EXPRESSING URGENCY

How to Remind Someone to Respond to an Email Politely 
#1 Friendly Follow-Up
Template 

Subject: Friendly Reminder: [Subject of the Email]

Hi [Recipient's Name],

I hope this message finds you well. I wanted to follow up on the email I sent on [date]. I understand everyone is busy, and I just wanted to make sure my email didn't get lost in the shuffle. I appreciate your time and attention to this matter.

Looking forward to your response.

Best regards,

[Your Name]

#2 Gentle Nudge
Template

Subject: Quick Follow-Up on [Subject of the Email]

Hi [Recipient's Name],

I hope you're having a great day! I wanted to gently nudge you about the email I sent on [date]. I understand you have a lot on your plate, and I appreciate your attention to this matter when you get a chance. Thank you!

Warm regards,

[Your Name]

#3 Polite Inquiry
Template

Subject: Checking In on [Subject of the Email]

Hi [Recipient's Name],

I hope everything is going well. I wanted to check in regarding the email I sent on [date]. I understand you might be busy, and I appreciate your time. If you need any additional information or clarification, please let me know. Looking forward to your response.

Best regards,

[Your Name]

#4 Expressing Understanding

Hi [Recipient's Name],

I hope your week is going smoothly. I understand that everyone has a lot going on, and I just wanted to follow up on the email I sent last week. If there are any updates or if you need more information, please let me know. Your time is much appreciated.

Thanks,

[Your Name]

#5 Acknowledging Busy Schedule Things to Remember While Writing a Polite Reminder Email

#1 Friendly Follow-Up

A friendly follow-up acts as a gentle reminder, maintaining a positive tone but also emphasising the email's importance. This approach shows that the sender is considerate, professional, and has a genuine interest in beginning the conversation. 

Template 

Subject: Friendly Reminder: [Subject of the Email]

Hi [Recipient's Name],

I hope this message finds you well. I wanted to follow up on the email I sent on [date]. I understand everyone is busy, and I just wanted to make sure my email didn't get lost in the shuffle. I appreciate your time and attention to this matter.

Looking forward to your response.

Best regards,

[Your Name]

#2 Gentle Nudge

The “gentle nudge” template is best when you want to sound professionally casual but also remind the recipient to reply to your email. 

Template

Subject: Quick Follow-Up on [Subject of the Email]

Hi [Recipient's Name],

I hope you're having a great day! I wanted to gently nudge you about the email I sent on [date]. I understand you have a lot on your plate, and I appreciate your attention to this matter when you get a chance. Thank you!

Warm regards,

[Your Name]

#3 Polite Inquiry

A polite inquiry asking if they checked your email or need any assistance to reply is a great way to send a reminder. 

Template

Subject: Checking In on [Subject of the Email]

Hi [Recipient's Name],

I hope everything is going well. I wanted to check in regarding the email I sent on [date]. I understand you might be busy, and I appreciate your time. If you need any additional information or clarification, please let me know. Looking forward to your response.

Best regards,

[Your Name]

#4 Expressing Understanding

Subject: Quick Follow-Up: [Subject of the Email]

Hi [Recipient's Name],

I hope your week is going smoothly. I understand that everyone has a lot going on, and I just wanted to follow up on the email I sent last week. If there are any updates or if you need more information, please let me know. Your time is much appreciated.

Thanks,

[Your Name]

#5 Acknowledging Busy Schedule

Subject: Polite Follow-Up: [Subject of the Email]

Hi [Recipient's Name],

I hope your schedule is treating you well. I understand how busy things can get, and I wanted to gently remind you about the email I sent on [date]. Whenever you have a moment, I'd greatly appreciate your input. Thank you for your time and consideration.

Kind regards,

[Your Name]

Here are a few things that you should keep in mind when reminding recipients to reply to your message. 

When crafting a polite reminder email, it's essential to keep it short and to the point. Long-winded messages can easily be overlooked or set aside for later, defeating the purpose of your gentle nudge. 

Aim for clarity by focusing on the main message without unnecessary details. A concise reminder not only respects the recipient's time but also increases the likelihood of them absorbing and responding to your request promptly. Remember, in the realm of email etiquette, less is often more. So, trim the excess and let your message shine through with simplicity.

When sending reminder emails, don’t start a new thread. Instead, continue the conversation within the same email thread. This simple practice enhances accessibility and productivity for both you and the recipient.

This practice prevents unnecessary inbox digging; everything they need is in one place. By replying in the same thread, you're not just being organized; you're respecting their time.

