It’s important to get the right people in your meetings, or else decisions cannot be made. Writing an effective meeting reminder is a large part of this. In today’s world, people often send reminder emails rather than making phonecalls. It’s also commonplace to print a reminder out to put up where people will see it, depending on the type of meeting you’re planning.
It can be hard to write these reminders in the right tone, and with the right information. Beginners find this especially tricky. It’s important to convey a friendly tone so the person does not feel that they are being told off.
If you’re not sure how to send a reminder email, don’t worry! Meeting reminder email samples are available in this article created by our team at Amelia, along with some of the best tips. This should ensure that you convey the right message every time and have great attendance at your meetings.
Reminder Emails – Best Practices
Here are some guidelines to follow when writing your meeting reminder emails:
The title should tell the receiver exactly what the email is about. Keep in mind that they probably have more than one upcoming meeting, so you’ll need to be specific. If the meeting has changed location or time, include this information.
Your title could be something like one of the following:
- Group A Weekly Meeting, NEW ROOM
- Wednesday Manager Meeting Reminder
Say Hello and Start
In your email, make sure that you greet the person properly to get off on the right foot. Rather than saying ‘Hello, please remember meeting XYZ’, write something more personal first. Start by saying you hope they are having a good week or something else topical.
Image source: slideshare
After you’ve greeted the recipient, the reminder should be short and to the point. That’s why the person is reading it in the first place. The event should be clearly outlined in a couple of short and simple sentences.
While the attendee may be well aware of the meeting, the real importance is the purpose of the meeting. So, make sure to include the purpose in your email.
Outline to the recipient what the meeting is about and who the chair is, even if they already know. After all, this is the point of the reminder – to remind.
You could also encourage recipients to reply to tell you if they can’t come rather than just be a no-show.
FAQ or Questions
The attendees might have something they want to ask you, so make sure you put your contact info on the email or a link to the FAQ page.
Include Your Company and Name
As the email is for your company, make sure you write the company name and your own name on the email.
Aim for a tone of requesting rather than ordering. You want to come across as helpful but not pushy.
The tone would depend on the circumstance. A business meeting would require a more formal email than an informal gathering, for instance.
Choose Your Format
Emails can come in lots of different styles. There are two major types: HTML and plain text. HTML can look flashier and more sophisticated, but some computers can only access the plain text.
How Long to Make Your Email
This email should be short and to the point. Litmus says that 54% of emails are opened on a phone. People are not going to scroll forever until you get to your point. The most important point you make should be in the first paragraph.
Ensure that your tone is formal and polite. This will make the recipient feel that this meeting is important, and that they should come.
Examples of Meeting Reminder Letters
Simple Meeting Reminder
Subject: Reminder about Meeting on Marketing Strategy – 11 am on Nov 3 Hi Alex, I want to remind you about the meeting we have coming up on Wednesday, November 3 at 11am. It will be held in meeting room C (1st floor). We will be going over our marketing strategy for the year. If you have any questions, please let me know. All the best, Ralph
This is a simple meeting reminder email template. It’s straight to the point, clear and succinct.
Meeting Reminder Notice
SOCIAL ACTIVITIES COMMITTEE MEETING REMINDER NOTICE January 30, 2020 To: SAC Members From: RachelTopp, Head, SAC Re: Meeting Reminder Notice The next meeting of the Social Activities Committee will be on: Monday, January 20, 2020, 8am – 9am Court Industries Meeting Room B 88 Bank Road, San Diego, CA 92315 We will go over the upcoming events on the calendar and start planning new events. We will also discuss new applications for our committee and discuss how to obtain funding. If you have any questions about this meeting, please don’t hesitate to call me at 575.021.6925 This is a more friendly meeting reminder email sample. It should have the date, the subject, the reminder and include a meeting agenda. This is a notice on what the committee will be discussing at the next meeting.
