Meeting Reminder Email Templates To Decrease No-Shows (2023)

It's happened to you, hasn't it: You went back and forth finding a meeting time, and when that day came, you rushed through your tasks so you could give the meeting your full, undivided attention.

Then you just sat there in an empty Zoom room, realizing that you got ghosted.

Being ghosted sucks, but it doesn't need to happen. While you can't change how anyone else schedules their time, you can give them a gentle nudge so your meeting stays top-of-mind.

Research from WildApricot indicates that sending four event reminder email templates can triple your attendance rate.

Number of EmailsRegistration Increase (From First Email)

So, what should your meeting reminder email say? To answer it, we're going to share seven appointment reminder email templates you're welcome to use for your workflows, meetings, and webinars.

  • Meeting Confirmation
  • Casual Reminder
  • Gentle Nudge
  • Save-the-Date email
  • Sales Demo Reminder
  • Day-before Meeting Notice
  • Same-Day Reminder
  • Reminder Email Best Practices

Use These Meeting Reminder Email Templates

The confirmation email is crucial. It's the first follow-up your prospect will receive after they schedule a meeting with you. It should contain details like the event name, date, time, and meeting format (remote, in-person, or phone call).

You also want to use it to direct their attention to relevant content (e-books, events, videos) that will get them excited to connect with you. Prospects are most engaged right after scheduling a meeting with you, so leverage this period of high engagement thoughtfully.

Here's how we suggest you tackle the meeting confirmation email:

Meeting confirmation email

Subject line: Confirming your meeting at (time) on (date)

Hi (name),

Just confirming that you have booked to chat with me and (other attendees) on (date) at (time) about (subject). If this time no longer works for you, please let me know.

I'm looking forward to our chat, but in the meantime, I thought you might be interested in this (content-type) on (subject).

See you on (date).

(your name)
(job title)
(company name)

Casual meeting reminder email

Twenty years ago, people were more formal and rigid in remote client meetings. Some brands replaced the formal invites with warmer, more low-key emails.

We know this isn't everyone's style, but in case it's yours, we wanted to share a more casual meeting reminder template. Here you go:

Subject line: Don't forget! Meeting with (name) at (time) on (date)!

Hi (name)!

Don't tell me you've forgotten?!

You scheduled a meeting with (name) at (time) on (date) via (meeting platform).

I'll see you then — if I don't hear from you first!

(your name)

… Or, if you don't like that one, try this one instead:

Gentle nudge for an upcoming meeting

Subject line: Friendly reminder: meeting on (date) at (time)

Hey (name)!

Just dropping in to let you know that we have a meeting penciled in for (date) at (time) on (meeting platform).

See you soon!
(your name)

Feel free to jazz these templates up however you like with your lingo and style. Don’t overdo it and turn your gentle reminder follow-up email into a "cringy" one.

Tip: Consider messaging your recipient outside of email. Send a personalized LinkedIn connection request or follow them on Twitter to establish a direct B2B channel.

‘Save the date’ reminder email

We tend to plan our work lives in days or weeks, but it's not uncommon to book a meeting that's weeks or even months away. Meetings like this are a bit of a gamble as sometimes, your attendee will forget about it completely.

So what can you do?

Send a follow-up email halfway between the time the meeting was scheduled and the day of the meeting. This should help jog your attendee's memory.

Here's an email template you can use for a meeting in the distant future:

Subject line: Save the date: (event name) - (date)!

Hello (name),

I know our meeting isn't for a while, but I just wanted to remind you that we have a meeting scheduled for (time) on (date) via (meeting platform).

If you need to reschedule, please let me know. Otherwise, I'll see you then.

(your name)
(phone number)

Prospecting Tip: To perk up their interest, surprise them with a business gift with Alyce. If you choose your gift well, you'll really grab their attention. Just make sure to choose something focused on their interests, not yours.

Sales demo reminder email

If your upcoming meeting is specifically to demo your product for the prospect, you might prefer to use your reminder message to outline an itinerary for the sales call. Giving them an itinerary upfront will build anticipation and help them work out any questions they need to ask before the demo.

