Minimize No-Shows: 12 Effective Meeting Reminder Email Templates

Have you ever found yourself in a panic, scrambling to prepare for a meeting that slipped your mind?

Or maybe you spent a lot of valuable time preparing for an important meeting with a client, only for them to forget to show up?

👉 Both of these situations have one clear solution: email reminders.

A simple yet well-crafted email is all it takes to remind attendees of upcoming events, ensuring everyone is fully prepared and in the loop about all future meetings.

In this article, we’ll guide you through the best practices for email reminders, show you three universal email reminders, and give you ready-made meeting reminder email templates for recruitment, sales, HR, coaching, UX, customer success, university admissions, and student services teams.

7 Best practices when sending email reminders 

Did you know that one out of every four people don’t show up to a meeting because they simply forgot about it? That means you can miss out on 25% of business, just because you didn’t send one simple message! 

Follow these 7 best practices to ensure your email reminders are spot on:

• Be friendly: A personable yet professional email will set the tone for the upcoming meeting. Use phrases like “quick reminder” and mention that you’re looking forward to the meeting to set a friendly tone.
• Personalize it: Use the attendee’s name and appointment details. Be sure to sign off the message with your own name to make the email reminder feel less generic.
• Get specific: Include the exact time, date, and location (or link to an online meeting platform) in your email reminder! Don’t make your attendee hunt through their inbox to find the details.
• Add your contact info: Don’t forget to include your contact information and encourage people to reach out if they have any questions.
• Use a clear subject line: Keep your subject lines concise but informative. E.g.: Your interview with Jane Smith is starting soon.
• Send it at the right time: For in-person meetings, we recommend sending an email reminder 24 hours before and/or the morning of. For online meetings, we recommend the morning of and/or an hour before.
• Use an online scheduling tool to automate your reminders: Easily send automatic, personalized reminders by utilizing an online scheduling tool.

How to automate email reminders with an online scheduling tool

As a business owner, you’ve got a million and one things on your plate—so automating repetitive tasks is a must. Appointment reminder emails are prime candidates for such a thing. All you need is an online scheduling tool.

Automating email reminders with YouCanBookMe

All reminders on YouCanBookMe are automated and fully customizable. You just have to set them up once and they’ll send automatically, ensuring all attendees are fully informed about every upcoming meeting.

A step-by-step guide to set up email reminders with YouCanBookMe:

1. Open up your YouCanBookMe dashboard
2. Find the booking page you’d like to add email reminders to, click the three dots, and then select “Edit settings”
3. Click on “Notifications” and then “Reminders before booking”
4. Click “Reminder email to booker”
5. Edit any sections you’d like to change, including when the notification is sent, the email subject, and the email content
6. Once you’re done, click “Save all changes”

We have great news: all email templates below are formatted for YouCanBookMe! 

Feel free to copy and paste them into the email content section of your reminder emails. 

Not a YouCanBookMe user? No problem! Simply fill in the information inside the brackets manually to personalize the emails to your use case.

3 General meeting reminder email templates

Fields highlighted like this are dynamic fields in YouCanBookMe. Fields highlighted like this are non-dynamic but should be customized by you.

1. Short email reminder

Subject line: Quick meeting reminder

Hi {FNAME},

Just a quick reminder that our upcoming meeting is scheduled for {START-TIME} on {START-DATE}. 

Looking forward to it!

Best,
[Your name]
[Email signature]

2. Casual email reminder

Subject line: Quick reminder about our chat

Hey {FNAME},

Just a heads-up about our meeting tomorrow.

Here's a quick rundown of the details:

• Date: {START-TIME}
• Time: {START-DATE}
• Where: [Meeting Location/Link]
• What's on the agenda: [Brief overview of meeting topics]

If there's anything you want to cover or any ideas you'd like to throw in beforehand, feel free to send them my way.

Looking forward to catching up!

Cheers,
[Your name]
[Email signature]

3. Formal email reminder

Subject line: Reminder about upcoming meeting

Dear {FNAME},

I’m writing to confirm our upcoming meeting, scheduled for {START-TIME} on {START-DATE}.

Key details for your reference:

• Date: {START-TIME}
• Time: {START-DATE}
• Duration: Approximately {DURATION}
• Location/Platform: [Meeting Location/Conference Call Link]

If you require any additional information before our meeting, please feel free to contact me at any time.

