If you regularly schedule meetings, you know how important it is to send meeting reminders to your attendees. Meeting reminders help you avoid no-shows, late arrivals, and confusion. They also help you set the tone and agenda for the meeting and show your respect and professionalism.
But how do you write effective meeting reminders that get the attention and response of your recipients? How do you avoid sounding rude, boring, or spammy? How do you save time and effort while creating personalized and engaging reminders?
The answer is simple: use meeting reminder templates. Meeting reminder templates are extremely beneficial pre-written messages you can customize and send to your attendees before the meeting. They can help you save time, improve communication, and increase attendance rates.
We listed the best 20 FREE meeting reminder email templates for different situations and purposes.
We also included other email reminder templates, such as SMS, phone calls, or calendar invites, so you are not left alone in those sectors. Whether you need a formal or informal reminder, a friendly or urgent tone, or a simple or detailed message, we have a template for you.
Let's get started!
Professional meeting reminder templates
## 1. Meeting reminder email template A business meeting reminder email template should be to the point and give all the relevant information at a glance. Here is an example of how:
Subject: Reminder: [Meeting name] on [Date] at [Time]
Hi [Name],
I hope this email finds you well. I'm writing to remind you about our [meeting name] on [date] at [time]. The meeting will take place at [location] or via [online platform].
The agenda for the meeting is:
- [Agenda item 1]
- [Agenda item 2]
- [Agenda item 3]
Please let me know if you have any questions or concerns about the meeting. Also, please confirm your attendance by replying to this email.
I look forward to seeing you at the meeting.
Best regards,
[Your name]
## 2. Reminder email template for meeting This one is similar to a meeting reminder email template but more specific and direct. You can use it when you need to remind someone about a one-on-one meeting or a personal appointment. Here is an example of a reminder email template for meeting:
Subject: Reminder: [Meeting name] with [Your name] on [Date] at [Time]
Hi [Name],
This is a friendly reminder that we have a [meeting name] scheduled for [date] at [time]. The meeting will take place at [location] or via [online platform].
The purpose of the meeting is to [briefly state the objective of the meeting].
Please let me know if you are still available for the meeting. If not, please suggest another date and time that works for you.
I appreciate your cooperation and prompt response.
Sincerely,
[Your name]
## 3. Reminder email template for meeting in the following hours This meeting reminder email is good to send at 10 AM if you have a meeting after lunch. It keeps everyone in the meeting focused on the topic and gives relevant information. Bonus points if you add the notes from past meetings.
Subject: Reminder: [Meeting topic] in one hour
Hi [Name],
This is a friendly reminder that we have a meeting in one hour to go over [meeting topic]. The meeting will start at [time] and last for [duration]. The meeting will be on [platform] and the link is [link to meeting].
Please be ready to share your updates and feedback on the following topics:
- [Topic 1]
- [Topic 2]
- [Topic 3]
If you have any questions or concerns, please reach out to me before the meeting.
See you soon,
[Your name]
##4. Meeting reminder template with RSVP Sometimes not everyone can participate in a meeting. At such times, sending a formal meeting reminder email and adding an RSVP option is best. Here is one example:
Subject: Reminder: RSVP for [Meeting topic] by today
Hi [Name],
I hope this email finds you well. I'm writing to remind you to RSVP for the meeting on [date] at [time] to discuss [meeting topic]. The meeting will take place on [platform] and the link is [link to meeting].
This meeting is a great opportunity for you to:
- [Meeting benefit 1]
- [Meeting benefit 2]
- [Meeting benefit 3]
Please reply to this email by today and let me know if you can attend or not. If you have any questions or suggestions, please feel free to contact me.
I hope to hear from you soon.
Sincerely,
[Your name]
##5. Meeting invite reminders Managing day-to-day life is hard. If someone you invited to a special event or a meeting hasn’t responded yet, you can simply ask again. In such cases, you can use the meeting reminder templates for busy professionals:
Subject: Reminder: You're invited to [Meeting topic] on [date]
Hi [Name],
You're invited to join us for a meeting on [date] at [time] to talk about [meeting topic]. The meeting will be held on [platform] and the link is [link to meeting].
