In this article:
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 meeting 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.
Let’s be real—everyone’s juggling a lot these days. Between back-to-back meetings, endless emails, and everything else on our plates, it's easy for things to slip through the cracks.
That’s where meeting reminder emails come in to save the day. A quick reminder can go a long way in keeping things on track and making sure your meetings actually happen—and run smoothly.
Ever had a meeting where half the people forgot to show up or canceled last minute? A quick reminder email can significantly reduce no-shows—helping people stay in the loop and giving them a heads-up to plan accordingly, ensuring a productive chat.
Sending a quick reminder also helps cut down on those last-minute cancellations and "Can we reschedule?" messages, so your meetings stay on track and go as planned. Not bad for something that takes two minutes to write and send!
When everyone walks into a meeting knowing what it’s about and what’s expected, things just go better. By including the basics—like the time, location (or Zoom link), and a quick agenda—you’re giving people the chance to come prepared. That means fewer “Wait, what are we talking about?” moments and more meaningful conversations.
Sending out a meeting reminder email doesn’t just keep people informed—it also shows that you’re organized and that you care about making the meeting worthwhile. It’s a subtle way to build trust and respect with your team or clients. Plus, having a go-to reminder email template makes it easy to send polished, professional messages without starting from scratch each time.
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!
|
"I love the email reminders and all of the notifications YouCanBookMe offers. I don't think I've ever had anyone ghost me." |
|
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.
|
"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 them automatically to ensure all attendees are fully informed about every upcoming meeting. This means that when someone books using your meeting link, your reminder emails are scheduled automatically based on the meeting time selected for the scheduled 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 these meeting reminder templates into the email content section of your reminder emails.
|
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
* Content with {} are dynamic fields
Subject line: Quick reminder about our chat
Subject line: Reminder about upcoming meeting
Subject: Quick reminder about your upcoming interview
Subject: Reminder about your [company] demo
Subject: Your upcoming onboarding with {BOOKING-PAGE-TITLE}
Subject: Reminder: Upcoming coaching session
Subject: Reminder about your user testing session with [company]
Subject: Your onboarding with {BOOKING-PAGE-TITLE} is starting soon
Subject: Your interview with {BOOKING-PAGE-TITLE} is starting soon
Subject: Reminder about your tour of [university]
Subject: Reminder about your meeting with {BOOKING-PAGE-TITLE}
A good meeting reminder email template should include the event name, meeting type, date, meeting time, location (if in person, meeting room) or video conferencing link (if virtual), and your contact information (including your company name). It should also have a friendly tone, using phrases like “just a reminder,” 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 and schedule multiple reminders for your scheduled session.
You can infuse a friendly tone into your email reminder by using phrases like "quick reminder", "friendly reminder", "appointment 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. For the best results, include automatic personalization in your email templates, including in the subject lines.
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.