I look forward to speaking with you.

Best regards,
[Your name]
[Email signature]

9 Meeting reminder email templates for various teams

1. Meeting reminder email template for one-on-one interviews

Subject: Quick reminder about your upcoming interview 

Hi {FNAME},

We’re so happy you’re interested in the [job position] opportunity at [company name].

Just a quick reminder that your interview is starting at {START-TIME} on {START-DATE}.

Pick one:

• It’ll take place at [address]. OR
• It’ll take place on Google Meet via this link: {GOOGLEMEET} OR
• It’ll take place on Microsoft Teams via this link: {MSTEAMS} OR
• It’ll take place on Zoom via this link: {ZOOM}
  Passcode: {ZOOM-PASSWORD}

The interview will last approximately {DURATION} and will focus on [talking points/agenda].

Before we meet, feel free to learn more about our company by visiting: [company URL].

Looking forward to our chat!

All the best,
[Your name]
[Email signature]

2. Meeting reminder email template for product demos

Subject: Reminder about your [company] demo

Hello {FNAME},

I’m excited to show you our product in action! Your demo is booked for {START-TIME} on {START-DATE}.

Pick one:

• It’ll take place at [address]. OR
• It’ll take place on Google Meet via this link: {GOOGLEMEET} OR
• It’ll take place on Microsoft Teams via this link: {MSTEAMS} OR
• It’ll take place on Zoom via this link: {ZOOM}
  Passcode: {ZOOM-PASSWORD}

I’m looking forward to explaining how your company can use [product] to [insert benefits here].

You can get a sneak peek of our [product] here: [link to product overview]

Speak soon!

Best,
[Your name]
[Email signature]

3. Meeting reminder email template for new hire onboarding

Subject: Your upcoming onboarding with {BOOKING-PAGE-TITLE}

Hey {FNAME},

Welcome to [company]!

We’re excited to take you through the day-to-day of working here and prepare you for your new role.

Don’t forget that your onboarding starts at {START-TIME} on {START-DATE}!

Pick one:

• It’ll take place at [address]. OR
• It’ll take place on Google Meet via this link: {GOOGLEMEET} OR
• It’ll take place on Microsoft Teams via this link: {MSTEAMS} OR
• It’ll take place on Zoom via this link: {ZOOM}
  Passcode: {ZOOM-PASSWORD}

Feel free to look through our [Welcome Kit, Welcome Pack, etc.] and come prepared with any questions you may have.

We can’t wait for you to join the team!

Best,
[Your name]
[Email signature]

4. Meeting reminder email template for coaching sessions

Subject: Reminder: Upcoming coaching session

Hello {FNAME},

I hope you’re doing well! I’m just popping by with a quick reminder about our upcoming coaching session at {START-TIME} on {START-DATE}.

Pick one:

• It’ll take place at [address]. OR
• It’ll take place on Google Meet via this link: {GOOGLEMEET} OR
• It’ll take place on Microsoft Teams via this link: {MSTEAMS} OR
• It’ll take place on Zoom via this link: {ZOOM}
  Passcode: {ZOOM-PASSWORD}

To prepare for our chat, consider jotting down any thoughts, challenges, or successes you'd like to discuss. Your input is incredibly valuable in shaping our sessions and making the most of our time together!

If you have any questions, please don't hesitate to reach out. You can reply directly to this email or call me at [phone number].

Looking forward to our session!

Best,
[Your name]
[Email signature]

5. Meeting reminder email template for user testing sessions

Subject: Reminder about your user testing session with [company]

Hello {FNAME},

Thanks for signing up for our usability testing! We appreciate you taking the time to help us improve our product.

Just a quick reminder that your testing session is starting at {START-TIME} on {START-DATE}.

Pick one:

• It’ll take place at [address]. OR
• It’ll take place on Google Meet via this link: {GOOGLEMEET} OR
• It’ll take place on Microsoft Teams via this link: {MSTEAMS} OR
• It’ll take place on Zoom via this link: {ZOOM}
  Passcode: {ZOOM-PASSWORD}

The session will last {DURATION} and will focus on [points of focus/list of products]. 

Here is a quick rundown of what it’ll entail: [explanation of process].

If you have any questions, please reply to this email or reach me at [phone number]. 