This meeting is important because we will:
- [Meeting objective 1]
- [Meeting objective 2]
- [Meeting objective 3]
Please confirm your attendance by replying to this email. If you can't make it, please let me know as soon as possible.
Thank you,
[Your name]
Appointment reminder templates ## 6. Appointment reminder template An appointment reminder template is a type of reminder template that you can use to remind your clients or customers about an upcoming appointment. You can use it for various types of appointments, such as medical, dental, salon, spa, or service appointments. Here is an example of an appointment reminder template:
Subject: Reminder: Your appointment with [Your name] on [Date] at [Time]
Hi [Name],
This is a gentle reminder that you have an appointment with me on [date] at [time]. The appointment will take place at [location] or via [online platform].
Please arrive 10 minutes early to complete any paperwork or check-in procedures. If you need to cancel or reschedule your appointment, please call me at least 24 hours in advance.
Thank you for choosing us and trusting us with your needs.
See you soon,
[Your name]
## 7. Reminder email template for appointment Here is another appointment reminder template that you can send it a day or two before the appointment:
Subject: Reminder: Your appointment with [Your name] on [Date] at [Time]
Hi [Name],
This is a friendly reminder that you have an appointment with me on [date] at [time]. The appointment will take place at [location] or via [online platform].
The agenda for the appointment is:
- [Agenda item 1]
- [Agenda item 2]
- [Agenda item 3]
Please let me know if you need to reschedule or cancel the appointment. You can do so by replying to this email or calling me at [phone number].
I look forward to meeting with you and discussing your needs.
Kind regards,
[Your name]
##8. Reminder email template for same-day appointments You need to add urgency and provide details for the last appointment reminder. That’s why it is better to use an appointment reminder template like the following:
Subject: Reminder: Your appointment with [Your name] is today at [Time]
Hi [Name],
This is a quick reminder that you have an appointment with me today at [time]. The appointment will take place at [location] or via [online platform].
Please make sure you have everything you need for the appointment, such as your ID, insurance card, payment method, or any documents or questions you want to discuss.
If you have any issues or concerns, please contact me as soon as possible. You can reach me by email or phone at [email address] or [phone number].
Thank you for your cooperation and punctuality.
See you soon,
[Your name]
Interview reminder templates ## 9. Interview invitation reminder template Experts suggest job seekers apply to around 7-8 jobs per day. According to Zippia , an average employee gets invited to an interview for every 6 applications. At such a competitive rate, many people can forget where they applied or how many interviews they have in a day.
That’s why you send out meeting reminder templates for Outlook:
Subject: Reminder: Interview with ABC Company tomorrow
Hello [Name],
This is a friendly reminder that you have an interview with ABC Company tomorrow at [Time].
We are looking forward to meeting you and learning more about your skills and experience. Please make sure you have a stable internet connection and a quiet place to conduct the interview. You can join the interview using this link: [Link].
If you have any questions or need to reschedule, please let us know as soon as possible.
Thank you for your interest in working with us.
Sincerely,
[Your name]
[Your position]
ABC Company
Here are three email templates for interview meeting reminders:
##10. 24 hours until the interview reminder template You should send one email the day before the interview. It helps the candidates better prepare themselves and clear the day so they can participate in the meeting without a problem. Here is an interview reminder email template you can customize and send the day before the interview:
Subject: Don't forget: Your interview with ABC Company is in 24 hours
Hi [Name],
We are excited to talk to you tomorrow about the [Position] role at ABC Company. Your interview is scheduled for [Time] and will last about [Duration].
To prepare for the interview, please review the job description and our company website. You will also need to have a copy of your resume and a valid ID ready. The interview will be conducted via Zoom, and you can access it using this link: [Link].
Please reply to this email to confirm that you received this reminder and that you are still available for the interview. If you have any issues or questions, please don't hesitate to contact us.
We hope you have a great day and look forward to meeting you tomorrow.
Best regards,
[Your name]
[Your position]
ABC Company
##11. Reminder template for the interview It is best to send an interview 3-6 hours before the interview to make sure everything goes smoothly. Here is an example of a reminder email template for interviews to send on interview day:
Subject: Final reminder: Your interview with ABC Company is today
Greetings [Name],
This is your final reminder that you have an interview with ABC Company today at {Time}. We are eager to hear from you and see if you are a good fit for our team.
