How to Make a Soft Reminder in a Software Onboarding Reply
When you are helping a new user set up their software account, or waiting for them to complete a step, a soft reminder is a polite way to nudge them without sounding pushy or impatient. In a software onboarding reply, a soft reminder keeps the relationship positive and shows you are helpful, not demanding. The key is to assume the person is busy, not ignoring you, and to offer a gentle path forward.
Quick Answer: What Is a Soft Reminder?
A soft reminder is a short, polite message that asks someone to complete an action they already know about. You do not accuse them of forgetting. Instead, you frame it as a helpful check-in. For example: “Just a quick note to see if you had a chance to look at the setup guide.” This works in email and in chat replies during software onboarding.
Why Soft Reminders Matter in Software Onboarding
New users often start the onboarding process and then get distracted. A soft reminder can save the relationship. If you send a harsh reminder like “You haven’t completed your profile yet”, the user may feel blamed. A soft reminder like “I wanted to make sure everything is going smoothly with your account setup” keeps the tone warm and supportive. This is especially important in Software Onboarding Reply Polite Requests because you are asking for their time, not demanding it.
Formal vs. Informal Soft Reminders
Your choice of words depends on your relationship with the user and the communication channel. Here is a quick comparison:
| Context | Formal Example | Informal Example |
|---|---|---|
| Email to a new client | “I am writing to gently remind you that your account activation requires one more step.” | “Hey, just checking if you got the activation link.” |
| Chat message to a colleague | “May I kindly remind you to review the onboarding checklist?” | “Quick reminder about the checklist when you have a sec.” |
| Support ticket reply | “We noticed your trial period is active. Please let us know if you need help completing the setup.” | “Just a heads up – your trial is live. Need any help?” |
Notice that formal reminders use full sentences and polite phrases like “I am writing to” or “May I kindly remind you.” Informal reminders use contractions, shorter sentences, and friendlier words like “hey” or “just checking.”
Natural Examples of Soft Reminders
Here are five natural examples you can adapt for your own replies. Each one is written for a different situation during software onboarding.
Example 1: Reminding a user to verify their email
“Hi [Name], I hope your day is going well. I just wanted to check if you received the verification email we sent. Sometimes it lands in the spam folder. Let me know if you need me to resend it.”
Example 2: Reminding a user to complete a profile
“Hello [Name], quick note to see if you had a moment to finish your profile. Once that is done, you will have full access to the dashboard. Happy to help if you get stuck.”
Example 3: Reminding a user to schedule a training call
“Hi [Name], just circling back on the training call invitation. We have slots open this week if you would like to book one. No rush at all.”
Example 4: Reminding a user to install the software
“Hey [Name], I noticed the software hasn’t been installed yet. If you run into any issues during installation, I am here to help. Let me know how it goes.”
Example 5: Reminding a user to accept an invitation
“Hello [Name], I wanted to make sure you saw the team invitation. Once you accept, you will be added to the workspace. Let me know if you need me to resend it.”
Common Mistakes When Writing Soft Reminders
Even with good intentions, learners often make mistakes that turn a soft reminder into a hard one. Here are the most common errors and how to fix them.
Mistake 1: Using accusatory language
Wrong: “You forgot to complete your profile.”
Better: “I noticed your profile is still incomplete. Would you like any help finishing it?”
Mistake 2: Being too vague
Wrong: “Just a reminder about the thing.”
Better: “Just a reminder about the account setup steps we discussed earlier.”
Mistake 3: Adding pressure
Wrong: “Please do this today or your account will be suspended.”
Better: “To keep your account active, please complete this step when you have a moment.”
Mistake 4: Not offering help
Wrong: “Please complete the onboarding.”
Better: “Please complete the onboarding. If anything is unclear, I am happy to walk you through it.”
