In professional communication, tone matters. A simple phrase like “just a quick reminder” may sound polite and harmless, but in formal settings it can sometimes feel too casual. Whether you are writing to a manager, client, colleague, or professor, choosing the right words shows respect, professionalism, and clarity.
This guide explains nine formal alternatives to “just a quick reminder,” when to use them, and how to write them naturally. You will also find practical examples and a comparison table to help you choose the best option for your situation.
Why Use a More Formal Alternative?
In business and academic communication, small language choices make a big difference. A more formal phrase:
- Shows professionalism
- Maintains a respectful tone
- Reduces the risk of sounding impatient
- Helps build positive long-term relationships
While “just a quick reminder” is friendly, it may sound too casual in formal emails, official notices, or client communication.
9 Formal Ways to Say “Just a Quick Reminder”
1. This is a Gentle Reminder
This phrase is polite and neutral. It works well in most professional situations.
This is a gentle reminder that the project deadline is Friday, April 12.
It sounds respectful and avoids pressure.
2. Kindly Be Reminded
This expression is more common in formal or international business English. It may sound slightly traditional but is still widely used.
Kindly be reminded that all reports must be submitted by 5 PM.
Use it carefully, as it can sound slightly direct.
3. Please Be Advised
This phrase is very formal and often used in official communication.
Please be advised that the office will be closed on Monday due to a public holiday.
It is suitable for announcements and policy updates.
4. I Would Like to Remind You
This option is polite and professional while still sounding personal.
I would like to remind you that your subscription will expire at the end of this month.
This is ideal for client emails or formal follow-ups.
5. This Is to Remind You That
This phrase is clear, direct, and commonly used in business writing.
This is to remind you that the meeting is scheduled for tomorrow at 10 AM.
It is straightforward and appropriate in most formal contexts.
6. May I Kindly Remind You
This version is extra polite and slightly softer in tone.
May I kindly remind you to complete the compliance training by Thursday?
This is useful when addressing someone senior or when you want to avoid sounding demanding.
7. As a Friendly Reminder
This phrase balances professionalism and warmth.
As a friendly reminder, invoices are due within 30 days of receipt.
It works well with colleagues or regular clients.
8. I Would Like to Follow Up On
Sometimes you do not need the word “reminder.” A follow-up phrase can sound more natural.
I would like to follow up on my previous email regarding the contract approval.
This is especially helpful if someone has not responded yet.
9. This Is a Courtesy Reminder
This phrase emphasizes that you are being helpful, not demanding.
This is a courtesy reminder about your upcoming appointment on April 15.
It is commonly used in service industries, healthcare, and customer communication.
Comparison Table
| Phrase | Formality Level | Best Used For |
|---|---|---|
| This is a gentle reminder | Medium-High | General professional emails |
| Kindly be reminded | High | Formal notices, policies |
| Please be advised | Very High | Official announcements |
| I would like to remind you | Medium-High | Client communication |
| This is to remind you that | Medium-High | Meeting and deadline reminders |
| May I kindly remind you | High | Senior professionals |
| As a friendly reminder | Medium | Colleagues and regular contacts |
| I would like to follow up on | Medium-High | Unanswered emails |
| This is a courtesy reminder | High | Appointments and services |
Tips for Writing Polite Reminder Emails
1. Be Clear and Specific
Always mention the exact date, time, or task. Avoid vague language.
2. Keep It Short
A reminder should be brief and focused. Long explanations are not necessary.
3. Use Polite Closing Lines
End with appreciation when possible.
Thank you for your attention to this matter.
I appreciate your prompt response.
Please let me know if you have any questions.
4. Avoid Sounding Accusatory
Do not suggest that the person has done something wrong. Stay neutral and professional.
Instead of:
You forgot to send the report.
Write:
This is a gentle reminder regarding the pending report.
Quick Summary: Key Takeaways
- “Just a quick reminder” may be too casual for formal communication.
- Choose phrases based on your relationship with the reader.
- Use more formal expressions for clients, managers, or official notices.
- Keep reminder messages short, clear, and polite.
- Always include specific details like dates and deadlines.
Conclusion
Using the right words in professional communication shows respect and attention to detail. While “just a quick reminder” works in casual settings, formal alternatives can improve your tone and strengthen your professional image.
By choosing phrases like “This is a gentle reminder,” “Please be advised,” or “I would like to follow up,” you ensure your message is clear, polite, and appropriate for any formal situation. Small changes in wording can make a big difference in how your message is received.