8 Best Meeting Reminder Email Templates to Reduce No-Shows in 2024

Did you know that an estimated $37 billion is lost to unproductive meetings every year? A hefty price to pay, isn’t it? And the biggest reason contributing to this is no-shows.

You see, your invitees likely have enough tasks pulling them in several directions throughout the day, so it's highly possible that your scheduled meeting slips their minds. You can’t take those tasks off their plate, but you can drop a quick reminder to minimize no-shows.

After all, you’ve spent valuable time preparing for the important meeting with them. Don’t let it all go to waste. Simply integrate one more step into your sales process and send them a reminder email about the meeting.

To help you get started, here we give you 8 meeting reminder email templates and 5 best practices that can help you ensure your leads turn up for the meeting.

How To Write a Meeting Reminder Email? (6 Elements)

A study reveals that 28.4% of invitees fail to show up to their appointments because they simply forgot about their bookings, and it is the leading reason for no-shows.

The answer? a simple email reminder.

If you’re wondering how to craft one, here’s a list of 6 elements that your meeting reminder email must include for it to do its job effectively:

1. Subject Line Reminding About the Meeting

The meeting reminder email’s subject line is the one that flashes in their inbox.

Unlike a cold email, your email subject line doesn’t have to sell an open but rather simply state the purpose of the email.

A short, to-the-point subject line such as ‘See you at {time}’ or even ‘Meeting reminder’ works well as a subject line for a meeting reminder email.

2. Reiteration of the Meeting’s Purpose

After a friendly greeting, jump right in and repeat the purpose of the meeting. This not only reminds the prospect why the meeting is being held but also emphasizes its importance and gives them a chance to prepare for the meeting.

For instance, your email could look like:

{Prospect name},

Hope this email finds you well. I just wanted to drop a quick reminder for our meeting scheduled today at {time and place}. To refresh your memory, today’s call is basically a quick discussion about our product and how it can help your drive {specific business goal}. Here is the agenda for the meeting…..

3. Meeting Agenda

Clearly specify the agenda of the meeting. You can also divide the agenda time-wise, as Varshni Gurumoorthy, a seasoned AE, does. For a 30-minute meeting, she divides her time as such:

• 3 minutes for rapport building
• 7 minutes for the discovery process
• 15 minutes for demo
• 5 minutes for discussing pricing, onboarding, and next steps

Specifying the agenda in your reminder email makes you look professional and helps demonstrate respect for your prospect’s time. This improves the chances of their attendance while allowing them to prepare for the meeting as well.

4. Meeting Date and Time with Timezone

Your meeting reminder email must include details such as the date of the meeting and the time of the meeting along with the timezone for additional clarity. This eliminates any chance of confusion and offers all essential meeting-related information to your prospect.

For instance, your meeting details could be:

Date: 11 August 2024
Time: 4 pm EST
Duration: 60 minutes
Platform: Gmail + Calendar link

5. RSVP + Calendar link

In case you need the prospect to confirm they’ll be attending the meeting, be sure to request an RSVP. Additionally, attach the calendar link within the email as well. This will allow them to view and add the scheduled meeting to their calendar for convenience and ease.

6. Email sign-off

An email sign-off is a short phrase that is used to conclude your email. It is followed by your name, title, company, and contact details. It helps end the email on a positive note and can also be used to encourage the prospect to take a step. For instance, other than ‘Warm regards’, you could also use ‘Hope to hear from you soon’ in case the email is a request for RSVP.

8 Meeting Reminder Email Templates for Successful Meetings

1. Formal Meeting Reminder Email Template

This formal meeting reminder email sample provides all essential details, such as time, date, platform link/location, and agenda, in a straightforward manner to foster preparedness and punctuality. It also helps demonstrate professionalism and respect for your prospect’s time while emphasizing the meeting’s importance, driving the prospect’s chances of attendance.

Subject Line: Reminder: {meeting name} on {date} at {time}

Dear {prospect name},

I hope this email finds you well. I wanted to drop a friendly reminder to RSVP for our forthcoming meeting. Here are the details for your reference:

Date: 
Time:
Duration:
Platform with calendar link/Location:

Further, to refresh your memory, here is the agenda for our meeting:

- {Time allocation}: {purpose}
- {Time allocation}: {purpose}
- {Time allocation}: {purpose}

Please let me know if you require any additional information before our meeting. I look forward to speaking with you.