Please check your email for the Zoom link and the instructions on how to join the interview. You will need to log in at least 10 minutes before the start time and test your audio and video settings. You will also need to have your resume, portfolio, and references ready to share.
If you encounter any technical difficulties or need to cancel or reschedule the interview, please let us know as soon as possible by replying to this email or calling us at [Phone number].
Thank you for your time and interest in working with us.
Kind regards,
[Your name]
[Your position]
ABC Company
Event reminder templates ## 12. Reminder email template for event A reminder email template for an event is a great way to boost the attendance and engagement of your attendees. You should send this one when announcing an upcoming event. Here is an example of a meeting reminder templates for Google Calendar:
Subject: Reminder: [Event name] on [Date] at [Time]
Hi [Name],
Are you ready for [event name]? It's happening on [date] at [time] and you don't want to miss it!
Here are some of the reasons why you should attend:
- [Benefit 1]
- [Benefit 2]
- [Benefit 3]
Plus, you'll get to network with other [professionals/students/enthusiasts] in your field and have some fun!
To secure your spot, please register here: [link to registration page]
If you have any questions or need any assistance, please contact us at [email address] or [phone number].
We can't wait to see you at the event!
Cheers,
[Your name]
## 13. Reminder email template for event [Follow-up] After you have sent out the first email, you should send a second or even a third one. Here is another example of a reminder email template for an upcoming event:
Subject: Reminder: Don't miss our [Event name] on [Date] at [Time]
Hi [Name],
We are excited to invite you to our [event name] on [date] at [time]. The event will take place at [location] or via [online platform].
The event will feature:
- [Event highlight 1]
- [Event highlight 2]
- [Event highlight 3]
You can register for the event here: [link to registration page]
Please note that the registration deadline is [date], so hurry up and secure your spot.
If you have any questions or suggestions about the event, please feel free to contact us at [email address] or [phone number].
We hope to see you at the event and have a great time.
Cheers,
[Your name]
## 14. Reminder email template for last call in event participation You should focus on sending a “last call” email if you have any tickets left. You can mention that scarcity to attract even more people. Below is an event reminder template to showcase it:
Subject: Reminder: Last chance to register for [Event name] on [Date] at [Time]
Hi [Name],
This is a friendly reminder that our [event name] is happening on [date] at [time]. This is a unique opportunity to learn from [speaker name], a renowned expert in [topic].
The event will cover:
- [Topic 1]
- [Topic 2]
- [Topic 3]
You can also participate in a Q&A session with the speaker and get your questions answered.
But hurry, the registration closes on [date] and there are only a few spots left. You can register here: [link to registration page]
Don't miss this chance to gain valuable insights and skills from a leader in the field.
If you need any help with the registration or have any feedback about the event, please let us know at [email address] or [phone number].
We look forward to seeing you at the event and having a productive time.
Cheers,
[Your name]
Overdue payment reminder template ## 15. Reminder email template for invoice Sometimes you get overdue payments. Many problems may cause it, but being optimistic and assuming they simply forgot is the best way to approach this issue.
To remind them about the overdue payment, you can send an invoice reminder email before taking any further action. Here is an example of a reminder email template for invoice:
Subject: Reminder: Invoice #[Invoice number] due on [Date]
Hi [Name],
I hope you are doing well and enjoying your [product/service]. I'm writing to remind you that your invoice #[invoice number] for [amount] was due on [date].
If you have already paid, please disregard this email and accept our apologies for any inconvenience. If not, please make the payment as soon as possible to avoid any late fees or penalties.
You can pay online here: [link to payment page]
If you have any questions or issues regarding the invoice or the payment, please let me know. I appreciate your prompt attention and cooperation.
Thank you for your business and trust.
Best regards,
[Your name]
## 16. Secondary reminder email template If your first email is disregarded, you should focus on contacting them directly. However, you should also send a follow-up just to see their reaction. Here is an example of a follow-up overdue payment reminder template:
Subject: Friendly reminder: Invoice #[Invoice number] overdue
Hello [Name],
I hope this email finds you well and that you are enjoying the benefits of our [product/service]. I'm writing to follow up on your invoice #[invoice number] for [amount] that was due on [date].
