How to write a meeting reminder email, with templates
Send one reminder, the working day before, with the time in the reader's time zone, the link or address, and anything they need to prepare. A reminder that only says the meeting is still happening does nothing a calendar notification does not already do.
When to send a reminder
For a meeting booked a week or more ahead, send a reminder the working day before, in the morning. That is late enough to be relevant and early enough that someone with a clash can still tell you. For a meeting in the afternoon, a short message that morning also works.
For an internal meeting booked this week, you usually do not need one at all: the calendar already reminds people. The exceptions are meetings that need preparation, and meetings with external guests, who have no shared calendar with you and are the most likely to forget or lose the link.
Send one. Two reminders for the same meeting suggest you do not trust people to turn up, and the second is ignored anyway.
What to put in it
The day, the time and the time zone, written out, even though it is in the invitation. The video link or the address, so nobody has to dig through their inbox for it. What they should read or bring, with the link. And an easy way out: 'if this no longer works, just reply and we'll find another time'. That last line is what turns a silent no-show into a reschedule.
Put the essentials in the first two lines. Many people will read the reminder on their phone, on the way somewhere, and will not scroll.
Reminders to a client or external guest
Frame it as helpful rather than as checking up. Lead with the link and the time, and keep any preparation request specific.
Subject: Reminder: our meeting tomorrow, [time] [their time zone]
Dear [Name], A quick reminder that we're meeting tomorrow, [day, date], at [time] ([their time zone]). Video link: [link] Agenda: [link] If you could have [document or figures] to hand, that would help us get through everything in the time. If anything has changed, just reply and we'll find another time. Kind regards, [Your name]
Subject: See you at [time] today
Hi [Name], Looking forward to our call at [time] ([their time zone]) today. Here's the link again: [video link] See you then, [Your name]
Find a time with a poll
Propose a few slots, share one link and let the group vote. Guests don't need an account.
Reminders to colleagues and your team
Internally, a reminder is mostly about preparation. If nothing needs to be read, skip it and let the calendar do its job.
Reminder for tomorrow's [meeting] at [time]: please read [doc link] before we start, it's 5 minutes. We'll go straight into the decision.
Subject: Before [meeting] on [day]: two things to prepare
Hi all, Ahead of [meeting] on [day] at [time], could you: 1. Read [document link] 2. Add your numbers to [sheet link] by [time] tomorrow That way we can use the meeting to decide rather than to catch up. Thanks, [Your name]
Reminders for a group
For a club, a volunteer group or friends, a message in the group chat does more than an email. Keep it to one or two lines, and if you are still collecting answers on when to meet, remind people to reply to the poll rather than repeating the options in the chat.
Reminder: [event] is on [day] at [time] at [place / link]. Let me know by [day] if you can't make it.
If you haven't picked yet, here's the link with the options for [event]: [poll link] I'll choose the time on [day], so add yours before then.
When someone has not confirmed
If an external guest never accepted the invitation, a reminder is also a confirmation request. Ask the question directly, and give a fallback so they can answer in one line.
Subject: Still on for [day] at [time]?
Hi [Name], I wanted to check we're still on for [day, date] at [time] ([their time zone]). I haven't seen a confirmation, so I wanted to make sure the invite reached you. If the time no longer suits, I could also do [alternative day and time]. Best, [Your name]
Hi [Name], I'm on the call now: [video link]. No problem if something's come up, just let me know and we'll find another time.