Best Regards,
{Sales Rep name}
{Title}
{Company}
{Contact Details}

2. Sales Demo Confirmation Meeting Reminder Email Template

An email reminder for an upcoming sales demo helps ensure your prospect remembers they have a meeting with you and minimizes the chances of no-shows. It also gives them a chance to request rescheduling in case it slipped their mind, and they can’t make it anymore.

Subject Line: Request confirmation for sales demo

Dear {prospect name},

Thank you for scheduling a sales demo with our team. As discussed earlier, here are the details of the meeting:

Date:
Time:
Duration:
Platform with calendar link/location:

Here’s what’s on the roster for our call:

- Agenda item 1
- Agenda item 2
- Agenda item 3

Our team will guide you through {product name} and address any questions you might have regarding it. I’m also attaching some material to help you familiarize yourself with {product name} before the meeting. 

Please don’t hesitate to reach out to me in case you have questions or wish to reschedule the meeting. Looking forward to a fruitful venture.

Warm regards, 
{Name}
{Title}
{Company}
{Contact Details}

3. Last-Minute Change Meeting Reminder Email Template

A meeting reminder email about a last-minute change promptly informs recipients, preventing confusion and no-shows. It allows them to adjust their schedules or request a reschedule, facilitating smooth communication and minimal disruption.

Subject Line: Alert: change in {meeting name} details

Hi {recipient name},

I hope this email finds you well. I’m writing to inform you that the details for {meeting name} have undergone changes due to unforeseen circumstances. Here are the revised details:

Date:
Time:
Duration:
Platform with calendar link/location:

Here is the new agenda:

- Agenda item 1
- Agenda item 2
- Agenda item 3

I sincerely apologize for the last-minute change in schedule and request you to please RSVP regarding your attendance at the meeting. I’ll be happy to reschedule the meeting in case the revised schedule doesn’t work for you.

Lastly, should you have any concerns, please feel free to reach out to me.

Best wishes,
{Name}
{Title}
{Company}
{Contact Details}

4. Case Study Meeting Reminder Email Template

Case study meetings rely heavily on the client’s preparedness for success. And so, a meeting email reminder is essential to ensure your client doesn’t just show up but comes prepared to discuss how your company has helped them drive their business goals.

Subject: Quick reminder for {your company} case study meeting

Dear {recipient name},

We’d like to once again thank you for taking out time for our case study meeting tomorrow. Please treat this as a friendly reminder for the same. Here are the meeting details for quick reference:

Date:
Time:
Duration:
Platform with calendar link/location:

As discussed previously, we aim to gain your perspective on our collaboration and have set the following agenda for the meeting:

- Agenda 1
- Agenda 2
- Agenda 3

Please reflect on your time with us and how it has helped you achieve your business goals for a valuable and engaging session tomorrow. 

Lastly, if you encounter any issues or have concerns about the case study meeting, please feel free to contact me.

See you soon!

{Name}
{Title}
{Company}
{Contact Details}

5. Webinar Meeting Reminder Email Template

A webinar meeting reminder email ensures participants remember the event and show up for it in time. It also helps build anticipation and excitement around the event, prompting participants to clear their schedules and prepare questions for a productive session.

Subject: Don’t forget: {webinar name} today at {time}

Dear {participant name}.

We hope to see you today for our webinar on {topic} at {time}. To ensure you’re able to gain the maximum out of our informative session, here are the important details for quick reference:

Date:
Time:
Duration:
Platform with calendar link/location:

Please RSVP by {time} and join the webinar using the above link at least 5 minutes before the scheduled time for a smooth experience. Further, if you have any questions or require technical assistance, please don’t think twice about reaching out to me.

Looking forward to you joining us for an enlightening and informative session on {webinar topic}!

Warm regards,
{Name}
{Title}
{Company}
{Contact Details}

6. Interview Candidate Meeting Reminder Email Template

A meeting reminder email ensures that job candidates remember their interview, prepare beforehand and show up for the meeting. It includes details such as date, time, location, etc. Sending a quick reminder email on the day of the interview helps enhance the company’s professionalism and facilitates a smoother interview process as well.

