“A gentle reminder goes a long way especially when you know polite ways to say ‘please be reminded’ at work.”
Hi, I’m here to help make work communication easier and more respectful. Have you ever needed to remind someone of something at work but didn’t want to sound too direct or rude? I’ve been there too. Using the right words can keep things professional and friendly — and that’s where this guide comes in.
In the workplace, tone matters. When it’s sending an email or leaving a note, how you say something can make a big difference. This article is all about using simple and polite phrases that sound kind, not pushy.
So in this article, you’ll find smart and polite ways to say “please be reminded” that still sound clear, helpful, and professional without sounding stiff or robotic. Let’s make reminders sound respectful and smooth!
1. Just a Friendly Reminder
Story: Sara was organizing a team lunch and wanted everyone to bring their own plates. She sent a message the day before: “Just a friendly reminder to bring your plates tomorrow.”
When to Use: Use this when you want to keep things casual and warm.
When Not to Use: Don’t use it in serious or formal business settings.
Example: Sara: Just a friendly reminder, lunch is at 1 PM! Jake: Thanks, I’ll be there!
How to Respond 🗣️ Say something like, “Thanks for the reminder!” or “Got it!”
2. A Quick Heads-Up
Story: Daniel let Lily know the meeting would start ten minutes early.
When to Use: Use this for small schedule changes or sudden updates.
When Not to Use: Avoid using it when reminding about deadlines or important tasks.
Example: Daniel: Quick heads-up, the client will join early. Lily: Alright, I’ll be ready.
How to Respond 🗣️ Reply with, “Thanks for letting me know” or “Good to know.”
3. A Gentle Nudge
Story: Bella noticed Amir hadn’t submitted his report, so she sent him a gentle reminder.
When to Use: Use this when you’re trying to remind someone politely without pushing.
When Not to Use: Don’t use it for urgent issues that need fast action.
Example: Bella: Just a gentle nudge about the report. Amir: Oops, working on it now.
How to Respond 🗣️ Say something like, “Appreciate the nudge” or “Thanks, I’m on it.”
4. Kindly Note
Story: Alex emailed a policy update and wanted everyone to read it.
When to Use: Use this in formal writing when sharing information that matters.
When Not to Use: Don’t use it in casual or friendly chats.
Example: Alex: Kindly note the new policy shared today. Emma: Noted, thanks for this.
How to Respond 🗣️ A simple “Noted” or “Thanks, I’ve seen it” works well.
5. Please Keep in Mind
Story: Mia reminded John that the system would be down tomorrow.
When to Use: Use it when you want others to remember upcoming plans or changes.
When Not to Use: Avoid it when the info doesn’t matter much.
Example: Mia: Please keep in mind servers go down at 3. John: Got it, I’ll save work early.
How to Respond 🗣️ Say, “Will do” or “I’ll keep that in mind.”
6. Don’t Forget
Story: Noah asked Ava not to forget the files for the meeting.
When to Use: Use this when it’s essential someone remembers.
When Not to Use: Don’t use it when the tone needs to be softer.
Example: Noah: Don’t forget the documents. Ava: Already packed them!
How to Respond 🗣️ Try saying, “Thanks, I’ve got it” or “Won’t forget!”
7. A Small Reminder
Story: Olivia gave Ethan a quick message about cleaning duties.
When to Use: Use it when pointing out regular or small responsibilities.
When Not to Use: Avoid it when reminding about something critical.
Example: Olivia: Small reminder about your desk. Ethan: I’ll clean it up.
How to Respond 🗣️ Say, “Thanks for reminding me” or “I’ll handle it.”
8. Please Remember
Story: Lucas asked Zoe to remember the new login time for tomorrow.
When to Use: Use it for important reminders you don’t want missed.
When Not to Use: Don’t use it too often, or it may lose its effect.
Example: Lucas: Please remember to log in by 9. Zoe: I’ve set a reminder!
How to Respond 🗣️ Respond with, “Got it!” or “Thanks, I’ll be ready.”
9. A Little Reminder
Story: Liam gently reminded Chloe about watering the plants.
When to Use: Use this in friendly or home-related situations.
When Not to Use: Avoid it in work emails unless the tone is casual.
Example: Liam: A little reminder for the herbs. Chloe: Doing it now!
How to Respond 🗣️ Say something like, “On it!” or “Thanks, I forgot.”
10. This is Just a Reminder
Story: Elijah posted on the team group chat about the upcoming event.
When to Use: Use this to make sure no one forgets something important.
When Not to Use: Avoid using it too often or it may seem repetitive.
Example: Elijah: Just a reminder about Friday. Nina: I’ve marked it down.
How to Respond 🗣️ Reply with, “Thanks for the heads-up” or “I’ll be there!”
11. A Quick Reminder
Story: Sarah forgot about the team lunch last week. Today, Mark drops her a message early to ensure she remembers the new time.
When to Use: When you want to gently bring something to someone’s attention without sounding too formal.
When Not to Use: Avoid if the reminder is urgent or time-sensitive. It may sound too casual for high-priority matters.
