You’ve got that meeting set up. Well done!
Although the hard part is done, your job isn’t over. Next, you want to ensure all your hard work doesn’t go to waste and the prospect or customer actually turns up for the meeting.
How, you ask? By overcoming one of the biggest problems of customer appointments: no shows.
People forget. Other times, they lose interest. This is when sending meeting reminders come in to make sure people attend your meeting, or at least let you know if they won’t be attending so you aren’t waiting around.
Drafting the perfect meeting reminder email can be tricky, though. The length, the tone, the information — there’s so much to keep in mind.
In this Simply Schedule Appointments guide, we’ll cover some of the best meeting reminders, email template examples, as well as best practices, to set you up for success.
Why Are Meeting Reminder Emails Important?
There’s no point in having a meeting if the other person doesn’t show up. However, as everyone has so many things on their plate, your client or prospect can forget a pre-scheduled appointment or meeting.
“Around 20% of (the) meetings people schedule with me, they end up ghosting me — only to later say they lost track of the calendar event!” – Claire Díaz-Ortiz, author, speaker, and investor
Sending meeting reminders helps you overcome that hurdle, leading to higher meeting attendance. When used correctly, a polite email reminder — even when sent a few hours before the meeting — can help ensure the recipient shows up.
The other obvious advantage of meeting reminders is that you won’t waste time waiting around for someone who isn’t going to show up.
What’s the Best Time to Send Meeting Reminders?
If you’re wondering the best time to send a meeting reminder email, you’re on the right track.
Usually, sending an email 1-2 days prior to the date of the meeting is considered reasonable. This gives the recipient enough time to set their schedule accordingly — or ask to reschedule if necessary.
Not too long or too short.
That said, if you find the recipient hasn’t responded to your email, you can always send a second follow-up. It’s common practice to send the second reminder 2-3 hours before the appointment.
The 7 Best Meeting Reminders Email Template Examples to Follow
In this section, we’ll discuss seven of the best meeting reminder email template examples you can take inspiration from when sending email reminders. Let’s take a look.
Stick to Plain-Text Emails
As the name suggests, plain-text emails are emails containing only text — no images or attachments.
Here’s a plain-text meeting reminder template that ticks all the right boxes:
Hey [Recipient Name],
I just wanted to remind you we’re scheduled for a meeting on [Appointment Date and Time]. Don’t forget to mark your calendar, I’m looking forward to meeting you.
When: [Appointment Date and Time]
Where: [Meeting Link]
Speak to you soon,
As you can see, these are purposely similar to personal emails you send out of your own email account. The recipient is more likely to take out time from their schedule and turn up for the appointment when they feel you’re personally interested in meeting them.
Keep It Short and Simple
Meeting reminders should be simple, concise, and to the point for maximum effect.
The objective here is to only remind your customer about the meeting — emphasis on ‘remind.’ You don’t have to pitch anything. The recipient already knows about the meeting, which is why they agreed to set it up in the first place.
Moreover, 46% of email readers use mobile devices, according to HubSpot research. Think about it: Do you like reading seemingly never-ending emails on your phone? Exactly.
It’s best to present everything within the first paragraph of the reminder message. Something like this:
Hi [Recipient Name],
This is a friendly reminder that we have a meeting booked on [Date and Time].
I look forward to meeting you and discussing how we could work together.
Talk to you soon,
Use a Friendly Tone
Generally, people avoid sending meeting reminders for fear of offending the recipient.
What if they find the email nagging? Am I being too overbearing? What if I end up offending them?
Firstly, there’s absolutely nothing wrong with sending meeting reminders. Secondly, you can always write the email in a way that makes it seem like exactly what it is: a reminder.
The trick here is to use a polite and friendly tone. This will make the recipient feel the meeting is important and that they should attend it. Besides that, it also gives the impression that you’re genuinely interested in having the conversation.
Here’s an excellent meeting reminder email template example that’s both formal and friendly:
Dear [Customer Name],
This is a reminder confirming your appointment with [Provider Name] on [Date and Time]. Please try to arrive 15 minutes early and bring your [Important Document].
If you have any questions or you need to reschedule, please call our office at [Business Phone Number]. Otherwise, we look forward to seeing you on [Date and Time]. Have a wonderful day!
If the above template is too formal for your liking, you can send casual email reminders instead, like this:
Hi there, [Customer Name]!
Just a quick reminder that you are scheduled for a visit to [Business Name] on [Date and Time].
If you have any questions or you need to reschedule, don’t hesitate to call us at [Business Phone Number]. We’re here [Business Hours] on [Business Days]. See you soon!
Although we recommend sending email reminders with a casual tone to develop a comfortable rapport, it all boils down to what matches your brand best.
Add the Necessary Details
Your reminder meeting email should contain all the necessary details you think your client would need to attend the meeting. You can include information about the documents needed, your rescheduling policy, meeting cancellation fee, deductibles, and so on.
