10 Polite Ways to Give a Deadline (Email Samples)

It can be tricky to know how to give a deadline politely in an email. You don’t want to put too much pressure on the recipient, but you also need to rush them along.

So, how do you do that?

This article has gathered the best ways to politely set a deadline.

• Just a reminder: I need your work by
• Please send it over by
• To remind you, I need your work by
• Please have it ready by
• I hope you can get it ready for
• The deadline is fast approaching
• Please let me know if you are going to miss the deadline
• Please tell me if you cannot make the deadline
• I have set the deadline for
• As a reminder: you must complete this work by

You should read on to learn more about how to write a deadline message in an email without sounding rude.

1. Just a Reminder: I Need Your Work By

We recommend using “just a reminder: I need your work by” to keep things casual and polite. It shows you how to politely rush in an email without going overboard or saying that someone is getting close to missing the deadline cut.

Usually, you state a date or time after “by” to show when you expect something. For example:

I need your work by Wednesday at 3 p.m.

“By” works well to set a specific deadline. It shows the recipient when you expect them to hand in the work. That way, when emailing employees, you can make it as clear as possible what you expect from them.

Here is a quick email sample to show you how to use it:

Dear Holly,

Just a reminder: I need your work by Tuesday at the latest. I hope this isn’t going to cause problems.

All the best,
Samuel Jones

2. Please Send It Over By

To inform a client about a deadline, try “please send it over by.” It’s polite and shows you’d like to receive something before a specific time.

Using “by” to show a time implies that someone has to work to that deadline. “By” means you have to hand work in before the specified time. It’s a clear way to let someone know that you expect work from them.

Check out the following example if you’re still unsure:

Dear Rachael,

I’m glad you’re enjoying the project. Please send it over by Friday at 6 p.m. The project deadline is very important.

Yours,
Hannah Knight

3. To Remind You, I Need Your Work By

Another great option showing how to write a polite deadline email is “to remind you, I need your work by.” It shows you expect someone to hand in work by a certain time.

We recommend starting with “to remind you” to keep things friendly and polite. It shows you are sending an email as a favor to someone and asking them to hand their work in by a specific time.

You may also refer to the following example:

Dear Kingston,

To remind you, I need your work by Saturday at 3 p.m. So, you will need to prioritize it to ensure you complete it on time.

Thank you very much,
Rebecca Holmes

4. Please Have It Ready By

Another great polite way to give a deadline is “please have it ready by.” It shows that you’d like someone to focus on their work and complete it by a specific time.

Generally, this phrase is very clear and allows you to establish an exact deadline. We highly recommend it when emailing employees to tell them when you expect them to hand a project in.

Here is an email example to show you how to use it:

Dear Richard,

Of course, I hope the project is coming along nicely. Please have it ready by 6 p.m. tonight. I look forward to reviewing it.

Kind regards,
Mathew Hazelton

5. I Hope You Can Get It Ready For

Perhaps you’d like to email your students to let them know of the upcoming deadline. Something like “I hope you can get it ready for” works well when you include the deadline time or date after “for.”

Using “hope” is the key here. It shows you would appreciate it if someone could get on top of a project. However, it also shows that you would understand if someone goes wrong. Any good professor will offer this courtesy to their students if something unforeseen arises.

You may also refer to the following example to help you with it:

Dear Rachael,

I hope you can get it ready for Friday evening. Remember that everyone still needs to hand their work in by that time.

All the best,
Professor Keane

6. The Deadline Is Fast Approaching

If you want to sound more friendly in your email, try “the deadline is fast approaching.” This is a great option when emailing clients because it shows you don’t want to pressure them too much.

We highly recommend it if you have a good working relationship with a client. After all, it’s a great way to keep things light in an email when you expect them to give you something.

Here’s a quick sample email to show you how it works if you still don’t know:

Dear Brian,

Remember, the deadline is fast approaching! I don’t want to pressure you, but you really must complete the assignment.

Kind regards,
Julietta Bridgefield

7. Please Let Me Know if You Are Going to Miss the Deadline

A great way to show that you understand but expect work to be handed in is “please let me know if you are going to miss the deadline.” However, it works slightly differently from the other synonyms.

This phrase allows you to show understanding toward a recipient. It lets them know that you don’t mind if they miss the deadline, but only if they give an appropriate excuse.

For that reason, it’s best to use this when emailing students. It shows you expect work from them, but they might be running a little late.

Perhaps this example will also help you:

Dear Martin,

Please let me know if you are going to miss the deadline. After all, you only have another three hours.

Kind regards,
Kim Tanner

8. Please Tell Me if You Cannot Make the Deadline

Another great one to include when emailing students is “please tell me if you cannot make the deadline.” It still allows you to explain the specifics of the deadline, but it also shows sympathy if someone is otherwise occupied.

We recommend this when you’ve set the deadline but don’t mind if someone needs an extension. It’s a great way to build a good working relationship with your students.

If you’re still unsure, you can refer to this email example:

Dear Hillary,

Please tell me if you cannot make the deadline, so I can see if there’s anything I can do.

Thank you,
Dr. Walters

9. I Have Set the Deadline For

To keep things as simple as possible, you can say “I have set the deadline for.” It shows that you’ve set a specific time and expect work to come in at that time or earlier.

Most of the time, this is a clear and direct way to set a deadline. We recommend using it when emailing employees and letting them know that you have expectations they must reach.

Perhaps this example will help you if you’re still stuck:

Dear Russell,

I have set the deadline for Friday at 5 p.m. Is this enough time for you to complete the new project?

Kind regards,
Sally-Anne Redgrave

10. As a Reminder: You Must Complete This Work By

You can also start with “as a reminder” when opening an email. It shows that you want to remind someone without rushing them or sounding too bossy.

From there, you can say “you must complete this work by.” It’s a bit more demanding, but you’ve already made the phrase polite with the inclusion of “as a reminder.”

We recommend using this when emailing employees. It lets them know they have to hit the deadline and hand their work in at the appropriate time.

Check out the following email sample to help you with it:

Dear Marissa,

As a reminder: you must complete this work by 9 p.m. on Tuesday. Is this going to work for you, though?

All the best,
Hughie Jonas