I can’t wait to hear your feedback!

Cheers,
[Your name]
[Email signature]

6. Meeting reminder email template for new client onboarding

Subject: Your onboarding with {BOOKING-PAGE-TITLE} is starting soon

Hello {FNAME},

Welcome to [company]! We’re excited to get you set up and ready to take full advantage of our solutions.

This is a quick reminder that your onboarding is booked for {START-TIME} on {START-DATE}.

Pick one:

• It’ll take place at [address]. OR
• It’ll take place on Google Meet via this link: {GOOGLEMEET} OR
• It’ll take place on Microsoft Teams via this link: {MSTEAMS} OR
• It’ll take place on Zoom via this link: {ZOOM}
  Passcode: {ZOOM-PASSWORD}

The onboarding will last approximately {DURATION} and will focus on [talking points/agenda].

Feel free to look through our [Quick Start Guide, User Guide, Welcome Packet, etc.] and come prepared with any and all questions you may have.

We can’t wait to get you started!

Best,
[Your name]
[Email signature]

7. Meeting reminder email template for admissions interviews

Subject: Your interview with {BOOKING-PAGE-TITLE} is starting soon

Hi {FNAME},

I’m thrilled you’re interested in joining the class of [year] at [university]!

This is a friendly reminder that your admissions interview is scheduled for {START-TIME} on {START-DATE}.

Pick one:

• It’ll take place at [address]. OR
• It’ll take place on Google Meet via this link: {GOOGLEMEET} OR
• It’ll take place on Microsoft Teams via this link: {MSTEAMS} OR
• It’ll take place on Zoom via this link: {ZOOM}
  Passcode: {ZOOM-PASSWORD}

Please have your transcripts ready and at hand.

If you have any questions, feel free to reply to this email or reach me at [phone number]. 

I’m looking forward to getting to know you!

All the best,
[Your name]
[Email signature]

8. Meeting reminder email template for campus tours

Subject: Reminder about your tour of [university]

Hello {FNAME},

It’s time to get excited! Your campus tour of [university] is starting at {START-TIME} on {START-DATE}.

Our university is located at [address]. We’ll be meeting at the [building]. For a campus map, directions, hotels, and points of interest in the area, please see our visitor’s guide: [link].

If you have any questions or concerns, you can reply to this email or reach me at [phone number].

We can’t wait to show you what [university] has to offer!

See you soon,
[Your name]
[Email signature]

9. Meeting reminder email template for student appointments

Subject: Reminder about your meeting with {BOOKING-PAGE-TITLE}

Hi {FNAME},

Just a quick reminder that your appointment with {BOOKING-PAGE-TITLE} is scheduled for {START-TIME} on {START-DATE}.

Pick one:

• It’ll take place at [address]. OR
• It’ll take place on Google Meet via this link: {GOOGLEMEET} OR
• It’ll take place on Microsoft Teams via this link: {MSTEAMS} OR
• It’ll take place on Zoom via this link: {ZOOM}
  Passcode: {ZOOM-PASSWORD}

To best prepare for our meeting, please remember to have your [insert item here: i.e., financial aid form, resume, career survey] ready.

If you have any questions, please contact our office at [phone number].

See you soon!

Cheers,
[Your name]
[Email signature]

FAQ about Meeting Reminder Email Templates

What should a meeting reminder email template include?

A good meeting reminder email template should include the meeting type, date, time, location (if in person) or video conferencing link (if virtual), and your contact information. It should also have a friendly tone and be personalized.

How do I send email reminders?

You can send email reminders using your preferred email tool. However, remember that it might take some time to manually send and personalize every email reminder. For the best and quickest results, we recommend using an online scheduling tool like YouCanBookMe to automate the process. 

How can I make an email reminder friendly yet professional?

You can infuse a friendly tone into your email reminder by using phrases like "quick reminder" or "gentle reminder". Additionally, using the recipient's first name, mentioning you are looking forward to meeting them, and keeping the language warm and approachable can contribute to a friendly yet professional tone.

How far in advance should I send a meeting email reminder?

The general rule is to send meeting email reminders 24 hours before an upcoming appointment or event. If you want to tailor your email reminders a bit more, we recommend sending them 24 hours before/the morning of an in-person meeting and the morning of/1 hour before an online meeting.