Example: “Hey Sarah, just a quick reminder about our lunch at 1 PM today.”
How to Respond 🗣️ “Thanks, Mark! I’ll be there on time.”
12. Just to Let You Know
Story: Daniel updates his colleague Priya about a schedule change for the client meeting.
When to Use: Great for sharing updates or minor changes that don’t need immediate action.
When Not to Use: Don’t use it for reminders that require a decision or response.
Example: “Just to let you know, the client call moved to 3 PM.”
How to Respond 🗣️ “Got it, Daniel. Thanks for the heads-up.”
13. A Friendly Nudge
Story: Emily notices that her teammate Jason hasn’t replied to the weekly task list.
When to Use: Useful for following up on tasks or messages in a kind way.
When Not to Use: Avoid if the person already said they’d handle it soon. It can feel pushy.
Example: “Hey Jason, just a friendly nudge on the task list. Let me know if you need help.”
How to Respond 🗣️ “Thanks, Emily. I’ll check it and get back to you.”
14. Just a Note
Story: Alex sends a brief message to Layla about the team’s shared document being updated.
When to Use: Best for short updates or information that doesn’t require action.
When Not to Use: Avoid using when the message needs a reply or decision.
Example: “Just a note, I updated the shared file with new figures.”
How to Respond 🗣️ “Thanks, Alex. I’ll take a look.”
See also: Best Replies to ‘Is Everything Okay?’ That Hit Deep”
15. A Quick Update
Story: Omar informs Riya about a change in the event’s starting time.
When to Use: Ideal for giving short and useful updates or tweaks in plans.
When Not to Use: Don’t use it for reminders far in advance or non-time-related things.
Example: “A quick update—our event will now start at 11 instead of 10.”
How to Respond 🗣️ “Thanks, Omar. I’ll adjust my calendar.”
16. A Bit of a Reminder
Story: Tina gently reminds Ryan that the report deadline is tomorrow.
When to Use: When you want to sound soft and polite about reminding someone.
When Not to Use: Avoid in formal communication where clear, direct tone is needed.
Example: “Hey Ryan, just a bit of a reminder—the report’s due tomorrow.”
How to Respond 🗣️ “Appreciate it, Tina. I’m on it.”
17. Just Checking In
Story: Leo hasn’t heard back from Zara after sending her the meeting notes.
When to Use: Best for casual follow-ups to see if someone needs help or more time.
When Not to Use: Don’t use if the matter is urgent or needs action now.
Example: “Hey Zara, just checking in—did you get a chance to review the notes?”
How to Respond 🗣️ “Hi Leo, yes I did. I’ll reply shortly.”
18. A Timely Reminder
Story: Jasmine reminds Noah about tomorrow’s early flight before the day ends.
When to Use: Great when timing matters and a reminder is well-placed.
When Not to Use: Avoid using too early before the event or deadline.
Example: “A timely reminder—our flight is at 6 AM tomorrow.”
How to Respond 🗣️ “Thanks, Jasmine. I’ll set my alarm.”
19. Just a Heads-Up
Story: Kevin lets Mia know there might be traffic on the route to the conference.
When to Use: Use when you want to warn or notify without sounding alarmed.
When Not to Use: Avoid when it’s too late to make changes or adjust.
Example: “Just a heads-up, there’s some roadwork on Main Street today.”
How to Respond 🗣️ “Good to know, Kevin. I’ll leave earlier.”
20. A Minor Reminder
Story: Hannah drops a quick line to Jacob about turning in his timesheet.
When to Use: Suitable when the matter isn’t urgent but still important.
When Not to Use: Avoid for big deadlines or issues requiring urgent response.
Example: “Hey Jacob, a minor reminder to submit your timesheet.”
How to Respond 🗣️ “Thanks, Hannah. Will do it now.”
21. A Simple Reminder
Story: Aiden wants to make sure Lily remembers to bring her laptop for the meeting.
When to Use: Best when you want to keep the message clear and to the point.
When Not to Use: Don’t use when more context or explanation is needed.
Example: “A simple reminder—please bring your laptop tomorrow.”
How to Respond 🗣️ “Noted, Aiden. Thanks for the ping.”
22. A Timely Heads-Up
Story: Olivia alerts Ben about the early closure of their office due to maintenance.
When to Use: Good when a heads-up can help someone plan or act in time.
When Not to Use: Avoid if the person already knows or has planned accordingly.
Example: “A timely heads-up—office closes by 2 PM today.”
How to Respond 🗣️ “Thanks, Olivia. I’ll finish early.”
23. A Soft Reminder
Story: Chloe wants to remind Nathan about the weekly check-in without sounding pushy.
When to Use: Great for casual, polite nudges especially in regular workflows.
When Not to Use: Not ideal for urgent or formal reminders.
Example: “Just a soft reminder—our check-in is at 4 today.”
How to Respond 🗣️ “Thanks, Chloe. I’ll be there.”
24. A Quick Mention
Story: Mia casually brings up tomorrow’s brainstorming session in her chat with Adam.