Here's how we suggest you tackle the sales demo follow-up email:

Subject line: You have a demo of (product) scheduled for (time) on (day)

Hi (name),

I'm really looking forward to showing you around (product/software) on (date) at (time) via (meeting platform).

The demo will cover how (product/software) can help (you/your business) and a few things I thought you'd find interesting like:

  • Features
  • Case study
  • Integrations
  • Q&A

I'll also be happy to answer any questions you might have.

See you then!

(your name)
(phone number)

Speaking of sales demos, you can avoid no-shows for your booked meetings with these gift ideas for prospects.

The day before the meeting reminder

Things can change quickly between when you schedule a meeting and the meeting itself. That's why you need to send an email 24 hours before the meeting. It gives your attendee a chance to move their schedule around before it's too late.

We recommend using this particular reminder notification to build hype for the meeting. Include additional information about what you'll be covering and share some resources they can use to get prepared. People are less likely to reschedule a meeting they're excited about.

Here's how we recommend you tackle this friendly reminder email sample:

Subject line: Quick reminder! We have an upcoming meeting at (time) tomorrow

Hi (name),

Just reminding you that we are scheduled to meet tomorrow at (time) via (meeting platform).

I plan to cover these key things:

  • X
  • Y
  • Z

Is there anything else you want to cover?

In the meantime, I thought you might get a lot from (resource).

See you tomorrow,
(your name)

The day of the meeting reminder

Finally, we come to the morning of the event. It's now or never, and we recommend you send that reminder email.

Keep these emails direct and actionable. The idea is that you want it to arrive in their Gmail or their primary inbox by avoiding appearing promotional.

Here's what we suggest you include:

Subject line: Zoom link for your (time) (meeting title)


I'm looking forward to our meeting today.

Here's the link to the meeting room: (meeting link).

Please let me know if you have trouble joining the meeting room. Otherwise, I'll see you at (time).

Best regards,
(your name)

Meeting Reminder Email Best Practices

We want to provide you with helpful tips to make your email reminders stand out in an inbox full of messages vying for your attendee's attention.

  • Be conversational. Prospects will appreciate it if your emails sound more like they were written by a person than a robot. Using the right tone will get you the right response.
  • Be concise. People are likely to read an incoming email from their mobile app notifications. If you wouldn’t say it in a text message, don’t include it.
  • Put key details in the email subject line. It makes it easier for prospects to find your email as they scan their (often cluttered) inbox.
  • Always include key meeting details. Include the meeting purpose, meeting title, anything the attendees need to bring, and overcome any FAQs the attendee may have. Keep the additional information concise.
  • Express gratitude and grace. Accept the reality that some meetings can be exhausting. Show your gratitude and grace if people need to reschedule your upcoming meeting.
  • Include contact details so attendees can cancel or reschedule. These details should include your phone number and email address. It’s not uncommon for people will reply over a text message or plain-text email.
  • Don't send daily reminder emails. This irritates attendees. Your aim is just to serve as a helpful reminder — not to berate them into submission. Excessive emails are a nuisance and will be swiped away like mobile app notifications.
  • Use automation and email scheduling software. This will decrease your workload substantially. Leverage intelligent marketing automation software to send emails with a dynamic date.
  • Personalize your reminder email templates. Research from McKinsey shows that 61% of consumers "expect companies to deliver personalized interactions." Additionally, 76% of customers "get frustrated" when interactions aren't personalized. So, make sure you address people by name.

Meeting Reminder Email Templates To Decrease No-Shows (1)

Optimize Emails for Readability & Action

One point to take to heart is that you want your appointment confirmations to be easily understood and render well on your recipient’s screens. Email analytics provider Litmus tracks the email software people use to read messages.

Meeting Reminder Email Templates To Decrease No-Shows (2)

And the market share isn’t one to overlook. Apple devices account for almost two-thirds of email consumption, more than twice that of Gmail.

The bottom line here is you need to make certain your meeting reminder emails look great on iPhones, iPads, and Apple Mail.

How To Send Meeting Reminders Automatically

Sometimes it’s necessary to dispatch a reminder email from a meeting platform.

Why? Zoom is most likely whitelisted by email providers and includes any dial-in info, passcodes, and app links to attend meetings.

