Write a polite reminder for an overdue action or deadline
Gives you a friendly first reminder, a firmer second one, and a final notice for something someone still owes you.
The prompt
Write a polite reminder for something someone still needs to do.
What's pending: [THE ACTION - e.g. "approve the budget", "submit timesheets", "send the signed contract"]
Who owes it: [PERSON OR GROUP, and their seniority relative to me]
Original deadline and how it was agreed: [DATE; email, meeting, process]
Why it matters now: [WHAT IS BLOCKED OR AT RISK, and the new deadline]
What happens if it's still not done: [REAL CONSEQUENCE - e.g. "payroll runs late", "I escalate to their manager" - or "none"]
Reminders already sent: [none / once / twice]
Channel: [email / Teams / Slack]
Write three versions I can use in sequence:
1. Friendly nudge - assumes good intent, restates the ask, makes it easy (link, attachment, exact step).
2. Second reminder - clearer about the impact and the new deadline, still courteous.
3. Final notice - firm and factual: what happens if it isn't done by the date, and who else will be informed, if relevant.
Rules for each:
- The ask and the deadline in the first two lines; put the date in bold.
- Under 90 words. No guilt-tripping, sarcasm, or "per my last email".
- If it's a group reminder, make it work without singling anyone out.
- Use only the consequence I gave; never invent or exaggerate one. If I gave none, keep the final notice to the new deadline and the impact.
Also suggest when to send each one, and whether the final notice should copy anyone.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Email & Workplace Communication prompts
What to fill in
- PERSON OR GROUP, and their seniority relative to me
- DATE; email, meeting, process
- WHAT IS BLOCKED OR AT RISK, and the new deadline
- none / once / twice
- email / Teams / Slack
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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