This method has practical benefits. It ensures timely communication, eliminating unnecessary delays and improving the success rates of your reminders. Moreover, the continuity of the conversation allows you to refer back to specific points or questions from previous messages. This not only showcases your attentiveness but also creates a "wow, they really get me" moment for your recipient.

One key aspect of writing reminder emails is to avoid guilt-tripping your email recipient into responding. Asking questions like "Why haven't you replied?," “Did you see my last email?” may unintentionally convey impatience or frustration, creating a negative vibe. 

Such an approach can repel the recipient, jeopardising future interactions. Instead, focus on a friendly reminder without implying any blame. A polite tone not only preserves the professional relationship but also increases the likelihood of a positive response. Remember, building bridges is far more effective than burning them.

Subject line


Here is a list of words that can strongly indicate the need for swift action: Urgent.
Important.
Critical.
Immediate.
Time-sensitive.
High priority.
Alert.
Attention.

For example, starting your email with “URGENT:” can immediately communicate the nature of the message.

Phrases

Along with words, phrases can also convey urgent language. Some examples include:“Your immediate attention is required.”
“Please treat this as a priority.”
“Time is of the essence.”
“Action needed within 24 hours.”
“This cannot wait.”
“Immediate response requested.”
“Please address at your earliest convenience.”

In addition to using these words and phrases in the body of your email, incorporating them into the subject line is particularly effective. Remember that you shouldn’t overuse these words and phrases to keep people receptive to your emails.

15 examples of email subject lines to boost email openings:

1. “Urgent: Approval needed for project budget today.”
2. “Immediate attention required: Compliance documents overdue.”
3. “Time-sensitive: Registration closes tomorrow.”
4. “Critical: Server downtime — immediate action needed.”
5. “Alert: Security breach detected. Please respond immediately.”
6. “Priority request: Input needed for client proposal ASAP.”
7. “Important: Team meeting rescheduled for today.”
8. “Action needed: Complete employee survey by the end of the day.”
9. “High importance: Please review contract amendments.”
10. “Time-critical: Database maintenance — downtime tonight.”
11. “Immediate response needed: Interview confirmation for tomorrow.”
12. “Expedited attention requested: Data submission deadline approaching.”
13. “Alert: Update passwords due to security threat.”
14. “Last reminder: Submit expense reports today or forfeit reimbursement.”
15. “Critical alert: Systems failure — all hands on deck."

Body of the email
1. Start with a greeting

2. State your intent explicitly
Explain your reason for writing this email right after your greeting. Don't try to hide the situation's urgency — explain it directly.

3. Give details
Include any facts the receiver may need to grasp the seriousness of the situation.

4. Include a concise call to action
Make it clear what you expect the reader to accomplish. Here are some examples of calls to action for business emails:“Submit the report”;
“Review and respond”;
“Confirm my availability”;
“Complete the security training”;
“Take the survey”;
“Add this event to the calendar”;
“Provide feedback.”

Urgente: Necessaria approvazione del budget del progetto entro Dic 16

 

Ciao Richard,

Spero che questa e-mail ti trovi bene. Mi scuso per l'urgenza, ma è necessaria la tua attenzione immediata per quanto riguarda il budget del progetto EuroJet. Abbiamo affrontato alcune modifiche dell'ultimo minuto che richiedono la tua approvazione per procedere.

 

Il fornitore ha aggiornato il suo preventivo e richiede una conferma oggi stesso per consegnare i materiali in tempo. Questo potrebbe avere un impatto significativo sulla nostra tempistica e potenzialmente aumentare i costi se non affrontato tempestivamente.

Ti chiediamo di esaminare il preventivo aggiornato allegato e di fornire la tua approvazione o il feedback entro il 16 dicembre.

Grazie per il riscontro rapido circa la questione. Sono disponibile per una call se hai bisogno di ulteriori chiarimenti.

Cordialmente,

[Nome]

Richiesta immediata attenzione: Documenti di conformità in ritardo

Salve Susan,

spero che tu stia bene. Devo informarti che i documenti di conformità per il progetto EuroJET dovevano essere consegnati il 9 dicembre e non sono stati presentati.

Ti prego di inviare questi documenti per evitare multe e compromettere la nostra posizione presso gli enti normativi.

Non dimenticate di assicurarvi che i documenti necessari siano trasmessi entro e non oltre il 16 dicembre.

Vi ringraziamo per l'immediato interessamento circa questo grave problema.

Cordiali saluti,

[Il vostro nome]