How to Send Confirmation Emails in Zoom

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click the Meetings or Webinars page.
  3. Find the scheduled session you wish to edit and click on the topic.
  4. Click on the Invitations tab (for Webinars) or the Registration tab (for Meetings).
  5. Find the Manage Attendees (Webinars) or Manage Registrants (Meetings)section and click Edit or View on the right-hand side. This will open the list of registrants for this meeting or webinar.
  6. Click on the Approved tab (this may not be visible if using automatic approval) and find the name of the registrant.
  7. Click on their name and then the Resend Confirmation Email button to send the confirmation email to the registrant again.
  8. (Optional) Resend confirmation emails in bulk by selecting multiple registrants and clicking the Resend Confirmation Email button.

Get thanked for your outreach.
Open more doors with Alyce →

Avoid No-Shows With Reminder Email Templates

Sending well-timed confirmation emails can be the difference between your prospect forgetting about your upcoming event and them showing up on time and prepared.

For extra firepower, send personal, relevant, and thoughtful gifts from Alyce. Your sales team will appreciate having new ways to connect with prospects and customers.

It's worth investing in your reminder emails — choose a template that aligns with your brand's friendly tone, consider your email subject lines, personalize it to your recipient, and keep it simple.

We hope the email templates we shared in this article helped you navigate the often tricky world of sending email reminders. Feel free to use them all.

Data source:

Meeting Reminder Email Templates To Decrease No-Shows (3)

July 25, 2022

Meeting Reminder Email Templates To Decrease No-Shows (4)

Joe Manna

Joe Manna is the content manager for Alyce who obsesses over the Oxford comma, embraces the em dash, and thrives on engaging and informative content. He's savvy with B2B marketing and has helped companies large and small serve more customers.His 5-to-9™ interests include visiting the beach, listening to podcasts, and being the best dad and husband he can be.


How do I politely send a gentle reminder email? ›

  1. Choose an appropriate subject line. A solid email subject line is a must. ...
  2. Greet the recipient. Like a subject line, a salutation is a must when you're sending a polite reminder email. ...
  3. Start with the niceties. ...
  4. Get to the point. ...
  5. Make a specific request. ...
  6. Wrap it up and sign your name.
Nov 4, 2021

How do I send a gentle reminder for feedback? ›

Template #3: Gentle Email Reminder Asking For Feedback

I am {{Name}} and We met at [Event] on [Date], and I have been following your work for a long time, and you've always given me valuable insights to make me better at my job. I'm thrilled that we'll have the opportunity of getting in touch again soon!

How do you write a professional reminder email? ›

Here is a list of best practices you should be following when writing a reminder.
  1. Choose a clear subject line. ...
  2. Be friendly, yet direct. ...
  3. Be brief. ...
  4. Include a CTA. ...
  5. Find the right sending time. ...
  6. Follow up more than once if needed. ...
  7. Use it as a marketing opportunity.

What is a good sentence for reminder? ›

noun. She wrote a reminder about the meeting in her calendar.

How do I write a gentle reminder for a meeting? ›

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.

How do you use gentle reminder in a sentence? ›

Just a gentle reminder that there is an election today. They will provide the constant but gentle reminders you need to stay on track.

How do you send a gentle reminder to a team? ›

⏰ Remind yourself, a group chat or channel
  1. 💡 Template for setting a reminder: @Remind [what] [when] ...
  2. You can also set reminders in a group chat or in a channel. ...
  3. Please note: If the chat feature is disabled in your version of Teams, the bot will not be able to send a reminder to the user.

How do you write a professional email without sounding rude? ›

How to NOT Sound Rude in an Email
  1. Email subject matters. ...
  2. Give me a reason to reply. ...
  3. Make sure you spell all the names right, especially if you're asking them for a favor of any kind. ...
  4. Use a professional email address. ...
  5. Check your spelling! ...
  6. Learn about cultural differences. ...
  7. Other bits and pieces:
Jul 26, 2017

How do I send a reminder message example? ›

Hello [Name], Just sending a friendly reminder regarding our upcoming meeting on [date and time]. I've made sure to include a copy of all details about the meeting below. Looking forward to talking soon!

