When was the last time you saw the phrase “Please be reminded” in an email? Probably more recently than you’d like.
While it’s not technically wrong, this phrase can come off as stiff, robotic, or even a little passive-aggressive—especially if you’re trying to maintain a warm and professional tone. Whether you’re reminding colleagues, clients, or team members about deadlines, meetings, or deliverables, how you phrase your reminders can make a big difference.
In this blog post, we’ll explore 12 simple and professional alternatives to say “Please be reminded” in your work emails. We’ll keep things human, easy-to-read, and SEO-friendly—just the way modern communication should be.
Why “Please Be Reminded” Might Not Be the Best Choice
Let’s face it: emails play a huge role in how we communicate at work. The tone and language we use can strengthen relationships—or strain them.
“Please be reminded” sounds formal and impersonal. It has a bureaucratic ring to it, which can make your message feel cold, even if your intentions are good. When communicating in a friendly and respectful way, it’s better to opt for natural language that still feels professional.
So, what should you say instead? Let’s walk through 12 better options, when to use them, and how they improve your email communication.
12 Professional Alternatives to “Please Be Reminded”
1. This is a gentle reminder that…
This phrase softens your message and adds a friendly tone. It’s great for reminding someone about a task or deadline without sounding pushy.
Example: This is a gentle reminder that your presentation slides are due tomorrow by 5 PM.
2. Just a quick reminder…
Short and casual, this phrase keeps things light while still delivering the message.
Example: Just a quick reminder: Our meeting starts at 9 AM sharp tomorrow.
3. Kindly note that…
This one still sounds polite and formal, but slightly warmer than “Please be reminded.”
Example: Kindly note that all invoices must be submitted by Friday to avoid delays.
4. As a quick note…
This approach is a good fit when you want to briefly draw attention to something without making it sound urgent or serious.
Example: As a quick note, the deadline for project submissions is Thursday.
5. Just touching base to remind you…
A bit more conversational, this phrase works well in a friendly or familiar setting.
Example: Just touching base to remind you that our quarterly review is scheduled for next Monday.
6. Don’t forget to…
Simple and direct, this phrase adds a personal touch. Just be careful not to overuse it or it might sound too casual depending on the recipient.
Example: Don’t forget to complete your expense report before Wednesday.
7. Friendly reminder…
Adding the word “friendly” takes the edge off and keeps your tone warm.
Example: Friendly reminder: Please RSVP to the training event by noon today.
8. Just a heads-up…
This phrase works well when you’re giving someone advance notice or nudging them about an upcoming responsibility.
Example: Just a heads-up that your client call is scheduled for 3 PM today.
9. This is a quick follow-up to…
Use this when referencing a prior conversation or message. It’s respectful and shows you’re keeping track without being overbearing.
Example: This is a quick follow-up to yesterday’s email about our product launch timeline.
10. At your earliest convenience, please…
Polite and non-demanding, this phrase suggests importance without urgency.
Example: At your earliest convenience, please review the attached agenda for tomorrow’s call.
11. When you get a moment…
This feels courteous and is a good way to remind someone while showing respect for their schedule.
Example: When you get a moment, can you please approve the updated budget sheet?
12. Circling back on…
A popular option in business communication, “circling back” gently brings attention to a topic or task without sounding impatient.
Example: Circling back on my email last week regarding your updated profile information.
How to Choose the Right Phrase
With so many options, how do you pick the best one?
Start by asking yourself:
- Who’s my audience? Is the person a colleague, a superior, a client, or someone you barely know?
- What’s the context? Are you following up on something urgent or something more routine?
- What’s your relationship? Are they familiar or new? Formality levels vary in different relationships.
By tailoring your language to the situation, you’ll avoid sounding pushy and maintain professionalism.
Why Words Matter in Professional Communication
Think about it like this: Your emails represent you when you’re not in the room. Choosing relatable, respectful language helps build trust. It’s like showing up to a meeting on time—it shows you care.
I once had a coworker who always opened reminder emails with “Please be reminded.” The thing is, he was super nice in person! But his emails felt cold. Over time, people started dreading his messages, interpreting them as passive-aggressive—even though that wasn’t his intention.
When he switched to phrases like “Just a friendly reminder” or “Circling back,” the entire vibe changed. People responded more quickly and positively. A small tweak made a big difference.
Email Examples: Before and After
Let’s look at a few before-and-after examples so you can see the transformation in action.
Example 1:
Before: Please be reminded that the project proposal is due Friday.
After: Just a quick reminder: The project proposal is due this Friday.
Example 2:
Before: Please be reminded to submit your timecard by 4 PM.
After: Don’t forget to submit your timecard by 4 PM today.
Example 3:
Before: Please be reminded of our appointment tomorrow.
After: Just touching base to remind you about our appointment tomorrow.
See how the “after” versions feel a bit lighter? That’s the magic of modern, human language.
Quick Tips for Writing Better Reminder Emails
Here are a few extra pointers to keep your email tone polite and professional:
- Keep it brief. Your readers are busy! Get to the point quickly.
- Use bullet points or bold text to highlight key information.
- Be specific. Mention the exact date, time, or task you’re referring to.
- End with appreciation. A simple “Thanks in advance” goes a long way.
- Proofread before sending. Typos shrink credibility fast.
Final Thoughts: Be Clear, Be Kind, Be You
The next time you sit down to write a reminder email, pause for a moment. Think about how you’d want to receive that message. Would a friendly nudge feel better than a formal scolding?
Swapping out “Please be reminded” for something more natural can make all the difference in how your message is received. It shows respect, builds trust, and makes people more receptive to what you’re saying.
So go ahead—remind with a smile. Your inbox (and your coworkers) will thank you.
Looking for more tips on writing professional emails? Stay tuned to our blog for language hacks, writing guides, and communication tips that’ll make your workday smoother.
Which reminder phrase do you use most often? Drop it in the comments below!