Subject Line: Your interview with {company name} is today

Hi {candidate name},

I hope you’re doing well. This is a reminder that your interview for {job position} is scheduled for today at {time} and will last for {duration}. Following is the calendar link/location for the meeting:

{calendar link/location}

To prepare for the interview, please review the job description on our website, share your resume, and provide valid ID proof. Further, please RSVP to confirm your attendance at today’s meeting.

Lastly, if you have any questions or need clarifications, please don’t hesitate to contact me.

Looking forward to meeting you.

Best wishes,
{Name}
{Title}
{Company}
{Contact Details}

7. New Client Onboarding Meeting Reminder Email Template

Apart from ensuring the client’s attendance and that they have all the necessary details regarding the onboarding meeting, this meeting reminder email sample also helps give a good first impression of your company. It helps demonstrate professionalism and establishes your company’s reliability at the onset of your business relationship.

Subject Line: Onboarding meeting on {date} and {time}

Hi {client name},

Welcome to {your company}! We’re excited to have you on board with us and would like to walk you through {product name}’s features during our call tomorrow. To ensure you don’t face any hurdles joining our meeting, here are the details for quick reference:

Date:
Time:
Duration:
Platform with calendar link/location:

I’m also attaching a user guide and a welcome package to help you familiarize yourself with {product name}. Our meeting would be a great opportunity to clear any questions you might have regarding  {product name}, our services, or anything else. 

Looking forward to the start of a fruitful collaboration.

Best wishes, 
{Name}
{Title}
{Company}
{Contact Details}

8. Meeting Reminder Email Template for Podcast/Interview Guests

This meeting reminder email sample is for when you have to remind a podcast or interview guest of your upcoming session. A quick reminder ensures punctuality, helps the guest make arrangements in case of a virtual session, and, most importantly, eliminates the risk of a no-show.

Subject Line: Reminder: {your company} podcast/interview today at {time}

Dear {guest name},

Hope you’re doing well. This is a friendly reminder about your upcoming appearance on {podcast/interview name} today at {time}. We are psyched to have you share your pearls of wisdom with our audience. Here are some details for quick reference:

Date:
Time:
Duration:
Platform with calendar link/location:

Please choose a quiet environment for the call to ensure a productive session. If you have any questions or clarifications, please don’t hesitate to contact me. 

Looking forward to a fruitful and fun conversation.

Warmest Regards,
{Name}
{Title}
{Company}
{Contact Details}

5 Best Practices for Sending Meeting Reminder Emails

Now that you know the elements of a meeting reminder email and have templates to get you started, let’s discuss how you can drive their performance. Here are 5 best practices to keep in mind:

• Send the Reminder Email at Regular Intervals

Ideally, you should send your meeting reminder email in the morning of the day of your meeting and once again an hour before the meeting.

Sending reminder emails at regular intervals helps ensure your meeting remains at the forefront of your prospect’s mind, improving the chances of their attendance. Further, it also helps emphasize the importance of the meeting and establishes it as a priority.

• Keep Meeting Reminder Emails Polite and Professional

A courteous and professional tone helps the prospect feel valued and their time respected. This, in turn, makes them look forward to your meeting, ensuring timely attendance and preparation.

Use phrases such as “quick friendly reminder” and end with a ”see/meet you soon” to set a personable and polite tone.

• Make the Meeting Reminder Emails Brief

Reminder emails shouldn’t be a page long essay. Instead, they should be concise, clear, and to the point. A brief email ensures your prospect quickly grasps the essential details. When they’re greeted with a short paragraph, they’re more likely to read and remember your message.

Additionally, keeping it brief helps ensure important details don’t get lost within paragraphs and are clear and easily understood.

• Include Your Contact Information

Your meeting reminder email must include your contact details, such as your email address, phone number, social media handle, etc. This allows your prospects to easily reach out with last-minute questions, clarifications, or rescheduling requests. It helps enhance communication, reduce potential confusion, and facilitate a smoother and more efficient meeting.

• Automate Meeting Reminder Emails with the Right Tool

A study finds that the average rep manages around 15 leads every day. Reaching out to 15 leads day in and day out is not only time-consuming but also prone to errors. So, the last tip is to integrate a tool like Schedule IQ.

Schedule IQ by Klenty is a lead routing and scheduling platform that automates meeting reminder emails. It also allows you to set reminders and drop-off workflows to ensure leads attend meetings and reschedule when they don’t. This way, you put your best foot forward with every lead.

To know more about Schedule IQ’s reminder feature, book a demo now!

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