How to Make a Soft Reminder in a Job Interview Reply
When you are waiting for a response after a job interview, sending a polite follow-up can show your interest without seeming pushy. A soft reminder is a gentle way to ask for an update while respecting the interviewer’s time. This guide will show you exactly how to phrase a soft reminder in a job interview reply, with practical examples, tone notes, and common mistakes to avoid.
Quick Answer: What Is a Soft Reminder?
A soft reminder is a short, polite message that asks for an update or confirmation without pressure. In a job interview context, it usually comes after a few days of silence. The key is to keep the tone warm, professional, and understanding. Use phrases like “I wanted to gently follow up” or “Just checking in to see if there’s any update.” Always thank the recipient for their time and express continued interest.
Why Use a Soft Reminder in a Job Interview Reply?
After an interview, hiring managers are often busy with multiple candidates. A soft reminder does two things: it keeps you on their radar, and it shows you are proactive and genuinely interested. However, the tone matters greatly. A direct or demanding message can hurt your chances. A soft reminder, on the other hand, feels respectful and considerate.
When to Send a Soft Reminder
- After 5–7 business days with no response
- When the interviewer mentioned a specific timeline that has passed
- When you need to confirm receipt of a thank-you note
- When you have a second interview offer pending
Formal vs. Informal Soft Reminders
The level of formality depends on your relationship with the interviewer and the company culture. A corporate job usually requires a formal tone, while a startup might accept a slightly more casual approach. Below is a comparison table to help you choose the right style.
| Aspect | Formal | Informal |
|---|---|---|
| Greeting | Dear Mr./Ms. [Last Name] | Hi [First Name] |
| Opening line | I hope this message finds you well. | Hope you’re doing well! |
| Reminder phrase | I wanted to kindly follow up regarding the status of my application. | Just checking in to see if there’s any news. |
| Closing | Thank you for your time and consideration. | Thanks again, and talk soon! |
| Best for | Corporate, traditional industries | Startups, creative fields |
Natural Examples of Soft Reminders
Here are three realistic examples you can adapt. Each one shows a different situation.
Example 1: Formal Email Soft Reminder
Subject: Follow-Up on Interview – [Your Name]
Dear Ms. Johnson,
I hope this message finds you well. I wanted to gently follow up on my interview for the Marketing Coordinator position on March 10. I remain very interested in the role and would appreciate any update you can share. Thank you again for your time.
Best regards,
Sarah Chen
Example 2: Informal Email Soft Reminder
Subject: Quick check-in
Hi Tom,
Hope you’re having a good week! Just checking in to see if there’s any update on the interview decision. No rush at all—just wanted to stay on your radar. Thanks again for the great conversation!
Best,
Mike
Example 3: Soft Reminder After a Second Interview
Subject: Following up on our conversation
Dear Dr. Patel,
I hope you’re well. I wanted to kindly follow up on our second interview last Thursday. I’m very excited about the opportunity to join your team. Please let me know if you need any additional information from me.
Thank you for your consideration.
Sincerely,
Anna Lee
Common Mistakes in Soft Reminders
Even with good intentions, small errors can make your reminder feel pushy or unprofessional. Here are the most common mistakes and how to fix them.
Mistake 1: Being Too Direct
Wrong: “Have you made a decision yet? I need to know.”
Better: “I was wondering if there’s any update on the hiring process.”
Mistake 2: Sending Too Soon
Wrong: Sending a reminder the day after the interview.
Better: Wait at least 5 business days unless the interviewer gave a shorter timeline.
Mistake 3: Using Aggressive Language
Wrong: “I expect a response by Friday.”
Better: “I would appreciate any update when you have a moment.”
Mistake 4: Forgetting to Thank
Wrong: Ending the message without gratitude.
Better: Always include a thank-you for their time and consideration.
Better Alternatives for Common Soft Reminder Phrases
Sometimes the same phrase can feel overused. Here are better alternatives to keep your reminder fresh and polite.
| Overused Phrase | Better Alternative | When to Use It |
|---|---|---|
| “Just checking in” | “I wanted to gently follow up” | When you want to sound extra polite |
| “Any update?” | “I was wondering if there’s any news” | When you want to sound curious, not demanding |
| “I’m following up” | “I’m reaching out to see if there’s an update” | When you want to sound professional |
| “Please let me know” | “I would appreciate any information you can share” | When you want to show respect |
Mini Practice Section: Test Your Soft Reminder Skills
Try these four practice questions. Each one has a correct answer and a brief explanation.
Question 1
You interviewed for a job 6 days ago and haven’t heard back. Which sentence is the best soft reminder?
A. “Why haven’t you replied to my email?”
B. “I wanted to kindly follow up on my interview last week.”
C. “Please respond immediately.”
D. “I’m waiting for your answer.”
Answer: B. It is polite, gentle, and shows patience.
Question 2
What is the best time to send a soft reminder after an interview?
A. The next day
B. After 1–2 business days
C. After 5–7 business days
D. After one month
Answer: C. Waiting 5–7 business days is respectful and gives the interviewer time.
Question 3
Which closing is most appropriate for a formal soft reminder?
A. “Talk later!”
B. “Thanks, bye.”
C. “Thank you for your time and consideration.”
D. “See you.”
Answer: C. It is professional and polite.
Question 4
True or False: You should always mention the specific date of your interview in a soft reminder.
A. True
B. False
Answer: A. True. Mentioning the date helps the interviewer remember your conversation.
FAQ: Soft Reminders in Job Interview Replies
1. Can I send a soft reminder if the interviewer said they would contact me?
Yes, but wait until after the promised timeline has passed. For example, if they said “by Friday,” send your reminder on Monday. This shows you respect their schedule.
2. Should I include my resume again in a soft reminder?
No, unless the interviewer specifically asks for it. A soft reminder is about checking in, not resending documents. If you want to be helpful, you can offer to provide additional information.
3. Is it okay to send a soft reminder via LinkedIn message?
Yes, but only if you have already communicated through LinkedIn. Keep the message short and professional. Avoid using casual emojis unless the interviewer used them first.
4. What if I don’t get a response after my soft reminder?
Send one more reminder after another 5–7 business days. If you still don’t hear back, it is best to move on. Do not send more than two reminders, as it can seem pushy.
Final Tips for Writing a Soft Reminder
Writing a soft reminder is about balancing patience and persistence. Always start with a polite greeting, state your purpose gently, and end with gratitude. Remember to keep your tone warm and professional. If you are unsure, read your message out loud to see if it sounds natural. For more guidance on polite communication, explore our Job Interview Reply Polite Requests section. You can also check our Job Interview Reply Starters for opening lines that set the right tone.
If you have more questions about interview replies, visit our FAQ page or read our Editorial Policy to understand how we create these guides. For additional support, feel free to contact us.
