How to send meeting reminder emails that don’t annoy people?

From work calls to doctor appointments, meetings can be easy to miss, especially with so much going on in the online world. Your prospects are just as likely to forget about your meeting as you are, especially when you start to generate more leads.

That said, missed meetings are bound to cost you money, time, and energy. If you plan on successfully running your business with an everflowing stream of leads coming your way, it will help to send your prospects a friendly meeting reminder.

However, while sending your prospects meeting reminders, you also want to make sure you do not annoy them in the process because doing so will only minimize your chances of getting them to attend.

In this article, we shall discuss how to send a meeting reminder email. We will also look at 5 awesome email reminder templates that you can use without annoying people.

How To Send The Perfect Meeting Reminder Email?

Before we get to meeting reminder email samples, we need to understand how to write the perfect meeting reminder email. Here are a few tips you should keep in mind:

Personalize Your Meeting Reminders

You need to personalize your meeting reminder for each prospect. Be sure to greet them with their name and clearly mention and explain the agenda and expectations for the meeting. This means you need to mention:

  • Date
  • Time
  • Meeting subject
  • Additional details

Also, be sure to send the meeting subject in advance to ensure the prospect comes prepared.

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Keep It Casual And Conversational

Keeping it casual and conversational is key to ensure your emails aren’t annoying. You ought to talk to your prospect the way you would talk to a friend. Keeping it casual helps you give your prospect the gentle reminder that they need, but it also makes your communication look real and not automated.

Keep It Short And To The Point

Keep your emails short and concise. Your email reminders must be easy to read and follow. Be sure to include only as much information as is necessary to minimize the chances of your prospects skipping your emails altogether.

Important Information In the Beginning

Most people do not have the time or patience to go through the entire email. They are more likely to skim through it for the most important details. Make sure you include the following details in the first two lines (preferably in bold):

  • Date
  • Time
  • Meeting subject or agenda
  • Location
  • Meeting link

Write A Compelling Subject Line

As we just mentioned, most people cannot be bothered to read the entire email. With all the emails they continually receive, your email might get buried in the mix. If you want your prospect to prioritize opening your email over every other email, you need to write a clear subject line that tells them what they need to know upon first glance. This way, they will be more inclined to open and read the entire email.

Get Them To Confirm

The more people who confirm, the less no-shows, right? Consider creating a custom confirmation page to get your prospects to confirm. This way, you will know for sure if they will attend your call and they will have all the information they need.

Do Not Send Too Many Emails

Finally, if you do not want to come across as annoying, don’t send too many emails. Decide how many meeting reminders you want to send and when to send them. Ultimately, you want to send them gentle reminders as we mentioned earlier, but not so much that they get annoyed.

What Constitutes A Meeting Reminder Email?

A meeting email reminder generally consists of the following elements:

  • Subject line
  • Salutation and greeting
  • Agenda or purpose
  • Request or instruction
  • Sign off

Subject Line

As mentioned earlier, subject lines are crucial if you want to get your prospects to even open your email. You need to use your email subject line to tell the prospect why you are sending them the email.

A crisp subject line that has urgency and tells the prospect what the email is about will cause them to open and read the email.

Salutation & Greeting

You need to start your email with a greeting and salutation. As mentioned earlier, you ought to personalize your email for each prospect, which means that you should ideally address them by name.

Here’s an example:

Hello, (Name)!


Here’s where you let your prospect know why you are sending them this meeting reminder. In this section, include meeting details like the date, time, purpose of the meeting, meeting link, location, and other details you deem relevant.

Request Or Instruction

This is where you give your prospect a Call To Action (CTA). You get them to do something. You could tell them to contact you on a certain number if they have questions or give them meeting-specific instructions, and so forth.

Sign Off

Finally, sign off to conclude your email. Be sure to do it in the same tone that you used to start your meeting reminder email.

Meeting Reminder Email Templates

Meeting reminder emails serve as reminders for a variety of things including upcoming deadlines, events, meetings, payments, subscriptions, etc. Here are a few excellent meeting reminder email templates you can use to eliminate no-shows:

RSVP Confirmation

RSVP confirmation reminder emails are for an event that the prospect may have registered for. Here’s what this meeting reminder looks like:

Hello (first name)

Thank you for registering for (event name)! (A sentence or two about the event and what the registrant can expect)

Here’s what you need to know to join us at (event name):

  • Date
  • Time
  • Location
  • (Additional, event-specific information)

If you have any questions, contact us at (number) / We’d love to hear your feedback so we will send you a short survey to hear what you have to say. (Or any other instruction or request)

We look forward to seeing you there!

(Sign off with name)

Same Day Reminder

If you are scheduled to talk to a prospect later during the day, consider sending them a fun, friendly meeting reminder a few hours before the meeting. Doing so will tell the prospect that you are serious about talking to them. Your same day reminder email will look something like this:

Hey (name)!

Hope you’re doing well. This is to remind you about our meeting today regarding (insert context).

Here’s everything you will need to attend the meeting -

(Insert date, time, meeting link)

Talk to you soon!


(Your name)

General Meeting Reminder

If you have set up a meeting with a prospect for a particular date, send them an email confirming the same so that there is no confusion on either end. As with every other meeting reminder email, keep it short and succinct. Here’s what it looks like:

Hey (name)!

I’ve added (day, time) to my schedule to discuss (topic, context).

Here’s what you will need for the meeting:

(date, time, meeting link)

(Add additional meeting-specific details and instructions)

I’m looking forward to talking to you. Feel free to reach out if you have any questions.


(Your name)

Save The Date

Just like the RSVP confirmation meeting reminder, this one works well for events. Send your prospect a reminder asking them to save the event date. Here’s what the template looks like:

Hey (name)!

Join us on (insert day and date) for (insert name of event).

(Add two sentences to tell the prospect what the event is about and what they can gain from it)

(Add a teaser or the standout features or benefits of the event to get the prospect excited about the event)

Be sure to save the date and RSVP here (insert RSVP link) to register and secure your spot.

You do not want to miss this! See you there!

Best Regards

(Your name)

Casual Meeting Reminder (24 Hours Before)

You may have already sent a general meeting reminder for a certain date. However, that may not suffice. If you want to eliminate chances of no-shows, you’re better off sending a casual meeting reminder 24 hours before the scheduled meeting. Here’s what the meeting reminder email looks like:

Hey (name)!

I hope you are ready for our meeting tomorrow.

Our meeting is at (insert time).

Click on this link to attend the meeting - (insert link)

(Include additional meeting-specific details)

I’m looking forward to talking to you tomorrow!

Best Regards

(Your name)


There you have it - 5 amazingly simple meeting reminder templates you can use to send a casual reminder without annoying anyone. Sending a meeting reminder email doesn’t seem so daunting now, does it? If you are wondering about the best time to send email reminders, consider sending one every two or three days. However, you need to ensure you are consistent with your tone in all your emails.