How to Make a Soft Reminder in a Software Onboarding Conversation

When you are helping a new user set up a software tool, you often need to send a polite nudge without sounding pushy or impatient. A soft reminder is a gentle way to ask someone to complete a step they may have forgotten, such as verifying their email, scheduling a training call, or finishing a profile setup. This guide shows you exactly how to phrase those reminders in a software onboarding conversation, whether you are writing an email, sending a chat message, or speaking directly.

Quick Answer: What Is a Soft Reminder?

A soft reminder is a polite, low-pressure message that prompts someone to take an action they already know about. It usually includes a friendly greeting, a reference to the previous request, and a clear but gentle call to action. You avoid words like “urgent” or “overdue” and instead use phrases like “just a quick check-in” or “wanted to make sure you saw.”

Why Soft Reminders Matter in Software Onboarding

New users are often busy or distracted. A soft reminder helps them stay on track without feeling blamed or rushed. In a professional context, this keeps the relationship positive and encourages cooperation. It also shows that you are organized and considerate, which builds trust during the onboarding process.

Formal vs. Informal Soft Reminders

The tone of your reminder depends on your relationship with the user and the communication channel. Here is a quick comparison:

Natural Examples of Soft Reminders

Here are realistic examples you can adapt for your own conversations. Each one is written for a specific situation during software onboarding.

Example 1: Reminding a User to Verify Their Email

Situation: A new user signed up but has not clicked the verification link.

“Hi [Name], I noticed you created an account with us. Just a friendly reminder to check your inbox for the verification email. Once you confirm your email, you will have full access to the dashboard. Let me know if you need me to resend the link.”

Example 2: Following Up on a Training Call Booking

Situation: You sent a calendar invitation for a training session, but the user has not accepted.

“Hello [Name], I hope you are doing well. I wanted to gently remind you about the onboarding training session scheduled for next Tuesday. Please accept the invitation at your earliest convenience so we can confirm the time. Happy to reschedule if needed.”

Example 3: Checking on a Pending Setup Task

Situation: The user needs to upload a file to complete their profile.

“Hi [Name], just a quick check-in on the profile setup. The last step is uploading your company logo. No pressure, but once that is done, you will be all set to start using the reporting features. Let me know if you run into any issues.”

Common Mistakes When Making Soft Reminders

Even with good intentions, some reminders can feel too strong or unclear. Avoid these common errors.

Mistake 1: Using Accusatory Language

Wrong: “You still haven’t completed the setup. Why is it taking so long?”
Better: “I wanted to check if you had a chance to look at the setup steps. Let me know if anything is unclear.”

Mistake 2: Being Too Vague

Wrong: “Just a reminder about the thing we talked about.”
Better: “Just a quick reminder about the account verification step we discussed during our last call.”

Mistake 3: Adding Unnecessary Pressure

Wrong: “This is urgent. Please complete it immediately.”
Better: “When you have a moment, please complete the final step. It should only take a few minutes.”

Better Alternatives for Common Reminder Phrases

If you find yourself using the same phrases repeatedly, try these alternatives to keep your language fresh and natural.

• Instead of: “Just a reminder”
  Try: “A quick note” or “Wanted to circle back”
• Instead of: “Don’t forget”
  Try: “In case it slipped your mind” or “Just in case you missed it”
• Instead of: “You need to”
  Try: “The next step is” or “Once you have a chance”
• Instead of: “Please do this now”
  Try: “Whenever you are ready” or “At your convenience”

When to Use a Soft Reminder vs. a Direct Request

Knowing when to use a soft reminder is just as important as knowing how to phrase it. Use a soft reminder when:

• The user has already been informed about the task.
• There is no strict deadline yet.
• You want to maintain a friendly relationship.
• The task is small and easy to complete.

Use a more direct request when:

• The deadline has passed.
• The task is critical for security or compliance.
• The user has ignored multiple soft reminders.

Mini Practice: Write Your Own Soft Reminder

Try these short exercises to practice what you have learned. Read the situation, then write your own soft reminder. After each question, check the suggested answer.

Question 1

Situation: A new user has not accepted the terms of service. You need to remind them politely.

Your soft reminder: _________________________________

Suggested answer: “Hi [Name], I noticed you haven’t accepted the terms of service yet. Once you do, you will be able to access all features. Please let me know if you have any questions about the terms.”

Question 2

Situation: You sent a welcome email with a link to a getting-started guide, but the user has not clicked it.

Your soft reminder: _________________________________

Suggested answer: “Hello [Name], I hope you are settling in. I wanted to make sure you received the getting-started guide I sent earlier. The link is inside the welcome email. Let me know if you need me to resend it.”

Question 3

Situation: A user needs to schedule their first onboarding call, but they have not replied to your proposed times.

Your soft reminder: _________________________________

Suggested answer: “Hi [Name], just checking in on the onboarding call. I suggested a few times last week. Do any of those work for you, or would you prefer a different time?”

Question 4

Situation: A user started the setup wizard but stopped halfway. You want to encourage them to finish.

Your soft reminder: _________________________________

Suggested answer: “Hi [Name], I saw you started the setup wizard. You are almost done! The last step is adding your team members. Let me know if you need any help finishing up.”

Frequently Asked Questions About Soft Reminders

Q1: How many soft reminders should I send before being more direct?

Generally, two to three soft reminders are appropriate before you switch to a more direct tone. Space them out by a few days to give the user time to respond. If you still get no reply, a direct request or a phone call may be necessary.

Q2: Can I use emojis in a soft reminder?

Yes, but only in informal contexts such as chat messages or casual emails. A simple smiley face or a checkmark can make the tone feel warmer. Avoid emojis in formal emails to clients or senior stakeholders.

Q3: What if the user never responds to my soft reminders?

First, check if the user is still active. They may have changed their email or lost interest. If they are still using the software, try a different communication channel, such as an in-app notification or a phone call. If they are not responding at all, it may be time to escalate to a manager or support team.

Q4: Should I apologize in a soft reminder?

Only apologize if you are the one who caused the delay. For example, if you forgot to send a link, you can say “Sorry for the extra message.” Otherwise, avoid apologizing for reminding someone about a task they agreed to do. It can make you seem less confident.

Final Tips for Effective Soft Reminders

To wrap up, keep these key points in mind when writing your next soft reminder:

• Always start with a friendly greeting.
• Reference the specific task or step.
• Keep the tone warm and understanding.
• Offer help or an alternative if needed.
• End with a clear, low-pressure call to action.

For more guidance on polite communication during onboarding, explore our Software Onboarding Conversation Polite Requests section. You can also find useful opening lines in Software Onboarding Conversation Starters. If you have questions about this guide, visit our FAQ page or contact us directly.