In today’s busy world, it’s not uncommon for messages to get lost in a sea of emails, text messages and other forms of communication. This can be frustrating, especially when you’re waiting for an important response. Reminding someone about a message can be tricky- you don’t want to come across as rude or pushy. However, it is important to follow up in a polite and professional manner.
In this blog post, we will explore how to politely remind someone about a message and increase the chances of getting a response.
Choose the Right Method of Communication
When it comes to reminding someone about a message, it’s important to choose the right method of communication. Consider the person you’re trying to contact and the urgency of the message.
For example, if you’re waiting for a response on a work-related matter, email might be the best method of communication. Keep in mind that some people prefer a phone call or a text message, so it’s important to choose a method that works for both of you.
Use a Polite Tone
The tone of your reminder message can make all the difference. Choosing the right words and phrases can help you avoid sounding pushy or aggressive. Starting with a simple greeting can soften the tone, for example, “Hope you’re doing well,” or “Hi there,”.
When writing the reminder message, keep the tone friendly and positive. Avoid using phrases like “I haven’t heard from you,” which may come across as accusatory. Instead, use phrases like “Just wanted to follow up,” or “I’m checking in to see if you had a chance to review my message.”
State the Purpose of Your Message
When sending a reminder message, it’s important to clearly state the purpose of your message. This can help the recipient understand why you are contacting them. Be sure to explain what you are reminding them about and why it’s important.
For example, if you sent an email asking for feedback on a project, you can write, “I’m following up on the request I sent last week regarding your feedback on the project. Your input is vital to move forward with this project”.
Be Specific About Next Steps
Another way to politely remind someone about a message is to provide specific information about what happens next. This can help the recipient understand the importance of responding promptly.
If you’re hoping for a response, let the recipient know when you need to hear back from them. For example, “I’m hoping to get your feedback by the end of this week. If that’s not possible, please let me know when I can expect to hear back from you.”
End on a Positive Note
When ending your reminder message, it’s important to do so on a positive note. This helps to create a good impression and leaves the door open for future communication.
You can end the message with a simple “Thanks” or “Looking forward to hearing back from you”, followed by a friendly sign-off such as “Best regards” or “Warmly”.
In summary, reminding someone about a message can be tricky. However, it’s important to follow up in a polite and professional manner. Choose the right method of communication, use a polite tone, state the purpose of your message, be specific about next steps and end on a positive note. By following these tips, you can remind someone about a message without being pushy and increase your chances of getting a response.