How to Write the Perfect Meeting Reminder Emails (With Examples & Tips)

You’ve probably faced this incident many times: your clients booked a meeting or event and forgot to show up. Don’t be sad because you’re not alone! That’s an everyday mistake that everyone loves to keep repeating.

And the remedy to this recurring issue is a well-crafted meeting reminder email. 

However, writing perfect reminder emails can be a bit tricky. You don’t want to sound too pushy but you need to catch your recipient’s attention. That means you have to strike the right tone, organize the email, and set the perfect timing. 

No worries! 

In this article, we’ll share how to write the perfect reminders that are clear, concise, and friendly. Plus, you’ll get some helpful templates to get started right away.

So, no further delay and let’s dig in!

Key Benefits of Sending Perfect Reminder Emails

We’re all human, and forgetting about tasks, meetings, or upcoming events is completely okay. Our brain isn’t like a hard drive that’ll keep memories intact forever. In the cycle of forgetting and remembering, reminder messages are crucial in keeping people in line with their appointments.

Although sending reminders might seem like a small task, it definitely can make a huge difference. It can be organizing an event, following up on a task, or helping someone stay on track, reminder emails are an effective solution to keep everything smooth. 

Here are some key benefits of sending meeting reminders:

• Boost Attendance Rates: A friendly reminder email helps people remember important meetings, events, or deadlines and makes it easier for them to show up.
• Reinforce Engagement: Sending regular reminders keeps your event, offer, or task fresh in people’s minds.
• Make Things Clear: A reminder email with all the essential details—like the time, date, or location can help avoid confusion and ensure everyone is prepared. 
• Add a Personal Touch: Addressing people by their names or including details they care about makes the reminder call feel more personal and engaging. 
• Reconnect with People: If someone has missed a message or forgotten a task then a reminder can gently bring them back on track.
• Encourage Action: Reminders give people the little push they sometimes need to complete tasks or sign up for events.
• Show You Care: Thoughtful reminders show that you value others’ time and are committed to keeping them prepared.
• Reduced Last-Minute Cancellations: Reminders can help you significantly reduce last-minute cancellations and improve your appointment conversion rate.

How to Format Your Reminder Emails

Remember it’s not just about writing and hitting the Send button, you need to apply the best formatting in your appointment reminders too.

Think of it as inviting someone over for dinner. You wouldn’t just throw everything on the table without care rather you’d set it up so it looks nice, feels welcoming, and is easy for your guests to enjoy.

Here’s how to “set the table” for your emails:

• Start with a Clear Subject Line: Instead of using gimmicks make sure your subject line is straightforward. Let your recipient know immediately what the email is about, like “Reminder: Team Meeting Tomorrow at 10 AM.”
• Add a Preheader Text: This is like giving a hint about the menu to your guest. Use this post-subject line snippet to share a quick summary of what the email is about. The ideal size of your email preheader should be between 30-55 characters.
• Write Clear and Polite Email Body: Make sure your reminder email body is clear, polite, and easy to follow. Start with a friendly greeting, such as “Hi Alex”, to set a warm tone. Next explain the purpose of your email, like: “Just a quick note to remind you about our meeting scheduled for January 12th at 3 PM. Let me know if this still works for you or we should reschedule.”
• Use a Friendly Greeting: Start your conversation just like you’d greeting your guest. Example: “Hi [Name], hope you’re having a great day!”
• Share the Key Details First: Reminders are all about sharing key information. So put the most important information like the time and place right at the top.
• Keep It Simple and Neat: Organize your gentle reminder email in bullet points or short sentences so it’s easy to scan and quick to read. It’s like making sure everything in the dinner is within easy reach.
• Add a Gentle Reminder: The purpose of reminders is not only to share key info but also to encourage the recipients to take action. You should politely ask them to take action, just like reminding a guest to confirm if they’re coming.
• End on a Positive Note: Wrap up your polite reminder emails with a kind and thank you message. It’s like thanking someone for spending time with you.

Best Practices of Writing Polite & Gentle Meeting Reminder Emails

Alright, you’ve got the formatting down and it’s a great start! Now it’s time to dive into the most important part i.e. the email content.

We know writing reminder emails can sometimes feel tricky. Many people struggle with finding the right tone for their email content and can’t make decisions without clear guidance. But don’t worry!

We’ve shared some proven strategies to help you hit the right note. Following them you’ll feel more confident and start seeing these emails as a chance to connect rather than just another task. Who knows, you might even enjoy writing them!

Personalize Your Messages

Everyone loves to feel valued, and when you add a personal touch to your meeting reminders, you take one step forward in building a great impression. Keep in mind that personalized emails perform better than standard emails.

A friendly tone like “Hey Smith” feels more personalized than a professional tone like “Hey there.” From the email subject line to the email body make sure your emails feel like you’re reaching out to form a connection rather than sounding overly formal.

Add Important Meeting Details 

A reminder email without key information is like a map without directions (Yes, it’s true!). A reminder email should include all the important event details and help your clients to be ready before the big day.