If you have already paid, please ignore this email and thank you for your timely payment. If not, please pay as soon as you can to avoid any additional charges or interest.
You can pay online here: [link to payment page]
If you have any questions or concerns about the invoice or the payment process, please don't hesitate to contact me. I value your business and trust.
Thank you for your cooperation and understanding.
Sincerely,
[Your name]
## 17. Last email reminder template for overdue payments At this point, you should have already made direct contact with them. If there is no reaction or communication does not resolve anything, you should take other actions. That being said, if you still can’t communicate with them, your best option is sending a last email and then diverting to other actions.
Here is an example of last reminder email for an overdue payment:
Subject: Last reminder: Invoice #[Invoice number] payment pending
Dear [Name],
I am writing to remind you about the payment of invoice #[invoice number] for [amount], which is now [number of days] days overdue. I have tried to reach out to you by phone and email, but I have not received any response from you.
As a valued customer, we would like to request your cooperation in settling the payment as soon as possible. It would help us continue our good business relationship and ensure timely delivery of our services.
Please let me know if there is anything we can do to assist you in making the payment. You can settle the payment easily and securely online by clicking on this link: [link to payment page]. If you have already made the payment, please ignore this email.
Thank you for your attention to this matter. We appreciate your prompt action and cooperation.
Best regards,
[Your name]
Filling survey reminder template ## 18. Reminder email template for survey Surveys need respondents. Sending a reminder email for surveys is a helpful way to increase the response rate and feedback quality of your survey. You can send it a few days after sending the initial invitation email and before closing the survey. Here is an example of a reminder email template for survey:
Subject: Reminder: Please take our survey on [Topic]
Hi [Name],
Thank you for being a valued customer of [Company name]. We would love to hear your thoughts and opinions on our [product/service].
Please take a few minutes to complete our survey on [topic]. Your feedback will help us improve our offerings and serve you better.
You can access the survey here: [link to survey page]
The survey will close on [date], so please don't delay. As a token of our appreciation, you will receive a [reward/incentive] after completing the survey.
If you have any questions or concerns about the survey, please contact us at [email address] or [phone number].
We appreciate your time and input.
Sincerely,
[Your name]
## 19. Reminder for survey and its prize One way to get more respondents to your survey is to give a prize to everyone who participates. Here is a survey reminder email template for to announce this:
Subject: Don't miss this chance to share your feedback on [Topic]
Hello [Name],
We hope you are doing well and enjoying our [product/service]. We are conducting a survey on [topic] and we would love to hear from you.
The survey will only take a few minutes of your time and it will help us understand your needs and preferences better. By completing the survey, you will also get a chance to win a [reward/incentive].
Please click on this link to start the survey: [link to survey page]
The survey will end on [date], so please hurry up and don't miss this opportunity. Your opinion matters to us.
If you have any questions or issues with the survey, please feel free to reach out to us at [email address] or [phone number].
Thank you for your cooperation and support.
Best regards,
[Your name]
## 20. Last reminder for survey Your last message should focus more on being the last chance for something or the last time you ask for a favor. This email reminder template can help you achieve this:
Subject: Last chance: Share your feedback on [Topic]
Hello [Name],
We hope you are doing well and enjoying our [product/service]. We are reaching out to you one last time to ask for your participation in our survey on [topic].
Your feedback is very important to us and will help us improve our [product/service] to meet your needs and expectations. The survey will only take you [time] to complete and you will get a [reward/incentive] as a thank you for your time and effort.
Please click on this link to start the survey: [link to survey page]
The survey will close on [date], so please don't miss this opportunity to share your opinions with us.
If you have any questions or issues with the survey, please feel free to contact us at [email address] or [phone number].
Thank you for your cooperation and support.
Best regards,
[Your name]
Bottom line In conclusion, sending meeting reminders is an effective way to ensure that your meetings run smoothly and efficiently. With the help of our top 20 FREE meeting reminder email templates, you can save time and effort while still providing personalized and engaging messages to your recipients.
Reminding attendees of upcoming meetings improves attendance and ensures that everyone is well-prepared for productive discussions. Try out some of these printable meeting reminder templates for your next meeting and see the positive impact for yourself!
