Gentle reminder phrases for email replying


When you're waiting but you don't get a reply to your email, or when you don't get back what you lent, you often want to urge the other person to "quickly". In such a case, I want to urge the other person smartly without making them feel uncomfortable.

Therefore, this time, we will introduce smart reminder phrases divided into three scenes, "email", "everyday", and "business", along with various English words that mean "reminder".

Various English words that mean "prompt"

First, let's look at the English word that means "prompt." Make sure to remember the difference between each nuance.


It is the most suitable word to urge the other person softly without making them feel uncomfortable. In addition to "prompting", it also means "reminding" and "reminding".

Did you remind her about that book she borrowed?


The meaning of "push" is well known, but it also means "noisy urge" and "force".

She is pushing me for payment.


In addition to the meanings of "applying pressure" and "forced", it also means "prompting" and "approaching".

The bank pressed him to pay off all his debts.

Pay off means "pay off" and debt means "debt/debt", which means "pay off one's debts".

ask ask

The meaning of "ask" and "ask" is well known, but it also means "ask" and "ask". It's very soft as a reminder expression.

The teacher asked us to leave the classroom. (The teacher asked us to leave the classroom.)

request request

It is a more polite expression than ask, meaning "begging" and "requesting."

I'd like to request a Spanish speaking guide.


A nuance similar to push in the sense of "promoting" and "driving". It is used when strongly urging.

My dog always urges me to feed her more. (My dog always urges me to feed her more.)


It means "request" and "strongly ask", and is used when strongly urging like urge.

I was demanded payment of the tax.

How to tell when urging by email in English

Let's take a look at the phrase when sending a reminder email saying "Please reply" when you sent an email but did not receive a reply. Such reminder emails are called "reminder emails" and are usually used in the business scene.

Polite expression to urge for the first time

In English, relatively straightforward expressions are used, but for the first reminder email, use polite expressions so as not to offend the other person.

I would like to make sure that you have received my previous email, and see if you have any questions or updates.)

I was wondering if you could response to my below email. (I would like to reply to the following email.)

I am just following up to check if you got some time to have a look at my previous email.

would like to make sure ~ is a convenient phrase when making a conservative request, such as "I want to confirm" and was wondering if you could ~. Follow up is a phrase that is also used as a katakana word, meaning "continue to do" and "confirm/check".

Expression when there is no reply in the first reminder

If you've already sent a reminder email and you don't get a reply, use polite language to convey it a little more clearly.

I haven't received your response to my email yet. I wonder if the email I sent on the 10th of February ever reached you. Was it done?)

I would appreciate if you could respond to my email below.

Just following up again on my previous email. (I would like to check the progress of the email I sent again.)

wonder if ~ means "I think/worry about ...". Also, appreciate is a verb that means "thank you", and by putting would, if the following things happen, the meaning changes to "will". The third sentence is made soft by adding just (just a little).

Strong expression when there is still no reply

If you've sent reminder emails several times and don't get a reply, use a stronger expression.

I really need your response on the below as soon as possible.

I have been waiting for your response to my previous email for more than 10 days.

Such strong expressions can also be used to urge you to reply to emails in private. really need means "really necessary" and as soon as possible means "as soon as possible". The second sentence emphasizes that there is no reply by clarifying the date of transmission.

Other expressions

There are other expressions used in reminder emails.

This is just friendly reminder that ~

This is just to let you know that ~

The above two mean "I'll let you know about ... just in case." Since reminder means "reminder notice" and "caution (to remind)", it is made soft by adding friendly.

This is just to let you know that we are waiting for your response on the previous email.

There are other expressions such as the following.

I would appreciate if you could response to my below email. (I would appreciate if you could reply to the following email.)

I'm hoping to receive your response soon. (I'm hoping to receive your response soon.)

I need to hear back from you.

Please get back to me ASAP. (Please contact us as soon as possible.)

I haven't heard from you yet about my previous email. (I haven't heard from you yet about my previous email.)

hear back from is an abbreviation for "answer from" and ASAP is an abbreviation for as soon as possible. Also, get back to means "contact" and is expressed as "Thank you for getting back to me" when saying "Thank you for your reply". I haven't heard from you translates to "I haven't heard from you", but it's a useful phrase that you can use when you don't get in touch.

Reminder email composition

Reminder emails are typically sent to remind you to pay, deliver, contact, etc. There is no rule that you must write this, but it is generally written as follows. Express the subject as follows depending on the content.

<Email structure>
-The subject of the email
-The name of the other party
-The purpose and reason of the email (explanation of the situation and specific request)
-My name
-The email I sent before

<Notation of subject>
・ Reminder: Subject of the email already sent
・ Response Required: ~ (Reminder to reply: ~)
・ Kind / Friendly / Gentle Reminder: ~ (Notice just in case: ~)
・ Important: ~ ( Important: ~)
・ Urgent: ~ (Urgent: ~)

Below is one reminder email for late payments.

