Meeting Reminder: 8 Examples + How to Write Them

In an average workweek, you’ll likely host or attend several meetings. And as a manager that values employee productivity, you’ve probably spent time and effort creating clear meeting objectives. So the last thing you want is a no-show on the call or in the conference room. To prevent no-shows, you can send friendly reminder emails. You can do that automatically with scheduling software or keep email templates at hand to quickly send reminder emails. 

Below, you’ll see some email samples that you can use as meeting reminder email templates. You’ll also see tips for crafting your own friendly reminders and learn why reminders are so important. You’ll write better emails and know the right time to reach out. 

• 4 benefits of using meeting reminders
• How to write a meeting reminder email
• 8 meeting reminder examples
• Is it necessary to send a meeting reminder?

4 benefits of using meeting reminders

Meeting reminders are not just about keeping track of your schedule; they play a crucial role in enhancing the overall productivity and effectiveness of your professional life. Here are some key benefits of using meeting reminder software:

• Boost on productivity and performance: Meeting reminder emails can help in keeping everyone on the same page. When team members are reminded of upcoming meetings, they can prepare in advance, ensuring that the meeting time is used effectively. This leads to more productive discussions and decisions, directly impacting the overall performance of the team.
• Effective time planning: With meeting reminder software, like Fellow, you can schedule your day, week, or even month in a more organized manner. This helps in effective time planning, allowing you to allocate appropriate time slots for various tasks and meetings. As a result, it reduces the chances of overbooking or conflicts in schedules, leading to a more balanced and manageable workload.
• Streamline structure: Meeting reminders bring a streamlined structure to your work life. They help in maintaining a clear agenda for each meeting, ensuring that all important points are covered. This organized approach saves time and reduces the likelihood of having unproductive or unnecessary meetings.
• Punctuality and timeliness improvement: One of the most immediate benefits of using meeting reminder software is the improvement in punctuality. Reminders ensure that all participants are aware of the meeting time, significantly reducing delays. Timely start and end of meetings respect everyone’s time and contribute to a more efficient work environment.

How to write a meeting reminder email

• Make your meeting reminders personal 
• Write a clear subject line
• Keep it conversational and friendly
• Put the important info in the beginning 
• Be succinct and straightforward
• Give appropriate meeting details
• Take note if you’re sending too many reminders

1Make your meeting reminders personal 

As you can probably tell from the templates above, you always want to send personalized reminders. Always address the recipient or your team member by their first name. Make sure your message includes the meeting subject and expectations – no one wants to walk into a meeting feeling unprepared. Sending a meeting agenda in advance is a great way to cut back on confusion. 

2Write a clear subject line

On a typical workday, you probably receive quite a lot of emails. Chances are your team members experience some level of inbox insanity too, so your meeting reminders should include an exciting, informative subject line. This way, your team members know that this email is a reminder for an upcoming meeting – as in, something important to open now. They’ll be more likely to flag it as a priority instead of something that can sit for a few days. 

3Keep it conversational and friendly 

No one wants to be nagged or feel micromanaged. When you keep your tone light and conversational, you let people know that you’re sending a gentle reminder – the key word there is “gentle.” Plus, everyone could use a heads up on an upcoming meeting – whose memory is perfect? No one’s, that’s who. Also, when your tone is casual, it gets rid of that overly stuffy and automated tone that casts you as unapproachable. 

4Put the important info in the beginning  

Don’t bury the lede! The purpose of your message is to send a reminder for a meeting or event – no more, no less. That’s why you should remind the recipient of the event details right away. Let them know all the important information right away, like the date, time, and location. You can also include that information in the subject line to cover all your bases. 

5Be succinct and straightforward

Maybe you have a great opening line for an email reminder, but for these messages, you have to sacrifice wit for clarity. A reminder should be short and digestible – easily scanned for the “five W’s”: who, what, when, where, and why. The main goal is to avoid no-shows or waiting a little too long for a team member to arrive. 

6Give appropriate meeting details 

Of course, basic information such as meeting title, date, time, location, and agenda is crucial to a successful reminder. But you should steer clear of overwhelming the recipient with a lengthy email. For example, when it comes to appointment reminders, you shouldn’t say exactly what will happen. Simply share the key details – just enough to get them in the room on time. 

7Take note if you’re sending too many reminders 

Holding too many meetings can lower your team’s productivity. (Yes, there can be too much of a good thing.) So as you send your Zoom meeting reminders, take note if you feel like you’re sending too many. If you are, then maybe you shouldn’t be having some of these meetings in the first place.

Meeting reminders are also a great place to show everyone why the meetings you’re having are important. They should include a well-defined objective and an agenda you send in advance. This way, your team members know that a meeting on the calendar always means business. 

8 meeting reminder examples

The below eight meeting reminder emails cover all kinds of scenarios. From general reminders to confirmation emails, these reminder email samples give you everything you need to communicate effectively before a meeting.

• To the point
• More in-depth
• Reminder on the same day 
• Nudge a day in advance 
• Relaxed meeting reminder
• Save the date prompt (for events)
• RSVP confirmation
• Interview confirmation

1To the point

2More in-depth 

3Reminder on the same day

4Nudge a day in advance 

5Relaxed meeting reminder

6Save the date prompt (for events)

7RSVP confirmation

8Interview confirmation

Now, you have a bunch of templates for event reminder emails, RSVP confirmations, and so much more. But what if you’d rather write your own meeting reminders from scratch? Here are some additional tips so that, when you sit down at your keyboard, you don’t miss the mark. 

Never forget a meeting with Fellow

With Fellow, your team will stop missing meetings and improve their meeting etiquette effortlessly. With Fellow’s Desktop tray menu, you can see exactly when the meeting will start at the top right of your screen and never be late again. Similarly, Fellow’s meeting automations allow the meeting organizer to automate part of the meeting workflow, effortlessly setting reminders for each participant to contribute to the agenda before the meeting even starts. You can also set time intervals before each meeting to send out friendly reminders to participants via all channels – emails, push notifications, Slack, and Teams.

These are just two of many features that Fellow – the all-in-one meeting management platform – provides to make the meeting workflow – including meeting reminders – more efficient for everyone

Is it necessary to send a meeting reminder?

While not mandatory, meeting reminders are a best practice in professional settings, contributing to better organization, efficiency, and overall effectiveness of meetings. With so many tasks on a team member’s plate, meetings can be easy to forget. When you send a friendly reminder email, you show that you understand how meetings can slip through the cracks. You come off empathetic and make meeting no-shows less likely – with just a few seconds out of your day. Better preparation generally leads to more productive and meaningful discussions.

With Fellow’s pre-meeting reminders, it’s easy to automatically remind meeting attendees to contribute to the agenda before the meeting begins. Chances are that if your team members have helped shape a meeting, they’re more likely to show up when the time comes.