Take a look at what a meeting reminder email template looks like:
Dear [Client’s First Name],
This is a reminder for your appointment with [Provider Name] on [Date] at [Time].
Please arrive 15 minutes early to complete any necessary paperwork. If desired, you can also complete this information online at [Website URL].
Do not forget to bring your [Document 1], [Document 2], and [Document 3].
Parking can be found at [Location].
If you are more than 20 minutes late, your appointment may be rescheduled or canceled.
Co-pays and deductibles are due at the time of service.
Any missed appointments will have a [Dollar Amount] fee.
We look forward to seeing you on [Date/Time]. If you are unable to make your appointment, please call our office at [Business Phone] as soon as possible.
Evidently, this particular template is incredibly detailed and includes tons of other important information (parking time, paperwork, late cancellation fee) other than the usual date and time details. It also gives the recipient the choice to reschedule in case they are unable to make it by contacting the office information.
This can be a great approach to ensure everything carries on smoothly.
Keep the Email Purpose In Mind
What’s the reason for the meeting? Is this an internal meeting or external? What’s the agenda going to be like?
Contrary to popular belief, you cannot use the same reminder template for all your appointments. You have to consider the nature of the meeting, the scope, and whether it’ll include external people.
For instance, if you’re planning to hold an internal meeting to discuss daily business transactions, you can use this template:
Hi [Recipient Name],
I want to remind you about the meeting we have coming up on [Date and Time].
It will be held in [Venue or Meeting Link]. We will be going over our marketing strategy for the year. If you have any questions, please let me know.
All the best,
As you can see, this one is more casual, indicating familiarity between the team members.
However, if the meeting involves a potential client, you’ll obviously have to be more professional, like this one:
Hello [Recipient’s First Name],
This is a reminder of our upcoming appointment to discuss your project.
Please save the following details and put a reminder in your calendar for…
Appointment Date: [Appointment Date and Time]
Location: [Appointment Location]
We look forward to hearing more about your project!
[Company Name/Phone Number/Website]
This particular template maintains a respectful tone and assures the recipient how important the meeting is to you.
Meeting Reminders Email Template Checklist
Below is a quick checklist of pointers to ensure your meeting reminder contains all the relevant details.
Meeting Time and Date
The time and date of the meeting are what you want to remind the recipient about. Make sure both details are highlighted and clearly visible. If you’re meeting someone who isn’t from your timezone, you should also include the time zone.
Meeting Location or Link
This, of course, depends on whether you plan on holding a virtual meeting or an in-person one.
For online meetings, make sure you add the Zoom or Google Meet link — or any other online web conferencing tool you use. For in-person events, mention the complete address of the venue, even better if you embed a Google Maps link, which will ensure the recipient finds the venue easily. Directions for parking are also a nice addition.
Meeting Preparation Material
Give your customer or prospect a heads up about all the details they need so they come prepared for the meeting. This can include the documents to read, a rules and regulations list, or any apps they need to download.
As mentioned, you should also add additional information in the email template, such as the agenda, parking, and so on. Treat it as a freestyle section.
This will help ensure your meeting starts smoothly and on time, so make sure you’re careful here.
Meeting Reminders Best Practices
Here’s a list of best practices to draft the perfect meeting or appointment email for your business.
Always Include a Greeting
The greeting is the first thing the recipient reads and sets the tone of the rest of the email. Precisely why you should make it inviting and friendly.
Other than that, you’ll also have to adapt your message using an appropriate tone based on your brand’s voice.
Make It a Reflection of Your Brand
All your formal communication with clients should be consistent with the rest of your brand, and your meeting reminder emails are no different.
We highly recommend adding an email signature for that official touch.
Automate Your Meeting Reminders
When used correctly, meeting reminders can be incredibly useful for the recipient and help manage important events. But sending all these emails one by one to all your clients or prospects can get quite tedious.
Luckily, writing out all these emails manually is no longer necessary.
Simply Schedule Appointments gives you the ability to automatically send email reminders before the appointment time. We offer a highly efficient Time Trigger feature that lets you choose the time of appointment, followed by when you want to schedule sending an email reminder.
For more information, you can refer to our Email Notifications guide.
Test Your Email’s Look on Different Devices
Most email recipients will read your meeting reminder from their mobile phones. Keeping this in mind, you should test how the template looks on all devices, i.e, mobile, desktop, and tablet.
Automate your scheduling and email reminders today
Meeting reminders are a crucial tool for your business and worth investing some time to get them right.
If you’re looking for a great appointment booking solution with customizable automated reminders, you can try Simply Schedule Appointments today. We offer a 30-day, no questions asked, money-back guarantee on all editions.
Do you have any amazing pointers to share? Can you add it to our list? We would love to hear your thoughts in the comment section below.