How to Make a Soft Reminder in a Software Onboarding Message
When you are helping a new user set up their software account, complete a profile, or try a key feature, you often need to send a follow-up message. A soft reminder is a polite way to nudge someone without sounding pushy or impatient. In a software onboarding message, a soft reminder keeps the relationship positive while gently encouraging the user to take the next step. This guide will show you exactly how to write these reminders, with practical examples and clear explanations for English learners.
Quick Answer: What Is a Soft Reminder?
A soft reminder is a short, polite message that asks someone to do something they already know about. It avoids pressure and assumes the user simply forgot or got busy. The key elements are a friendly greeting, a reference to the previous request, a gentle nudge, and an offer of help. For example: “Just a quick note about setting up your profile. Let me know if you need any help.”
Why Soft Reminders Matter in Onboarding
New software users often feel overwhelmed. They may sign up, then get distracted by other work. A soft reminder shows you care about their success, not just about getting them to complete a task. It builds trust and reduces frustration. In contrast, a hard reminder (“You must finish this now”) can make users feel pressured and may cause them to abandon the software entirely.
Formal vs. Informal Soft Reminders
The tone of your soft reminder depends on your relationship with the user and the software’s brand voice. Here is a comparison table to help you choose the right approach.
| Situation | Formal Example | Informal Example |
|---|---|---|
| First follow-up after sign-up | “We noticed you have not yet completed your account setup. Please feel free to reach out if you require assistance.” | “Hey! Just checking in—did you get a chance to finish setting up your account? Happy to help if you’re stuck.” |
| Reminder to try a feature | “This is a gentle reminder about the reporting feature available in your dashboard. We are here to support you.” | “Quick heads-up: the reporting tool is ready for you. Let me know if you want a walkthrough!” |
| Reminder about a deadline | “As a courtesy, we would like to remind you that the trial period ends in three days. Please contact us with any questions.” | “Just a friendly reminder—your trial wraps up in a few days. Want to extend it?” |
Formal reminders work well for enterprise software or professional services. Informal reminders suit consumer apps, creative tools, or casual communication channels like chat.
Natural Examples of Soft Reminders
Here are realistic examples you can adapt for your own onboarding messages. Each example includes a note about the context and tone.
Example 1: Profile Completion Reminder (Email)
Subject: Quick check on your profile
Body: Hi [Name],
I hope you are settling in well with [Software Name]. I noticed your profile is still missing a few details. No rush at all—just wanted to make sure you know where to add them. If you have a moment, you can update your profile under Settings. Let me know if you need directions.
Best, [Your Name]
Tone note: Friendly and supportive. The phrase “No rush at all” reduces pressure.
Example 2: Feature Activation Reminder (In-app Message)
Message: Hey there! The analytics dashboard is now active on your account. We thought you might want to take a quick look. If you have questions, just reply here.
Tone note: Casual and direct. “We thought you might want to” is a soft suggestion, not a command.
Example 3: Trial Expiration Reminder (Email)
Subject: Your trial is almost over
Body: Hi [Name],
Just a friendly note that your [Software Name] trial ends on [Date]. We would love to have you continue. If you would like to upgrade, you can do so in your account settings. If you have any questions about plans, feel free to reply to this email.
Thanks, [Your Name]
Tone note: Polite and informative. “Just a friendly note” signals a soft approach.
Common Mistakes When Writing Soft Reminders
Even with good intentions, learners often make mistakes that turn a soft reminder into a hard push. Here are the most common errors and how to fix them.
Mistake 1: Using Urgent Language
Wrong: “You must complete your profile immediately.”
Better: “When you have a moment, please complete your profile.”
Why: “Must” and “immediately” create pressure. Soft reminders use words like “when you have a moment” or “at your convenience.”
Mistake 2: Blaming the User
Wrong: “You forgot to finish the setup.”
Better: “We noticed the setup is not yet complete.”
Why: Blaming makes the user feel defensive. Focus on the task, not the person.
Mistake 3: Being Too Vague
Wrong: “Please check your account.”
