October 25, 2022

How to Write the Best Reminder Email for Any Meeting

Reading time about 5 min

Send an effective reminder email to set your meetings up for success. Read on to find out how.

Meetings are a core part of how we do business. But between no-shows and last-minute cancellations, appointment scheduling can be a hassle. Make your meetings happen by writing the best reminder emails possible. 📧

Need inspiration? We’ve gathered a few reminder email examples, tips, and templates to help you out.

What Is a Reminder Email?

A reminder email is a message you send to get someone to take action. Send reminder emails for due dates, late payments, and missed deadlines. Or, use reminder emails to confirm attendance at appointments and upcoming events. 📅

A well-written reminder email is the perfect way to make sure your meetings happen. Use them to reduce no-shows and cancellations. When it comes to upholding meetings, a friendly reminder email goes a long way.

How to Write a Meeting Reminder Email

To write a meeting reminder email, check that your message has the following:

  • An attention-grabbing subject line. 🚨 Reminder email subject lines should catch your recipient’s attention. Try to prompt them to take action. When in doubt, start your subject line with words like “reminder” or “follow-up.” 
  • Clear email copy. 📧 When it comes to meeting reminder messages, clear copy is a must. Be as specific as possible about your dates and deadlines. Write any request as a call to action. This will help avoid confusion and set your meetings up for success.
  • A polite email greeting and sign-off. 👋 Always start and end your reminder email with a friendly tone. Your salutation and sign-off might be more casual depending on the context. But always follow basic email etiquette to keep your message professional.

Meeting Reminder Email Templates

Still need inspiration? Here are a few reminder email samples and templates to get you started. 📧

General meeting reminder email

Use this professional email template to remind attendees about upcoming meetings. It’s good practice to remind them 1-2 business days before the meeting. That way, you avoid sending the email too late or too early.

Dear [Recipient name],

This is a gentle reminder email for our upcoming meeting on [date and time]. 

I look forward to chatting with you about [meeting purpose]. In the meantime, please let me know if you have any questions.

Best regards,

[Your name]

[Company name]


[Phone number]

Live event reminder email

Got a big event coming up? Send attendees this event reminder email template. If necessary, ask them to RSVP to confirm their attendance. You might also consider sending countdown emails to build up excitement for the big day. ⏳

Dear [Recipient name],

Mark your calendars, because there are only [X] days to go before [event name]!

We can’t wait to discuss [event topic].

When: [event date(s) and time]

Where: [event location]

[Other event information]

See our event page [link] for more information.

We look forward to seeing you there!

Warm regards,

[The event name team or your signature]

Webinar reminder email

For virtual events like webinars, the no-show rate can be as high as 35% percent. 📈 That’s why it’s important to make sure your guests can connect to the event. Send a webinar invitation email that tells them all the information they need to attend.

Dear [recipient name],

This is a reminder that our webinar [webinar title] will take place on [webinar date and time].

You’ll learn about:

– [Webinar topic 1]

– [Webinar topic 2]

– [Webinar topic 3]

You’ll be able to access the webinar at the scheduled time by clicking on the link below.

Access webinar [link]

In the meantime, please send your questions or comments to [your email].

We look forward to seeing you there!

Kind regards,

[Your signature]

Interview or case study reminder email

Send this reminder email template to interviewees or case study participants. Let them know the appointment date and time. If you’re planning to host a video call, don’t forget to send the link to the meeting.

Don’t wait until the last minute to send the reminder! It’s best to remind participants 1-2 days before the interview.

Dear [recipient name] 

This is a kind reminder that you have an interview coming up on [interview date and time]. We look forward to discussing [topic/expertise]!

Here a few details for our interview:

[Interview link/location]

[Other interview information]

Please let us know if you have any questions. Thank you in advance for your time. We look forward to speaking with you soon!


[Your signature]

Same-day online appointment reminder email

Use this template to nudge clients on the day of their appointments. A simple and polite heads up will help prevent no-shows. Consider using two reminder emails. Send the first email 24 hours before the appointment, and the second email no more than one hour before. 

Want to go even further? Use SMS and WhatsApp campaigns to alert clients about their upcoming appointments. 🛎️ It’s possible with Brevo (ex Sendinblue) Meetings! And don’t forget to check out our ideas for WhatsApp templates

Hi [recipient name],

We wanted to remind you that you have a [appointment/live session] with [name] today at [meeting time].

At the time of your appointment, please log on to the meeting hosting site [link].


[Company name]

Send Your Meeting Reminder Emails With Brevo (ex Sendinblue)

Send reminder emails to make your meetings happen. But don’t stop there! Digital scheduling software reduces no-show rates compared to traditional scheduling methods. 📉

So why not schedule your appointments with Brevo? The Meetings app makes it easy to manage the full scheduling process. Create a customizable booking page, host video and phone calls, and get paid for your services — all on a single platform.

Try Brevo for free to get access to Meetings and our core email marketing features.

Start scheduling meetings with Brevo (ex Sendinblue) 📅

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