scenario 3: Client Invoice Reminder
Before (Accusatory): “Please be reminded that your invoice payment is overdue.”
After (Professional): “Following up on invoice #1234 from last month. Could you please confirm when we might expect payment, or let me know if you have any questions about the charges?”
Improvement: This version assumes positive intent and offers to help resolve potential issues.
The Science Behind Effective Reminder Psychology
The Reciprocity Principle in Action
When you use courteous communication, you trigger what psychologist Robert Cialdini calls the “reciprocity principle.” People naturally want to return kindness with cooperation.
Research finding: Teams that use respectful tone in reminders see 34% faster response times compared to those using demanding language.18 Other Ways to Say “Please Be Reminded”
Cognitive Load Theory and Message Design
Your brain can only process limited information at once. Effective reminders reduce cognitive load by:
- Stating the specific action needed
- Providing clear deadlines
- Offering easy next steps
- Eliminating unnecessary information
Social Proof in Team Communication
Using inclusive language like “we” and “our” instead of “you” and “your” creates social proof. People are more likely to act when they feel part of a group effort.18 Other Ways to Say “Please Be Reminded”
Example transformation:
- Old: “You need to submit your report”
- New: “When we get your report, we’ll be ready to move forward with the next phase”
Common Mistakes That Sabotage Your Reminder Effectiveness
Over-Apologizing Creates Weakness
Wrong approach: “Sorry to bother you again, but please be reminded…”
Why it fails: Excessive apologies make you seem unsure of your requests’ legitimacy.
Better strategy: State your needs confidently with respectful tone.
Hidden Passive Aggression
Warning signs:
- “As I mentioned before…”
- “Since you haven’t responded…”
- “I assume you forgot…”
These phrases create defensiveness and damage relationships.
Information Overload
Bad example: “Please be reminded that the quarterly budget review meeting is scheduled for next Tuesday at 2 PM in Conference Room B, and you’ll need to bring your departmental spending reports, Q3 projections, and the vendor comparison analysis we discussed last month…”
Improved version: “Quick reminder—quarterly budget review is Tuesday at 2 PM in Conference Room B. I’ll send the required documents list separately.”
Timing Disasters
Avoid these timing mistakes:
- Sending reminders at 5 PM on Friday
- Multiple reminders in one day
- Reminders sent too early (creating anxiety)
- Last-minute panic reminders
Optimal timing: Send gentle reminders 3-5 days before deadlines, with follow-up prompts 1 day before if needed.
Advanced Techniques: Mastering the Art of Tactful Communication
The Power of Context Setting
Before your polite reminder, briefly explain why the task matters. This creates buy-in rather than resistance.
Example: “The client presentation could secure our biggest contract this year. Just checking—are you set with the financial projections for Thursday’s meeting?”
Using Questions Instead of Statements
Questions feel less demanding than statements while still getting your point across.
Instead of: “Please submit your timesheet.” Try: “Could you help me out by submitting your timesheet when you get a chance?”
The Sandwich Technique for Difficult Reminders
- Start positive: Acknowledge something good
- State your reminder: Use one of the 18 alternatives
- End supportively: Offer help or express confidence
Example: “Thanks for all your hard work on the Peterson account. Quick follow-up—we need the final invoices by Wednesday to close out the project. Let me know if you need any clarification on the requirements!”
Building Your Personal Communication Toolkit
Measuring Your Communication Effectiveness
Track these metrics to improve your reminder etiquette:
- Response time: How quickly do people respond to your reminders?
- Completion rate: What percentage of reminded tasks get completed?
- Relationship quality: Do people seem more or less cooperative over time?
- Follow-up frequency: Are you needing fewer follow-up reminders?
Industry-Specific Applications
Healthcare: Balancing Urgency with Compassion
Patient appointment reminders: “Friendly reminder about your appointment with Dr. Smith tomorrow at 3 PM. Please call if you need to reschedule.”
Staff communications: “Quick follow-up—please ensure all patient charts are updated before the end of your shift.”
