How To Set Up Automatic Meeting Reminders (+ Email Templates)
Jan 19, 2026
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10
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AI Summary by Fellow
Meetings work best when everyone shows up prepared. But when your calendar is packed, it's easy to forget a discussion or arrive without reviewing the agenda.
Automatic meeting reminders solve this. They notify attendees at the right time, share essential details like date, time, and topics, and give people a chance to prepare before joining.
The best part? You no longer need to send these manually. AI meeting assistants now automate reminders across email, Slack, Microsoft Teams, and push notifications, so you can focus on the conversation instead of the logistics.
Already spending too much time on meeting prep and follow up? Start your free trial of Fellow today →
Why do meeting reminders matter?
Meeting reminders directly improve attendance and preparation. When attendees receive a clear notification with the meeting's purpose, time, and any required materials, they arrive ready to contribute.
Without reminders, meetings suffer from late arrivals, missing participants, and unproductive discussions where people scramble to catch up. Teams spend an average of 4.75 hours per week on meeting preparation alone, and unclear communication adds to that burden.
The shift to remote and hybrid work has made reminders even more critical. When people juggle multiple calendars, time zones, and communication channels, a well-timed reminder ensures your meeting doesn't get lost in the noise.
How to set up automatic meeting reminders
Setting up automatic meeting reminders takes just a few minutes with the right tools. Here's a step-by-step process:
Choose your reminder channels: Select a tool that supports automated reminders across multiple channels. Fellow, for example, is an AI meeting assistant that can help you by sending reminders via email, push notifications, Slack, or Microsoft Teams.
Set your meeting details: Add the title, date, time, location (or video link), and agenda.
Configure reminder timing: Decide when reminders should go out. Common options include 24 hours before (for important meetings), 1 hour before (standard reminder), and 15 minutes before (final nudge).
Select notification channels: Choose which channels should deliver the reminder. Multi-channel delivery (email plus Slack, for example) increases the chance attendees see it.
Personalize the content: Include relevant details like the agenda, meeting link, and any pre-work required.
Modern AI meeting assistants automate most of this process. Instead of manually scheduling reminders for each meeting, the tool handles it automatically based on your preferences.
How to write an effective meeting reminder email
An effective meeting reminder is clear, concise, and actionable. Here are the key elements:
Personalize the message: Address recipients by name when possible. A personal touch makes the reminder feel less automated and more engaging.
Write a clear subject line: Keep it short and specific. "Reminder: Q4 Planning Meeting Tomorrow at 2pm" tells recipients exactly what they need to know.
Lead with essential details: Put the date, time, and location first. Even if someone only skims the message, they'll see what matters.
Cover the five Ws: Include who is attending, what you'll discuss, when and where the meeting happens, and why it matters.
Keep it concise: Avoid long paragraphs. Use short sentences and, when necessary, bullet points for meeting details.
Match the tone to your culture: A casual team might appreciate a friendly nudge, while executive meetings may require a more formal approach.
Include a clear call to action: Whether it's "Review the attached agenda" or "RSVP by Friday," tell recipients what you need from them.
If writing reminders manually feels tedious, consider using an AI meeting assistant to generate and send them automatically. Tools like Fellow can create personalized reminders based on your meeting context and deliver them at the optimal time.
Tired of writing the same pre and post-meeting emails? Learn how Ask Fellow can write your meeting communications.
8 meeting reminder email templates
Use these templates as starting points for your own meeting reminders. Customize them based on your team's communication style and meeting type.
1. Standard meeting reminder (brief)
Hi [Name],
Quick reminder about our meeting on [date] at [time] to discuss [topic]. The agenda is attached.
Let me know if you have questions. Looking forward to it!
Best, [Your name]
2. Detailed meeting reminder
Hello [Name],
This is a reminder of our meeting on [date] at [time]. We'll be joined by [attendee names].
Meeting purpose: [brief description]
Here's what you'll need:
Meeting link: [URL]
Agenda: [attached or linked]
Relevant documents: [links]
Please review the materials beforehand. I'm looking forward to hearing your input.
Best regards, [Your name]
3. Same-day reminder
Hi [Name],
Just a quick heads-up: we're meeting today at [time].
Meeting link: [URL] Agenda: [attached or linked]
Our main goals: [brief list of objectives].
See you soon!
Cheers, [Your name]
4. Day-before reminder
Hey [Name],
Looking forward to connecting tomorrow at [time].
We'll cover:
[Action item 1]
[Action item 2]
[Action item 3]
Feel free to reach out if you want to add anything to the agenda.
All the best, [Your name]
5. Casual reminder
Hey [Name],
Hope your week is going well! Just wanted to remind you about our meeting on [date] at [time].
Take a look at the agenda when you get a chance. Also happy to catch up on [personal topic] if we have time.
Talk soon, [Your name]
6. Event save-the-date
Hello [Name],
We're excited to announce [event name] on [date] at [time].
What to expect:
[Activity 1]
[Activity 2]
Presentations by [speaker names]
Please RSVP by [date] using this link: [RSVP URL]
Questions? Reach out to [contact person].
We look forward to seeing you there!
Best, [Your name]
7. RSVP confirmation
Hi [Name],
Thanks for signing up for [event name]! Here's everything you need:
Date and time: [details]
Location: [address or link]
Dress code: [if applicable]
What to bring: [if applicable]
We'll send a feedback survey after the event. Your input helps us improve.
See you soon!
Best regards, [Your name]
8. Interview reminder
Hello [Name],
This confirms your interview for the [position] role on [date] at [time and time zone].
Your interview panel: [names and titles]
If this time doesn't work, please let us know and we'll reschedule.
We're looking forward to speaking with you.
