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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
* 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 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.