When to Use: Best when you want to slip in a reminder in a casual tone.
When Not to Use: Avoid if you need full attention or commitment.
Example: “A quick mention—brainstorm session is at 10 AM tomorrow.”
How to Respond 🗣️ “Thanks for the mention, Mia. I’ll be ready.”
25. A Short Note
Story: David sends a quick line to Alina about the dress code for the office event.
When to Use: Good for reminders that include details or instructions.
When Not to Use: Not ideal for urgent or time-sensitive notices.
Example: “A short note—tomorrow’s dress code is business casual.”
How to Respond 🗣️ “Noted, David. Thanks for the heads-up.”
26. A Little Note
Story: Nora reminds Chris about the shared password reset email.
When to Use: Great when you’re reminding about a detail they might forget.
When Not to Use: Avoid if the issue is critical or needs follow-up.
Example: “A little note—I sent the reset email last night.”
How to Respond 🗣️ “Thanks, Nora. I’ll check it now.”
27. A Brief Heads-Up
Story: Zoe sends Liam a quick message about the power outage planned in the office.
When to Use: Use it when alerting someone of a short but important update.
When Not to Use: Don’t use it for ongoing or bigger discussions.
Example: “A brief heads-up—power will go out at 2 for maintenance.”
How to Respond 🗣️ “Thanks for the heads-up, Zoe.”
28. A Little Reminder Note
Story: Rachel gently lets Tom know about submitting his presentation slides.
When to Use: Perfect for casual, written reminders with no pressure.
When Not to Use: Not good for tasks with close deadlines.
Example: “A little reminder note—please upload your slides tonight.”
How to Respond 🗣️ “Sure thing, Rachel. I’ll get on it.”
29. A Mild Reminder
Story: Ethan reminds Maya of her commitment to lead the morning session.
When to Use: Use when you want to avoid sounding stern or formal.
When Not to Use: Don’t use for responsibilities that are being ignored often.
Example: “A mild reminder—you’re leading the morning briefing tomorrow.”
How to Respond 🗣️ “Thanks for the heads-up, Ethan. Got it.”
30. A Subtle Reminder
Story: Sophie drops a note to Max about the invoice still pending approval.
When to Use: Ideal for situations where you want to avoid pressure or discomfort.
When Not to Use: Avoid if the reminder needs to be loud and clear.
Example: “Just a subtle reminder—the invoice is still pending.”
How to Respond 🗣️ “Thanks, Sophie. I’ll get that sorted.”
31. Just a Small Ping
Story: Emma wants to check in with Josh about the shared calendar update.
When to Use: Best when you want to send a quick follow-up without sounding serious.
When Not to Use: Don’t use for formal or client-facing communication.
Example: “Just a small ping—did you get a chance to update the calendar?”
How to Respond 🗣️ “Yep, Emma. Just did it now.”
32. Gentle Tap on the Shoulder
Story: Brian gives a light reminder to Nida about the team feedback submission.
When to Use: Use it when trying to be playful yet clear in reminding.
When Not to Use: Avoid in serious or high-stakes professional settings.
Example: “Gentle tap on the shoulder—don’t forget to submit the feedback.”
How to Respond 🗣️ “Haha, thanks Brian. Submitting it now.”
33. A Brief Reminder Note
Story: Fatima sends Yusuf a quick message to remember their podcast recording.
When to Use: Perfect for short reminders that only need a quick nudge.
When Not to Use: Not ideal if major prep or context is involved.
Example: “A brief reminder note—recording’s at 5 today.”
How to Respond 🗣️ “Thanks for the reminder, Fatima. All set.”
34. Quick Word of Reminder
Story: Sam reminds Priya to complete her availability form.
When to Use: Best when a simple and respectful tone fits the situation.
When Not to Use: Avoid when the message has multiple instructions or updates.
Example: “Quick word of reminder—don’t forget the form.”
How to Respond 🗣️ “Got it, Sam. Will do it tonight.”
35. Soft Signal
Story: Leo nudges Hanna about checking her email for tomorrow’s workshop brief.
When to Use: Use when you want the reminder to sound barely there, not pushy.
When Not to Use: Don’t use when clarity and urgency matter more.
Example: “Soft signal—your workshop brief is waiting in the inbox.”
How to Respond 🗣️ “Appreciate it, Leo. I’ll open it now.”
Conclusion
Choosing the right words when reminding someone is a small act that can make a big difference in how your message is received. Instead of relying on the same old phrase, using polite and thoughtful alternatives to “Please be reminded” can improve your communication especially in professional settings.
When you’re sending an email, posting a memo, or speaking in person, these softer expressions help maintain respect, clarity, and collaboration. Practice using them, and you’ll not only sound more professional but also build stronger, more positive relationships with your colleagues.
I’m Lily Hart, the Admin behind the engaging responses at SayStyles.com! With a knack for blending wit and warmth, I turn every piece of writing into something memorable. From clever advice to fun comebacks, I’m here to make sure every response leaves you smiling and thinking.