Project Management: Keeping Teams Aligned
Sprint planning: “Circling back on our sprint goals—are there any blockers we should address in tomorrow’s standup?”
Deadline management: “Time-sensitive update needed on the Johnson project timeline. Could you confirm your delivery date?”
Sales: Nurturing Without Pressuring
Proposal follow-ups: “Following up on the proposal we discussed last week. Do you have any questions about the implementation timeline?”
Contract negotiations: “Wanted to touch base about the contract terms. Are there any points you’d like to discuss further?”
The Future of Professional Communication
Digital Communication Evolution
As remote work becomes standard, tactful communication becomes even more critical. Without face-to-face interaction, your word choice carries the entire burden of relationship building.
Emerging trends:
- Micro-communications: Shorter, more frequent gentle reminders
- Video follow-ups: Personal touch for important reminders
- AI-assisted tone checking: Tools that help refine communication tone
Building Communication Intelligence
The most successful professionals master emotional intelligence in messaging. They understand that every reminder is an opportunity to strengthen or weaken relationships.
Key skills for the future:
- Adaptive communication: Matching style to individual preferences
- Cultural sensitivity: Understanding global communication norms
- Digital empathy: Creating connection through screens
- Efficiency with warmth: Getting results while building relationships
Your Next Steps: Implementing These Alternatives Today
Week 1: Replace the Basics
Choose three gentle reminder alternatives and use them consistently:
- “Just a friendly heads-up“
- “Circling back on this“
- “Quick follow-up on“
Week 2: Add Professional Formality
Incorporate formal alternatives for senior stakeholders:
- “I wanted to ensure you’re aware“
- “For your consideration“
- “May I direct your attention to“
Week 3: Master Urgent Communications
Practice time-sensitive alternatives:
- “Time-sensitive: Please review“
- “Quick turnaround needed on“
- “Priority response requested for“
Week 4: Measure and Refine
Track your results and adjust your approach based on:
- Response times
- Relationship quality
- Task completion rates
- Personal comfort with new phrases
Transform Your Professional Relationships Starting Now
The difference between “please be reminded” and “just a friendly heads-up” might seem small, but it’s the difference between resistance and cooperation. Between damaged relationships and strengthened partnerships. Between getting results through force and inspiring action through respect.
You now have 18 powerful alternatives that can transform every professional interaction. From gentle reminders that build trust to urgent prompts that motivate immediate action—you’re equipped to handle any situation with tactful communication.
Your challenge: Choose three favorites from this list and use them this week. Notice how people respond differently when you treat them as partners rather than subordinates.
Remember: Every reminder is an opportunity to strengthen relationships. Make each one count.
Which alternative resonates most with your communication style? Start there, and watch how respectful tone transforms your professional relationships one interaction at a time.
The next time you need to send a reminder, skip the robotic “please be reminded” and choose language that builds bridges instead of barriers. Your colleagues, clients, and career will thank you for it.
conclusion
In conclusion, 18 Other Ways to Say “Please Be Reminded” offers helpful phrases to make your reminders sound more polite and professional. These options let you choose the right tone for every situation, whether formal or friendly.
By using 18 Other Ways to Say “Please Be Reminded”, you can keep your messages clear and respectful. These simple changes improve how others receive your words and help build better communication. Try using them in emails, texts, or notes to sound thoughtful and kind while still getting your point across.
FAQs
- Why should I use alternatives to “Please Be Reminded”?
Using softer or friendlier phrases improves tone and helps maintain positive communication, especially in professional settings. - Are these alternatives suitable for business emails?
Yes, many alternatives like “Just a gentle reminder” or “Kindly note” are perfect for formal emails and workplace communication. - Can I use these phrases in casual messages too?
Absolutely. Phrases like “Just a heads-up” or “Quick note” work well in informal chats or reminders to friends. - Do these alternatives change the meaning of the message?
No, they still serve as reminders but with varying tones—some are more polite, others more casual. - Which alternative is most professional?
“Kind reminder” or “This is a courtesy reminder” are among the most professional and respectful options.