Is it professional to say friendly reminder? ›

It is possible to be polite while still being assertive. Remember, you are asking for something that you need in order to get your job done, not a favor. Therefore, even if you are emailing your boss, drop the “just a friendly reminder” phrase. Dropping the phrase will make you look more professional.

What is polite word for reminder? ›

A subtle cue or hint. hint. prompt. suggestion. sign.

What is a powerful reminder? ›

Something that serves as a reminder of another thing makes you think about the other thing. [written]

How do you follow-up on an unanswered meeting request? ›

Forward the original email (see reasons above why this isn't a great idea) Provide the initial email (as an attachment, or pasted below your follow-up email) Provide a reminder of the crucial points (meeting details, for example) Give an external link to the essential information (an event website or invite)

How do you respond to no response? ›

When you are in a no-response situation, here are the steps to take.
  1. Remember. Remind yourself that no response is a response (in most cases). ...
  2. Try to reach out again. One simple way to restart every conversation is to try reaching out again. ...
  3. Bring up a different topic. ...
  4. Ask for a convenient time. ...
  5. Know when to take a bow.
May 18, 2022

How soon should you send a follow-up email after no response? ›

Give your contacts at least 1-3 days to answer your email. Following up too soon will make you look pushy or even intrusive. Nobody likes that. Also, try not to wait too long with sending a follow-up email, because your recipient may lose the context.

How do I write a gentle reminder email to colleagues? ›

Consider the following steps when learning how to send a reminder email:
  1. Include a relevant subject. Include a brief summary of the reminder in the subject line of your email. ...
  2. Begin with a greeting. ...
  3. State the email's purpose. ...
  4. Include a call to action. ...
  5. End with a closing.
Dec 7, 2021

How do you sound confident but not arrogant in an email? ›

Here are seven tips to help you sound confident and clear in your emails, without sounding blunt or disagreeable.
  1. Plan it out. ...
  2. Start with the last sentence. ...
  3. Only include the critical facts. ...
  4. Open with a smile. ...
  5. Establish your intention from the beginning. ...
  6. Cut the fat. ...
  7. Bonus: Close strong. ...
  8. Above everything, keep it simple.
May 13, 2020

What are some examples of unprofessional email communication? ›

12 Unprofessional Bad Email Etiquette Examples. Not using someone's name in a message, especially if they have told you, or you already know it, can be very rude. You seem as though you haven't read the message or taken any notice of their details. Businesspeople send and receive emails all day long, every single day.

What is a subtle reminder? ›

Something that serves as a reminder of another thing makes you think about the other thing.

When should I send a gentle reminder? ›

What is a gentle reminder email? There are several instances where one would need to send gentle reminder emails – confirmation for the attendance to an upcoming event or a meeting, or an interview, highlighting an unpaid invoice, or late work.

How do you start a sentence with gentle reminder? ›

Examples of 'gentle reminder' in a sentence
  1. Perhaps it was a gentle reminder to his strikers as the Championship promotion race reaches boiling point. (2015)
  2. Just a gentle reminder that there is an election today. (2010)
  3. They will provide the constant but gentle reminders you need to stay on track.

Is friendly reminder passive aggressive? ›

Self aware employees show their passive aggressive behaviors through: “Friendly Reminders” (41%) Talking Behind Coworkers' Backs (38%) Complaints and Resentment (36%)

How do you use subtle reminder in a sentence? ›

Just kind of subtle reminders of him. He had a minor stroke this year: he's fine, but it was one of those not very subtle reminders you get about the passage of time. Subtle reminders of money elicit big changes in human behaviour.

How do you say just to remind you politely? ›

10 expressions to Use In Speaking And Writing:
  1. Don't forget to do it.
  2. Remember to do it.
  3. You will remember to do it.
  4. You won't forget to do it, will you?
  5. Can / Could I remind you to...?
  6. I'd like to remind you about...
  7. You haven't forgotten about __, have you?
  8. I hope you haven't forgotten to...

How do you send a kind reminder email example? ›

Hello [Name], Just sending a friendly reminder regarding our upcoming meeting on [date and time]. I've made sure to include a copy of all details about the meeting below. Looking forward to talking soon!


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