Better: “Please check your account to confirm your email address.”
Why: Vague reminders confuse the user. Be specific about what action you want them to take.
Mistake 4: No Offer of Help
Wrong: “Complete the onboarding steps.”
Better: “Complete the onboarding steps. If you get stuck, I am happy to help.”
Why: Offering help shows you are on the user’s side. It reduces anxiety and encourages action.
Better Alternatives for Common Soft Reminder Phrases
Sometimes the phrase you want to use feels too direct or too weak. Here are better alternatives for common situations.
When to Use “Just a quick note”
Use this phrase when the reminder is very short and the user already knows the context. It works well for in-app messages or short emails. Example: “Just a quick note about the new feature—check it out when you can.”
When to Use “We noticed”
Use “We noticed” when you want to point out something specific without sounding accusatory. It is neutral and factual. Example: “We noticed you have not yet connected your calendar. Would you like help with that?”
When to Use “No rush”
Use “No rush” when the task is not urgent but still important. It reassures the user that they can take their time. Example: “No rush on the profile photo, but it helps others recognize you in the team.”
When to Use “Friendly reminder”
Use “Friendly reminder” for deadlines or important steps. It is polite but clear. Example: “Friendly reminder that your free trial ends in two days.”
Mini Practice Section
Test your understanding with these four questions. Each question presents a situation, and you need to choose the best soft reminder. Answers are provided below.
Question 1
A new user signed up for your project management software but has not created their first project. What is the best soft reminder?
A) “Create a project now or your account will be deactivated.”
B) “Just checking in—would you like help setting up your first project?”
C) “Why haven’t you created a project yet?”
Question 2
You need to remind a user to verify their email address. Which message is most polite?
A) “Verify your email immediately.”
B) “Please verify your email address when you get a chance. Let me know if you need the link resent.”
C) “You forgot to verify your email.”
Question 3
A user has not logged in for a week after the initial demo. What is a good soft reminder?
A) “We miss you! Log in to see what is new.”
B) “Your account will be deleted if you do not log in.”
C) “You need to use the software more.”
Question 4
You want to remind a user about an upcoming training webinar. Which option is best?
A) “Don’t forget the webinar tomorrow.”
B) “Reminder: The webinar is tomorrow at 2 PM. Click here to join.”
C) “You better attend the webinar.”
Answers
Question 1: B. It offers help and is friendly. A is threatening, and C is accusatory.
Question 2: B. It is polite and offers assistance. A is demanding, and C blames the user.
Question 3: A. It is warm and inviting. B is threatening, and C is judgmental.
Question 4: B. It is clear and polite. A is too casual, and C is pushy.
Frequently Asked Questions
1. How many times should I send a soft reminder?
Generally, one or two soft reminders are enough. If the user does not respond after two reminders, consider a different approach, such as a direct offer of help or a phone call. Too many reminders can annoy the user.
2. Can I use emojis in a soft reminder?
Yes, but only in informal contexts. A smiley face or a waving hand emoji can make the message feel warmer. Avoid emojis in formal business emails or when writing to enterprise clients.
3. What if the user still does not act after a soft reminder?
Send a slightly more direct message, but keep it polite. For example: “I wanted to follow up on my previous message about completing your profile. Is there anything I can help with?” This shows persistence without aggression.
4. Should I include a deadline in a soft reminder?
Only if there is a real deadline, such as a trial expiration. In that case, mention the date clearly but politely. For non-urgent tasks, avoid deadlines to keep the tone soft.
Putting It All Together
Writing a soft reminder in a software onboarding message is about balancing clarity with kindness. Use friendly language, be specific about the action, and always offer help. Avoid urgent words, blame, and vague requests. Practice with the examples and exercises in this guide, and you will be able to write effective soft reminders that keep users engaged and happy.
For more guidance on polite communication in software onboarding, explore our Software Onboarding Message Polite Requests category. You can also review Software Onboarding Message Starters for ideas on how to begin your messages. If you have questions about this guide, visit our FAQ page or contact us directly.