Better Alternatives for Common Soft Reminder Phrases
Sometimes the first phrase that comes to mind is not the most polite. Here are better alternatives to use in your software onboarding replies.
| Instead of saying | Say this | When to use it |
|---|---|---|
| “You haven’t done this yet.” | “I wanted to check if you have had a chance to look at this.” | When you want to avoid sounding like you are keeping score. |
| “Did you forget?” | “Just in case it slipped your mind, here is a quick reminder.” | When you want to be gentle and understanding. |
| “You need to do this now.” | “When you get a moment, please take a look at this step.” | When you want to respect the user’s schedule. |
| “Why haven’t you replied?” | “I am following up on my previous message in case you missed it.” | When you want to give the benefit of the doubt. |
When to Use a Soft Reminder vs. a Direct Request
Not every situation calls for a soft reminder. Here is a simple guide to help you decide.
- Use a soft reminder when the user has not responded after one or two messages, when the task is not urgent, or when you want to maintain a friendly tone.
- Use a direct request when the task is time-sensitive, when the user has agreed to a deadline, or when you are in a formal support ticket where clarity is more important than tone.
For example, if a user’s trial is about to expire and they need to upgrade, a direct request like “Please upgrade your account before [date] to avoid interruption” is appropriate. But if you are just reminding them to explore a feature, a soft reminder works better.
Mini Practice: Write Your Own Soft Reminder
Try these four exercises. Read the situation, then write your own soft reminder. After each question, check the suggested answer to see how you did.
Question 1
Situation: A new user signed up for your project management tool but has not created their first project. You want to remind them gently.
Your soft reminder: _________________________________
Suggested answer: “Hi [Name], welcome aboard! I noticed you haven’t created your first project yet. If you need any tips on getting started, I am here to help.”
Question 2
Situation: You sent a user a link to download the software three days ago. They have not downloaded it yet.
Your soft reminder: _________________________________
Suggested answer: “Hello [Name], I hope this finds you well. I wanted to check if you had any trouble downloading the software. The link is still valid if you need it.”
Question 3
Situation: A colleague on your team has not completed their onboarding training module. You need to remind them in a chat message.
Your soft reminder: _________________________________
Suggested answer: “Hey [Name], quick reminder about the training module. Let me know if you have any questions about it.”
Question 4
Situation: A client has not replied to your email about scheduling an onboarding call. You want to follow up politely.
Your soft reminder: _________________________________
Suggested answer: “Dear [Name], I am following up on my previous email about scheduling your onboarding call. Please let me know a time that works for you. I am happy to accommodate your schedule.”
Frequently Asked Questions
1. Can I use a soft reminder in a formal business email?
Yes. Use formal language like “I am writing to gently remind you” or “This is a courteous reminder.” Avoid slang and keep the tone professional. A soft reminder is appropriate in any context where you want to be polite.
2. How many times should I send a soft reminder before being direct?
Generally, two soft reminders are acceptable. After that, you can send a more direct message. For example, first reminder: “Just checking in.” Second reminder: “Following up on my previous message.” Third message: “Please complete this step by [date].”
3. What if the user still does not respond after a soft reminder?
Wait a few days, then send a slightly firmer but still polite message. You can say, “I wanted to make sure you received my previous messages. This step is important for your account setup. Please let me know if you need assistance.” If there is still no response, escalate through another channel like a phone call.
4. Is it okay to use emojis in a soft reminder?
It depends on your audience and the communication channel. In a casual chat with a colleague, a smiley emoji can make the reminder feel friendlier. In a formal email to a client, avoid emojis. When in doubt, leave them out.
Final Tips for Writing Soft Reminders
Always start by acknowledging the user’s busy schedule. Use phrases like “when you have a moment” or “no rush at all.” Offer help instead of just asking for action. Keep your sentences short and clear. And remember, the goal is to remind, not to blame. With practice, you will find the right balance between being helpful and being persistent.
For more guidance on polite communication during onboarding, explore our Software Onboarding Reply Starters and Software Onboarding Reply Practice Replies sections. If you have questions about our approach, visit our FAQ or contact us.