Best, [Your name]
When should you send meeting reminders?
The right timing depends on the meeting's importance and complexity:
Meeting type | Recommended reminder timing |
|---|---|
Casual check-in | Same day (1-2 hours before) |
Regular team meeting | 24 hours before |
Important project meeting | 48 hours + same day |
Client or external meeting | 1 week + 24 hours + same day |
Executive presentation | 1 week + 48 hours + 1 hour before |
Interview | 48 hours + 2 hours before |
Large event | 2 weeks + 1 week + 24 hours |
For high-stakes meetings, sending multiple reminders at different intervals ensures attendees have time to prepare while keeping the meeting top of mind.
What should you include in a meeting reminder?
Effective meeting reminders contain all the information attendees need in one place:
Meeting title: Clear and specific (not "Quick sync" but "Q4 Marketing Budget Review")
Date and time: Include the time zone for remote teams
Location or meeting link: For video calls, include the direct join link
Agenda: Either embedded in the email or attached/linked
Preparation materials: Documents, reports, or pre-reading attendees should review
Participant list: Who will be there and their roles
Organizer contact: Who to reach out to with questions
Special instructions: Anything else attendees need to know
You can write these details manually or use a template. Better yet, let an AI meeting assistant pull the information from your calendar and send personalized reminders automatically.
How AI automates the entire meeting workflow
Modern AI meeting assistants do more than just send reminders. They automate the entire meeting lifecycle, so you spend less time on logistics and more time on meaningful work.
Before the meeting: AI meeting assistants can send automated reminders across your preferred channels. It can also prepare attendees by sharing the agenda, relevant documents, and context from previous meetings.
Pro tip: Fellow's desktop app takes this further with a tray menu that shows your upcoming meetings and a live countdown timer in your menu bar, so no one on your team has an excuse to be late.
During the meeting: Instead of manually taking notes, AI captures the conversation automatically. Tools like Fellow record, transcribe, and summarize meetings across Zoom, Google Meet, Microsoft Teams, in-person meetings, and Slack huddles, with or without a visible bot.
After the meeting: AI generates summaries, extracts action items with owners and due dates, and distributes recaps to attendees. No more manual follow-up emails or forgotten commitments.
Across meetings: With Ask Fellow, you can query your entire meeting history with natural language questions like "What did we decide about the product launch timeline?" or "What commitments did the sales team make last quarter?" This turns your meetings into searchable organizational intelligence.
Security and compliance: Enterprise teams need meeting intelligence they can trust. Fellow is SOC 2 Type II certified, HIPAA and GDPR compliant, and never trains AI models on your data. Permission-based access ensures recordings and notes are only accessible to the right people.
Integrations: Fellow connects to 50+ native integrations plus 8,000+ apps through Zapier and n8n, including the Fellow API and MCP Server. This means meeting action items can flow directly into your project management tools, CRM, or any other system your team uses.
Teams at Shopify, HubSpot, Vidyard, and Motive use Fellow to turn every meeting into shared, searchable intelligence. See their stories →
Frequently asked questions
What is a meeting reminder?
A meeting reminder is a notification sent to attendees before a scheduled meeting. It includes essential details like the date, time, location, agenda, and any required preparation materials. Effective reminders improve attendance, reduce late arrivals, and ensure participants come prepared to contribute.
How do I automate meeting reminders?
Use an AI meeting assistant like Fellow that integrates with your calendar and communication tools. Once connected, the assistant automatically sends reminders via email, Slack, Microsoft Teams, or push notifications based on your preferences. You can customize timing (24 hours before, 1 hour before, etc.) and include details like agendas and meeting links without manual effort.
How far in advance should I send a meeting reminder?
For standard meetings, send a reminder 24 hours in advance. High-priority meetings benefit from multiple reminders: one several days before and another the same day. Casual check-ins may only need a reminder 1-2 hours before. The more important the meeting, the more advance notice attendees need to prepare.
What should I include in a meeting reminder email?
Include the meeting title, date, time (with time zone), location or video link, agenda, preparation materials, list of participants, and organizer contact information. Keep the message concise and lead with the most critical details. For formal meetings, maintain a professional tone; for team check-ins, a friendly approach works well.
Is it necessary to send meeting reminders?
While not mandatory, meeting reminders significantly improve attendance and productivity. With busy schedules and multiple communication channels, it's easy for meetings to slip through the cracks. A well-timed reminder ensures attendees block time, review materials, and arrive ready to participate. Teams using automated reminders report fewer no-shows and more productive discussions.
Can I send meeting reminders without a bot joining the call?
Yes. Some AI meeting assistants like Fellow support botless recording, which means they can capture meetings without a visible bot joining the call. This includes in-person meetings and Slack huddles. Reminders and post-meeting summaries work the same way regardless of how the meeting is recorded.
Does Fellow have a desktop app for meeting reminders?
Yes. Fellow's desktop app includes a tray menu that displays your upcoming meetings and lets you join calls with one click. When you enable menu bar text, you'll see a live countdown to your next meeting directly in your menu bar. This persistent reminder ensures team members always know when their next meeting starts, eliminating late arrivals and "I forgot" excuses. The desktop app is available for both Mac and Windows.
Stop managing meeting logistics manually
Meeting reminders are just one piece of the puzzle. The most productive teams automate the entire meeting workflow, from preparation to follow-up, so they can focus on the conversations that matter.
Fellow is the secure AI meeting assistant that captures conversations across all your platforms, makes them searchable with natural language queries, and integrates with the tools you already use. SOC 2 Type II certified. No training on your data. Trusted by teams at Shopify, HubSpot, Vidyard, and Motive.
Turn every meeting into shared, searchable intelligence. Start your free trial →
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