Meeting Reminder: 8 Examples + How to Write Them (2024)

Meetings improve business processes by encouraging brainstorming and socializing. But if these sessions occur too often or unexpectedly, participants may struggle to keep track of their schedules, leading to no-shows and unproductive discussions.

Fellow’s automatic meeting reminders are a simple remedy. This tool gently reminds employees of the essential details, such as a meeting’s date, time, and topics.

Discover how Fellow simplifies sending appointment reminders via automation and templates.

• How to set up automatic meeting reminders
• How to write a meeting reminder email
• 8 meeting reminder email examples
• Never forget a meeting with Fellow
• FAQs

How to set up automatic meeting reminders

Here’s a 10-step process for adding automatic reminders to new and already created meetings:

1. Visit Fellow’s website and log in to your account.
2. Click on the Meeting Management Dashboard.
3. Create a scheduled session or click “New meeting” to begin.
4. Set meeting details, like the title, date, time, location, and agenda.
5. Head over to the Settings > Automations section of your meeting agenda.
6. Choose reminder timing, from minutes, hours, or days before the meeting starts.
7. Decide which communication channels should send the reminders. Fellow supports 50 native integrations, including email, push notifications, Slack, and Microsoft Teams.
8. Personalize the reminder’s content to include relevant meeting details.
9. Before finalizing the appointment reminder, double-check the details to check for accuracy. Save the changes and confirm the setup.
10. Add yourself to the list of recipients to ensure reminders go out on time. Fellow lets you track engagement metrics like response rates to see how effective your reminders are.

Skip the tedious task of sending meeting reminders with Fellow

Make every meeting count! Fellow the only all-in-one AI meeting management software ensures attendees never miss an important discussion by sending timely reminders and creating collaborative agendas. Boost meeting productivity and engage attendees effortlessly.

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How to write a meeting reminder email

Preparing for team discussions can take up a large part of the work day. On average, team members spend 4.75 hours per week setting up meetings. Writing clear and detailed meeting reminders reduces that time.

Here are a few tips for crafting these messages:

• Personalize them: When appropriate, address each recipient by their first name, and consider mentioning something meaningful to them, such as a weekend activity, to engage them in the content.
• Write a clear subject line: Keep it short and sweet.
• Make it conversational and friendly: Use a casual tone so the reminder isn’t jarring. Approachable language also encourages staff to attend and ask questions.
• Put important info in the beginning: Place the event’s time, date, and location first. Even if recipients only skim the message, they’ll see the essential details.
• Be concise and straightforward: Cover the “five Ws”: who, what, when, where, and why.
• Only send necessary reminders: Avoid sending too many reminders for the same meeting, as they can confuse and overwhelm recipients.

Following these tips will help you write valuable nudges that improve attendance and productivity.

8 meeting reminder email examples

There’s no one-size-fits-all email template for appointment reminders, so we compiled this list of examples to help you write messages for any occasion. Share these with your project and team managers if you don’t typically send meeting reminders.

• To the point
• More in-depth
• Reminder on the same day
• Nudge a day in advance
• Relaxed meeting reminder
• Save the date prompt (for events)
• RSVP confirmation
• Interview confirmation

1To the point

2More in-depth

3Reminder on the same day

4Nudge a day in advance

5Relaxed meeting reminder

6Save the date prompt (for events)

7RSVP confirmation

8Interview confirmation

Never forget a meeting with Fellow

Reminders ensure attendees can prepare and that meetings start on time. Enjoy Fellow’s other features to further improve your team’s sessions.

Start by scheduling pre-meeting reminders across various channels, such as email, push notifications, Slack, and Teams. The Desktop tray menu also displays start times to prevent lateness.

After the call, check out the AI Recap Interface, which summarizes key points. Then, the Meeting Guidelines feature compares those discussion topics to the agenda.

Quickly review recordings with the Meeting Recording Library, and send snippets of the call with Clips. For any other questions, use Ask Copilot, Fellow’s integrated chat interface.

FAQs

What are the benefits of using meeting reminders?

Meeting reminders simplify planning and scheduling to make discussions more successful. Here are some benefits of sending them:

• Share details such as locations, agendas, start times, and end times
• Allow participants to prepare for conversations in advance
• Improve meeting attendance

How far in advance should I send meeting reminders?

Reminder times depend on meeting type. If the gathering is more casual, then a gentle reminder on the same day is fine. Higher-priority events require more advance notice. For critical discussions, sending multiple reminders is a good idea.

What information should I include in a meeting reminder?

Reminders gather important meeting details and put them in one convenient location. Efficient meeting reminders contain:

• Meeting title
• Date
• Time
• Location
• Meeting link (if remote)
• Agenda
• Preparation materials
• Participants
• Organizer contact information
• Special instructions

You can write these details in a custom message or use an email sample.

Is it necessary to send a meeting reminder?

While not mandatory, meeting reminders improve team organization and efficiency. With so many tasks on a team member’s plate, meetings can be easy to forget. These simple nudges make no-shows less likely. Plus, since attendees have more time to prepare, they’ll enjoy productive and meaningful discussions.