How to Set Up Effective Meeting Reminder Emails
May 6, 2025
Improve attendance and reduce no-shows with effective meeting reminder emails. Utilise templates, automate with tools like NewMail. Download now!
Did you know the average cost per attendee at business meetings worldwide in 2025 will be around $170. This underscores just how expensive even a single seat at the table can be.
Missed meetings can prove costly not just financially but also lead to loss of valuable opportunities, miscommunication, and time waste. Whether you're leading a team, managing clients, or coordinating with stakeholders, you need a reliable way to ensure attendees show up prepared.
A well-crafted meeting reminder email keeps everyone informed, reduces no-shows, and helps your meetings run smoothly. But how do you create reminders that are both effective and engaging?
This guide walks you through the benefits, best practices, and templates to streamline your meeting reminders.
Benefits of Meeting Reminder Emails
Meeting reminder emails serve as a critical tool for professionals and entrepreneurs. They help with the following.
Reduce no-shows by ensuring attendees remember the meeting.
Improve attendance and keep all parties informed.
Save time and resources by minimizing cancellations and rescheduling.
Boost professionalism by demonstrating organization and preparedness.
Provide essential details such as the meeting agenda, time, and location.
Steps to Create Effective Meeting Reminder Emails
When drafting a meeting reminder, following a structured approach ensures clarity and engagement.
Include key details – Mention the meeting name, date, time, and location prominently.
Use a warm yet professional tone – Balance formality with approachability to keep attendees engaged.
Clarify the meeting purpose and agenda – Briefly outline discussion points to ensure preparedness.
Add a call to action – Encourage confirmation or necessary preparation from attendees.
Personalize the email – Address recipients by name for a more engaging experience.
Best Practices for Writing Meeting Reminder Emails
To ensure your meeting reminders are effective, follow these key best practices:
1. Craft a Clear Subject Line
Your subject line is the first thing recipients see, so it should immediately communicate urgency and relevance. A vague or generic subject can be overlooked, leading to missed meetings. Instead, use a direct and informative approach, such as:
“Reminder: Client Strategy Meeting – Mar 1 at 10 AM”
“Team Check-in Tomorrow at 4 PM – Don’t Forget!”
“Final Reminder: Budget Review Call at 2 PM Today”
A well-crafted subject line ensures your email gets noticed and understood at a glance.
2. Maintain a Professional Yet Conversational Tone
Your email should strike a balance between professionalism and approachability. A stiff or rigid tone can feel impersonal, while an overly casual approach may reduce the perceived importance of the meeting. Use clear and engaging language that makes the recipient feel acknowledged and valued. An example is as follows.
Formal: “Dear [Name], I’d like to remind you of our scheduled meeting on [Date] at [Time] to discuss [Agenda].”
Conversational: “Hey [Name], just a quick reminder about our meeting tomorrow at 10 AM. Looking forward to catching up!”
Adjust the tone based on the recipient and the meeting type, ensuring professionalism while keeping it engaging.
3. Cover the ‘Five Ws’ (Who, What, When, Where, Why)
A great reminder email includes all the necessary details without unnecessary filler. Make sure to answer these key questions concisely.
Who: Who is attending the meeting?
What: What is the purpose of the meeting?
When: What is the exact date and time?
Where: Is it in person or virtual? If virtual, include the meeting link.
Why: Why is this meeting important? (Include the agenda or key discussion points.)
A simple example:
"Hi [Name], just a quick reminder about our project update meeting (What) on Monday, March 4 (When) at 2 PM (Where: Zoom – Link below). We’ll be reviewing the latest progress and next steps (Why). Looking forward to it!"
4. Be Concise and Clear
Your email should be easy to read and act on. Avoid long paragraphs or unnecessary repetition. Bullet points can help break up key information, making it digestible at a glance. Instead of writing:
"I wanted to remind you that we scheduled a meeting to discuss the marketing strategy for Q4. The meeting will take place on Wednesday, March 6, at 11 AM via Zoom. We will go over the latest performance metrics, discuss upcoming targets, and strategize on client outreach plans. Please make sure to review the attached report beforehand."
Try this:
Subject: Reminder: Q2 Sales Strategy Meeting – March 6 at 11 AM
Hi [Name],
Just a quick reminder about our upcoming meeting:
Date & Time: Wednesday, March 6, at 11 AM
Location: Zoom (link below)
Agenda: Performance review, upcoming targets, client outreach
Action Required: Please review the attached report beforehand
Let me know if you have any questions. Looking forward to our discussion!
This version is clearer, more structured, and easier to act on.
5. Send Reminders at the Right Time
Timing is critical. Sending a reminder too early may result in it being forgotten, while sending it too late might not give attendees enough time to prepare. A good rule of thumb is:
First reminder: 24 to 48 hours before the meeting
Follow-up reminder (if needed): A few hours before the meeting
For high-priority meetings, you may also send a "Day-of" reminder or a calendar notification to ensure attendance.