================================================= =====================

Subject line: Reminder: Unpaid invoice # 12345

Hi Paul,

Our records show that we haven't yet received payment of $ 5,300 for Invoice # 12345, which is overdue by one week. I would appreciate it if you could let me know when you have paid the invoice. contact me as soon as possible.

Kind regards,

Robin Robin

================================================= =====================

Subject: Invoice: Unpaid invoice No.12345

Hello, Mr. Paul.

According to our records, we have not yet received the $ 5,300 payment for Invoice No. 12345, which is already a week behind the payment deadline. We would appreciate it if you could let us know when the invoice has been paid. If you have any payment problems, please contact us as soon as possible.

Thank you.


================================================= =====================

How to communicate in English when urging in everyday scenes

There are many occasions to urge something in everyday life. Basically, I will tell you what you want me to do directly, but be careful because the expression will differ depending on the person you are urging. It is an expression that can be used even in private emails.

Polite expression

For superiors and strangers, it is safer to use polite expressions.

・ When directly urging "I want you to"

I would like you to give me your advice .

would like ~ to… is a polite expression of want ~ to…, meaning “I want you to…”

・ When asking "Can you please?"

Could you (please) give back my book tomorrow?

Would you mind repeating what you just said?

Could you ~? And Would you mind – ing ~? Are polite expressions when asking for something. I was wondering if ~ can also be used when requesting something on a daily basis.

・ When you are expecting to "do"

We expect that he will pass the exams.

It is also possible to express be expecting ~ in the present progressive tense.

Casual expression

Use casual expressions to remind people close to you, such as friends and family.

・ When directly urging "I want you to"

I want him to fix my car. (I want him to fix my car.)

After you have read the book, give it back to me.

Get ready to go traveling!

Do it!

Please stay with me a little longer.

give it back to ~ means "return it to", get ready means "prepare", and stay with me means "to be together".

・ When asking "Can you please?"

Can you clean up all rooms?

Will you open the window?

Can I ask you to help me?

Do you mind looking after the kids for a while?

Can you ~? Is "Is it possible to do", Will you ~? Is "Are you willing to do it?", Can I ask you to ~? Is an expression that asks "Can I ask you?" .. Do you mind – ing ~? Is a casual expression of Would you mind – ing ~ ?.

・ When telling "I need to get"

I need you to bring your old computer tomorrow. (I need you to bring your old computer tomorrow.)

All passengers are required to show their tickets. (All passengers are required to show their tickets.)

"need" means "need to have ..." and "be required" means "needed".

How to communicate in English when urging business

Finally, let's look at how to communicate when urging in the business scene. Even if you say "business" in one word, there are conversations with clients and conversations with bosses and colleagues, so I will explain it separately for "clients" and "workmates".

Expression to the client

Encouraging business partners to do something is not a very enjoyable job. However, if the item is not delivered or if payment is delayed, you must urge. Use polite and clear expressions when urging in the business scene.

・ When the product has not been delivered

If the item has not been delivered, call us and tell us why you are contacting us and then tell us what you want.

I'm calling you to ask when the ordered products would be delivered. The delivery date was yesterday but we haven't received them yet. Could you please find out a problem as soon as possible ? I'm calling you. The delivery date was yesterday, but it hasn't arrived yet. Could you find the problem as soon as possible?)

・ When payment is delayed

Even in English-speaking countries where you express it straightforwardly, you should proceed with payment prompting carefully and carefully. In the business scene, payment is usually urged by email, but here we will look at the expression when urging by phone.

I'm calling to follow up on invoice # 12345 for $ 5,300, which seems to be 10 days past due. I would like to ensure there isn't a problem with the invoice and, if everything is in order, find out when payment will be made. (I'm calling to confirm the $ 5,300 payment for invoice No. 12345, which is about 10 days late. I've confirmed that the invoice is okay and everything is going well. If so, I would like to confirm when I can pay.)

Expression to colleagues

Even for colleagues, the expressions of reminder are different between "from boss to subordinate" and "colleagues", so let's look at them separately.

・ When urging a subordinate from a boss

How many products can you sell / make next month?

Have you already sent XXX company the newest report?

Can you write a business report by tomorrow?

Keep me posted on this! (Please report the situation on this matter!)

・ When urging a colleague

Did you book a conference room?

Where is that document?

Do you have any update on? (Did you have any progress in this matter?)

Can you inform / tell me about current status?

How is our new project going?

How is the presentation coming along?

I'm sorry when you are busy, can I ask for making copies of these?


When urging something in Japanese, you need to be careful not to make the other person uncomfortable, but of course it is the same in English. However, even if you use polite expressions, it can be said that the stance when expressing in English is to convey what you want to convey clearly. It may seem difficult before you get used to it, but try using the examples shown here by arranging them according to your situation!