Scheme Meeting Reminder Format
Level 16, Grand Plaza 2 Beach Rd, Perth WA 6001 GPO Box A3098, Perth WA 6001 Australia T: +61 (0)8 9210 8735 F: +61 (0)8 9210 8734 ABN 18155 619 294 [email protected] www.pictureentertainment.com.au ASX ANNOUNCEMENT / MEDIA RELEASE 14 February 2019 Scheme Meeting Reminder As per the ASX announcement released by Picture Entertainment Limited ("Picture" or "the Company") on 2 January 2019 regarding updates to the Scheme timetable, the Company wishes to remind stakeholders that the meeting which was originally agreed to take place on Thursday 23 February 2019 at 9am AWST at the Picture offices will now take place on Friday 24 February 2019 at 11am AWST at the Picture offices. You will find the meeting agenda as well as changes to the date and proxy deadline within the Notice of Meeting which will be sent to shareholders after the adjournment of the Scheme Meeting on 24 February 2019. If you have any questions about these changes, please contact us at [email protected] or call us on 1498 002 870 (Australia) or +61 1498 002 870 (outside Australia). Brad McCormack Personal Assistant to the Director A scheme is about an action plan for a policy or company. If a meeting is about an upcoming scheme, then a reminder is sent to employees with a scheme meeting reminder. The format for this is the same as a normal meeting reminder, except, it mentions the scheme.
Sample E-Mail Meeting Reminder
From: Brown, Eric Sent: Friday, November 12, 2017,2:41 PM Subject: Reminder: BOOM BOX SOUNDS Stakeholder Meeting, December 1, 2017 Attachments: December 1 Logistics.pdf; Dec Imaging Draft Agenda_Updated.pdf You are receiving this message because you are a stakeholder of BOOM BOX SOUNDS. Dear BOOM BOX SOUNDS Stakeholder: This message is a reminder of the BOOM BOX SOUNDS stakeholder meeting on December 1, 2017, at 10:00am in New York. You will find attached a draft meeting agenda for your review. Please find attached also the summary of logistics. This includes the location of the meeting as well as nearby hotels, train stations, and airports. By the end of next week, we will send you the other documents. These include the stakeholder comments on the first draft of the Yearly Plan and a confirmed meeting agenda. It is hoped that this will update all stakeholders on the Yearly Plan status even if you cannot attend the meeting in person. Those who would like to attend the December 1 meeting via web link are requested to contact Eric Brown, BOOM BOX SOUNDS, at [email protected] or at +3-454-6879-2328 no later than November 19. Stakeholders who wish to link into the meeting online will be sent the instructions to do so. If you have already confirmed that you will attend in person, no action is required from you. Thank you! Eric
This email meeting reminder template has a meeting update, and a way to let them know if you’d like to link into the meeting virtually. The date and time details are mentioned in the email. It maintains a friendly but professional tone so that recipients know what is required of them.
Simple Meeting Reminder Example
Meeting Reminder Email Sub: Upcoming Meeting Reminder Dear [NAME, ex. Elenore Archibald], This email is to remind you that the next [MEETING] is on [DATE] at [TIME] in the [MEETING ROOM OR PLACE AND ADDRESS]. If you can no longer attend this meeting, please let me know. If you would like further information or have any questions for me, please get in touch prior to the meeting. Kind Regards, [YOUR NAME, ex. Tanya Peck]
This is a short and simple meeting reminder email template that you could use for some many different meetings. It has all the necessary details; the purpose of the meeting and where it is. It also has the time and date, and an offer of assistance.
Using a Software to Automatize Email Reminders
Sending meeting reminders is a useful thing to do as it results in higher meeting attendance. Used correctly, it has the potential to be very helpful for the receiver and can help manage important events.
However, writing out emails such as this is no longer necessary with technological advancements.
To keep your events, meetings and professional life organized, scheduling software can help with all of this. One tool that you should consider is Amelia. It can send automatic notifications about upcoming meetings or events and even a follow-up email after the event occurs.
It offers five types of notifications about events:
- Event booked
- Event rescheduled
- Event canceled by attendee
- Event canceled by admin
- Event next day reminder
Event follow up is available just to the customer. This can be a great way to keep track of meetings and appointments all in one easy solution.
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