No-shows or low turnout at a meeting can be disappointing. You may have spent time and effort setting things up for the meeting, but proposed attendees not showing up could result in a waste of time and productivity.
What is one thing you need to do to keep your attendees aware of meetings and encourage participation? The answer: send meeting reminder emails. It’s a great way to keep your attendees abreast of meeting schedules and prevent no-shows.
In this article, we’ll discuss how to write a meeting reminder email and highlight 8 templates that you can work with for different occasions.
When to send a meeting reminder?
A meeting reminder is a notification sent to participants to remind them about an upcoming meeting.
The questions that are often asked are, “When should I send meeting reminder messages?” and “What is an appropriate time to send a meeting reminder?”
Well, there are no set-in-stone rules that dictate a specific time for sending reminder emails. But based on my experience, the best time to send a meeting reminder is typically 12 hours before the scheduled meeting time. This ensures that participants have a timely reminder without being too far in advance.
How to write a meeting reminder message
With busy schedules and numerous commitments, it's easy for participants to forget about upcoming meetings. You can send a message to politely remind them.
Whether you choose to write your meeting reminder message from scratch or use templates, there are certain elements that your email must have. Here are tips to help you write effective meeting reminder emails.
1. Use a clear and compelling subject line
This is usually the first thing your recipient sees. To get your recipient to read your email amongst the many other emails they may receive, ensure that your subject line is compelling and concise that, by merely reading the subject line, your recipient already has an idea of what the content of the email might be.
Here are some examples of compelling subject lines:
Don’t forget - your appointment tomorrow at [time]
Marketing role interview reminder
Reminder - Team meeting at [time]
2. Start with a polite greeting
Begin your email with a polite and professional greeting. Address the recipient by their name or use a general salutation such as "Dear" or "Hello Everyone."
After that, clearly state the purpose of the email by mentioning that it is a meeting reminder.
3. Provide meeting details
Like the meeting invitation, you should provide all the necessary details about the meeting, including the date, time, location, and agenda, so the recipient doesn't have to look for this information.
Finally, end the email with a polite reminder to confirm their attendance or to let you know if they won't be able to make it.
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8 Meeting reminder email templates
Now, let’s get to the crux of this discourse. I’ll walk you through meeting reminder email templates for different situations, ranging from general meeting reminders to board meeting reminders, interview reminders, interview confirmation emails, and so on.
1. General meeting reminder
You have scheduled a meeting with your team or a group of people. The scheduled date is drawing near and you want to send a gentle reminder so they don’t forget about the meeting.
Subject line: Gentle reminder - Team meeting tomorrow
Hello [first name]
I believe you’re aware of the general division meeting coming up by the end of the week. We have set a time to discuss [insert topics]. The date and time still remains [date and time].
We’ll be attending this meeting at [insert venue]. Ahead of the meeting, kindly look through the meeting agenda attached below and the relevant documents that will be discussed at the meeting.
[Meeting agenda & relevant docs]
I’m excited to meet with the entire division this week. Kindly mark your calendars so you don’t forget. If you have any questions or need clarifications, do well to reach out to me.
[Sign off]
2. Board meeting reminder email
Companies, especially large ones, usually have board meetings - which is a meeting involving members of the board of directors of the company. Board members are often always busy, so if anyone needs to be reminded about a meeting, it’s them. Here’s a template you can work with to send an effective meeting reminder email to members of your company’s board.
Subject line: Board Meeting Coming Up
Hi [all]
Welcome to a new quarter! Glad to announce that we crunched the numbers on our last sales. That’s great news for us as a company. We’re gaining some traction.
Let this be a gentle reminder of our board meeting scheduled for [date and time]. We’d be meeting in the boardroom. The agenda for the meeting is attached to this email. I urge everyone to review it before the meeting.
Looking forward to seeing you all. Do have a lovely weekend!
[Sign off]
3. Interview confirmation email
Interviews are a crucial part of the recruitment process. In organizing the interviews, recruiters often send interview invites to candidates via email. This email often requests the recipient to confirm their attendance for an interview. If you’re looking to construct an email of this sort, here’s a template to guide you.
Subject line: Invitation to First Round Interview for [Role applied to]
Hello from [Company name]
Congratulations!
We are delighted to invite you to attend an interview for [Role] at [Company name].
The interview will take place on [Date and time] at [Location]. Kindly reply to this email confirming your availability for the interview at the proposed time.
We have attached some tips to help you prepare for the interview. The team is looking forward to meeting you!
[Sign off]
4. Training Session Reminder
Hello Team,
Just a quick reminder about our training session next week on [Date] at [Time]. The session will take place at [Location/Virtual Platform].
During the session, we will cover [Training Topics] and provide hands-on practice opportunities. Please come prepared with your laptop and any relevant materials.
If you are unable to attend or have any questions, please let me know in advance.
Thank you and see you at the training session!
Best regards,
[Your Name]
5. Sales demo meeting reminder
Subject line: Get Ready for Your Sales Demo!
Hi [first name]
The time for your scheduled sales demo with [Company name] is almost here. Remember, the demo is held on [date] by [time]. You will have the opportunity to learn a great deal about [Product].
We look forward to having you. Thank you!
[Sign off].
6. Meeting reminder to boss
At work, you may have meetings with your boss from time to time. It may be a one-on-one meeting or skip-level meeting, or it may be based on your request to discuss a raise or promotion.
Whatever the nature of the meeting is, sending a meeting reminder to your boss is a good way to ensure that they don’t get carried away by other activities and forget about the meeting with you.
Subject line: Meeting To Discuss Raise
Hello [first name]
I hope your day is going well.
Thanks for agreeing to discuss my raise. I’d like to remind you of our meeting scheduled for [date and time], just in case you may have forgotten.
I am really looking forward to it.
[Sign off].
7. Client meeting reminder email
Subject: Reminder: Client Meeting Tomorrow
Dear [Client's Name],
I hope this email finds you well. I wanted to remind you about our scheduled meeting tomorrow, [Date] at [Time]. The meeting will take place at [Location/Virtual Platform].
We will be discussing [Agenda Items] and any other topics you'd like to cover. If there are any specific documents or information you'd like me to review beforehand, please send them over.
If for any reason you need to reschedule or have any questions, please don't hesitate to reach out.
Looking forward to our meeting!
Best regards,
[Your Name]
8. Business meeting confirmation email
Business meetings are rife. It typically involves all types of work-related emails. When you receive a business meeting invite, you usually have to confirm your availability. Here’s an example:
Subject line: Confirming Appointment with [input name]
Hello [first name]
I write to confirm my appointment with [input name] scheduled for [Date and time].
Please reach out to me if there are any questions or changes to the schedule. Thank you.
[Sign off]
Final words
Writing a meeting reminder email can be a simple and effective way to ensure that all participants are well-prepared and informed about upcoming meetings.
By following the templates and guidelines provided in this article, you can easily create professional and concise reminder emails that will help to improve communication and productivity within your team or organization.