Here’s a quick tip for you:

• What: Inform your recipients about the purpose of the meeting or event (Example: “Quarterly Team Meeting”).
• When: Don’t forget to mention the exact date and time of the upcoming meeting (Example: January 15, 2025, at 3:00 PM EST ).
• Where: You don’t want your clients to knock on the wrong door. So, share your meeting location or virtual meeting link (For example, Zoom or Google Meet).
  
  Here’s a snapshot of the what, when, and where of a FluentBooking event:

• Key Agenda or Topics: You can outline the objectives of the meeting topics so that your attendees can prepare themselves. (Example: Review of Q1 performance)
• Action Required: Inform your attendees about any specific preparation or documents they need to bring, read, or complete before the meeting. 
• Confirmation or RSVP Request: Don’t hesitate to ask for their confirmation for important or small group meetings.
• Keep Cancel or Reschedule Option: There might be cases of unforeseen circumstances when your attendee needs to cancel or reschedule a meeting with you. The absence of this vital option means inconvenience for both you and your client.

That’s why it’s important to offer flexibility for rescheduling or cancellation, along with your regular availability, so people can easily update their schedules.

This saves time and effort for both the host and attendee and values everyone’s participation.

Send Reminders at the Right Time 

Everything has a perfect timing and so do appointment reminders. If you’re sending your gentle reminders at the wrong time then you’re aiming at a target blindfolded. 

You simply can’t schedule a reminder email just after the event confirmation or minutes before the event. You need to send them at a time when your recipients will find them most helpful.

Typically, reminder emails are sent 1–2 days before the meeting or event. Also, you can send polite reminders a few hours before the scheduled event. 

But this isn’t a one-size-fits-all rule since timing may vary depending on your industry. Therefore, pick the best timing that fits your industry.

Feel Free to Send Multiple Reminders

Yes, sending multiple reminders might seem like you’re overdoing it and could annoy your clients. Just like timing, you should also be mindful of email frequency. However, scheduling multiple reminders with gentle messaging can be quite beneficial.

Depending on your target audience, you can tailor the email series to match their preferences. Additionally, mix email reminders with SMS reminders to provide a unique experience. SMS has a higher open rate than email notifications i.e. it’s a channel you shouldn’t overlook.

Now here’s what you can do:

• Send a reminder 24 hours before the scheduled meeting
• Send another notification 1–3 hours prior
• Send a final SMS 30 minutes before the event

Include a Clear Call to Action

Reminder emails aren’t just about providing key meeting information or keeping everyone on track with their appointments. You can also use this opportunity to ask recipients to take specific actions that will help you be fully prepared.

This could be an important question, a submission, or anything else that might benefit both parties before the scheduled meeting.

Automate Your Meeting Reminders with FluentBooking 

We’ve discussed many tips and tricks, but everything is futile unless you’re using the right tool to automate your email communication. You don’t want to check your reminders manually—rather, you’d love to automate them.

FluentBooking frees you from back-and-forth tracking and allows you to customize your messaging exactly how you want. The automated notifications will take care of your meeting reminders, keeping both the meeting organizer and clients informed about their appointments.

By integrating FluentBooking with Twilio, you can also take advantage of SMS notifications.

Here’s how FluentBooking can help you send automated reminder emails:

• Unlimited Reminders: Send unlimited email notifications to your meeting host and attendees to minimize no-shows. Easily schedule confirmation, reminder, cancellation, or reschedule notifications.
• Use Templates or Customize: Choose from pre-built email templates or easily customize your reminders.
• Add Branding Elements: Personalize your reminders by adding brand elements like your logo, color scheme, signature, and more.
• Shortcode Support: Use shortcodes to seamlessly pass important booking details to both the organizer and attendees.
• Send Multiple Reminders: Set the timing and frequency of your meeting reminders and send multiple reminders confidently.
• Cancellation/Rescheduling Option: Get an automatic cancellation or reschedule option and let your participants decide whether to cancel or reschedule.
• ICS File Support: Add an ICS file to appointment confirmation emails so that attendees can easily import meeting details on their favorite calendars.

7 Effective Reminder Email Templates & Examples to Take Inspiration

Email templates or examples are a great source of inspiration especially when you don’t know how or where to start. If you’re just starting out or need some ready-made templates then these templates are a treasure that can’t be overlooked.

We’ve organized this final section with some friendly reminder email examples that can help you build confidence for your email campaigns. Feel free to copy, tweak, and use them as your meeting reminders and build a long-lasting relationship with your clients. 

Event Reminder Email Template

Meeting Reminder Email Template

Interview Reminder Email Template

Appointment Reminder Email Template

• Bonus: Here are some more appointment reminder email examples for you

Payment Reminder Email Template

Delivery Reminder Email Template

Reminder Email to a Client

Write Your Meeting Reminders with Full Confidence

Meetings are a great way to connect with people and professional reminder emails act as a bridge to connect with your prospect or client and show that you care about them.

Meeting reminders can make a big difference and ensure attendees show up prepared and on time. 

And remember, with FluentBooking, automating reminders becomes effortless. Whether it’s email or SMS, you can keep everyone informed without lifting a finger.

So, write with confidence, automate your reminders, and never worry about missed meetings again!

Frequently Asked Questions