By following these best practices, you ensure that your meeting reminders are clear, effective, and impactful, leading to better attendance and more productive discussions.
Types of Meeting Reminder Email Templates
Here are three common templates based on different levels of formality:
1. Short Email Reminder Template
Subject: Reminder: [Meeting Name] on [Date] at [Time]
Body:
Hi [Recipient’s Name],
This is a quick reminder about our upcoming [Meeting Name] on [Date] at [Time]. We’ll be meeting at [Location/Link] to discuss [Brief Agenda]. Let me know if you have any questions. Looking forward to it!
Best,
[Your Name]
2. Casual Email Reminder Template
Subject: Quick Reminder: [Meeting Name] [Tomorrow/This Week]
Body:
Hey [Recipient’s Name],
Just a quick note to remind you about our [Meeting Name] scheduled for [Date] at [Time]. We’ll be covering [Agenda Topics]. Feel free to bring any thoughts or questions! Looking forward to catching up.
See you soon,
[Your Name]
3. Formal Email Reminder Template
Subject: Reminder: [Meeting Name] on [Date] at [Time]
Body:
Dear [Recipient’s Name],
I hope this email finds you well. I’d like to remind you of our upcoming [Meeting Name] on [Date] at [Time]. The meeting will take place at [Location/Link], and we’ll be discussing [Agenda Topics]. Please confirm your attendance at your earliest convenience.
Looking forward to our discussion. Let me know if you have any questions.
Best regards,
[Your Name]
Automating Meeting Reminder Emails
Managing meeting reminders manually can be time-consuming, especially with a packed schedule. Automating reminders ensures consistency, reduces no-shows, and keeps communication seamless, all without extra effort on your part.
1. Benefits of Automation
By automating meeting reminders, you:
Save time by eliminating the need for manual follow-ups.
Reduce missed meetings with timely, scheduled notifications.
Ensure consistent communication with attendees.
Improve productivity by focusing on more strategic tasks.
2. How to Set Up Automated Meeting Reminders
Most calendar and scheduling tools have built-in reminder features. Here’s how you can automate reminders using popular platforms:
Google Calendar – Set automatic email or push notifications for attendees 24 or 48 hours before the meeting.
AppleMail – Enable meeting reminders and send follow-ups by using it in conjunction with Apple Calendar.
Calendly – Configure automated reminders via email and SMS before scheduled appointments.
3. Customizing Automated Emails
To ensure reminders feel personal and align with your brand, customize:
Subject lines (e.g., "Reminder: [Meeting Name] on [Date] at [Time]")
Tone and style to match your communication approach.
Personalization by adding recipient names and relevant details.
Most automation tools allow you to edit the default templates, ensuring your reminders stay professional and engaging.
4. Tracking Effectiveness
Once automated, monitor your reminders to ensure they’re working effectively. Use the following.
Open rates – Check how many recipients read the reminder.
Response rates – Track RSVPs or confirmations.
Engagement timing – Identify if reminders are sent too early or too late for optimal attendance.
By analyzing these metrics, you can tweak your settings to improve engagement and attendance rates.
With the right automation setup, meeting reminders become effortless, ensuring your meetings stay on track without requiring manual follow-ups.
Why Use NewMail for Automating Meeting Reminders?
Newmail, a project management calendar tool, streamlines meeting reminders by integrating scheduling with task management, notifications, and reporting. It also helps with multi-project coordination. Here's how it ensures seamless meeting organization.
1. Task Management Feature
Schedule meetings directly within project timelines, linking them to tasks and deadlines.
Assign meeting-related tasks to team members, ensuring preparation and accountability.
Sync meetings with project milestones, ensuring discussions align with project progress.
2. Integrated Notification Feature
Automated reminders notify attendees via email, push notifications, or in-app alerts.
Customizable reminder settings allow you to choose when and how reminders are sent.
Real-time updates ensure that any meeting reschedules or cancellations are instantly communicated.
3. Reporting & Analytics Feature
Track attendance and engagement metrics for scheduled meetings.
Monitor response rates to identify meeting effectiveness and optimize scheduling.
Analyze meeting frequency and productivity impact within broader project performance reports.
4. Multi-Project Management Feature
Manage multiple meetings across different projects from a single interface.
Coordinate cross-functional team discussions without scheduling conflicts.
View all upcoming meetings in a centralized dashboard, ensuring clarity across projects.
With these features, Newmail not only acts as a meeting reminder tool but also enhances project efficiency by integrating scheduling into your overall task and project management workflow.
Conclusion
Meeting reminder emails are a simple yet powerful tool to improve attendance, professionalism, and efficiency. By using well-structured templates, personalizing messages, and utilizing automation, you can ensure your meetings run smoothly with minimal no-shows. Implementing these strategies will enhance communication and productivity, making your meetings more impactful and efficient.
Newmail is more than just a project management calendar—it’s your all-in-one meeting reminder tool that keeps your team aligned and your projects on track. With built-in scheduling, task management, and smart notifications, you’ll never have to chase down attendees or worry about forgotten meetings again.
