Send one reminder 24 hours before and one about an hour before. Include the date, time with time zone, joining link or address, the purpose of the meeting, and an easy way to reschedule.
Most no-shows are not rude, they are forgotten. A reminder that makes rescheduling easy also turns some no-shows into new times rather than lost meetings.
Revbound sorts every reply, answers interested leads with your free times and books the meeting.
Try it free for 3 days3 days free, every featureWhen to send meeting reminders
| Reminder | When | Purpose |
|---|---|---|
| Confirmation | Right after booking | Lock in the time |
| Day-before | 24 hours before | Prompt a reschedule if needed |
| Same-day | About 1 hour before | Get the link in front of them |
6 meeting reminder email templates
1. Sales call, day before
Subject: Tomorrow: [topic] at [time]
Hi [name],
Looking forward to our call tomorrow, [day] at [time] [time zone]. We'll cover [agenda].
Join here: [link]. Need a different time? [reschedule link].
2. Sales call, 1 hour before
Subject: Starting at [time]
Hi [name], quick reminder that we're on at [time]. Link: [link].
3. Client meeting
Subject: Reminder: [project] review [day]
Hi [name],
Reminder of our review on [day] at [time]. Please bring [item]. Agenda: [points].
4. Interview
Hi [name],
Confirming your interview for [role] on [day] at [time] with [interviewers]. [Location or link].
Reply if you need anything before then.
5. Webinar or event
Hi [name],
[Event] starts at [time] today. Your link: [link]. Can't make it? You'll get the recording.
6. After a no-show
Subject: Missed you today
Hi [name],
Sorry we missed each other today. Would [time 1] or [time 2] work instead?
How to automate reminders
Calendar tools send reminders automatically. Google Calendar appointment schedules can send up to 5 reminders, though the text cannot be edited (Google Calendar Help). Calendly and Cal.com include reminders on their workflows. See how to use Google Calendar appointment schedules.
Revbound books meetings from cold email replies into Cal.com or Google Calendar, so reminders go out automatically.
Try it free for 3 daysFAQ
When should you send a meeting reminder?
Once 24 hours before and once about an hour before the meeting.
What should a meeting reminder email include?
Date, time with time zone, the link or address, the purpose, and a way to reschedule.
How do I send automatic meeting reminders?
Use your scheduler's reminders. Google Calendar appointment schedules can send up to 5 reminder emails.
Do reminders reduce no-shows?
Reminders make the meeting harder to forget and rescheduling easier, which is why most schedulers include them.