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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.
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!
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"I love the email reminders and all of the notifications YouCanBookMe offers. I don't think I've ever had anyone ghost me." |
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đź’ˇ Pro-tip: To boost the power and efficacy of your reminders, consider sending SMS reminders alongside your email reminders. But be sure to ask customers for their preferred communication methods. |
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.
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"The integration with Google Calendar, automated email reminders, and the flexibility to duplicate booking links for special events have been crucial features for my business." |
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:
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.
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P.S. Did you notice these brackets { }? Those are shorthand codes, which will automatically populate with the corresponding information for all YouCanBookMe users. |
Not a YouCanBookMe user? No problem! Simply fill in the information inside the brackets manually to personalize the emails to your use case.
Fields highlighted like this are dynamic fields in YouCanBookMe. Fields highlighted like this are non-dynamic but should be customized by you.
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]
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:
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]
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:
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]
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:
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]
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:
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]
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:
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]
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:
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]
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:
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]
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:
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]
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:
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]
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]
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:
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]
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.
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.
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.
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.