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Meeting Reminder Email Templates

A meeting reminder should let someone join without searching an older thread. Restate the date, start and end time, time zone, and location or joining link. If the time is not chosen yet, send an availability-poll follow-up instead: asking someone to respond is different from reminding them to attend.

Original examples by Timespree. Free to adapt. This editor does not send emails or save your edits; copy your message before leaving the page.

Reminder before a scheduled meeting

Use this ahead of an agreed meeting, with enough notice for any preparation you request.

Subject: Reminder: [meeting name] — [date] at [time, time zone]

Hi [name / everyone], A quick reminder that [meeting name] is scheduled for [date], [start–end time, time zone]. Join here: [meeting link or location] We’ll use the time to: [specific outcome] Please review beforehand: [document and relevant section, or remove this line] If you can no longer attend, please reply so we can decide whether to proceed or find another time. See you then, [your name]
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Short same-day meeting reminder

Use this when attendees already have the details and mainly need the joining link close at hand.

Subject: Today: [meeting name] at [time, time zone]

Hi [name / everyone], We’re meeting today, [full date], at [start time, time zone] for [duration]. Joining details: [link or room] Agenda: [one-line agenda or agenda link] If you have trouble joining, contact me at [contact method]. [your name]
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Gentle reminder to fill out a scheduling poll

Use this while you are waiting for availability, before booking the meeting.

Subject: Still need your availability for [meeting name]

Hi [name], I’m closing the availability poll for [meeting name] on [deadline, including time zone] and haven’t received your response yet. Please mark all times that work for you here: [poll link] We need [duration] during [date range]. If none of the options works, please reply and let me know. The meeting time is not confirmed yet; I’ll send the final details after reviewing the responses. Thank you, [your name]
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Before you send

  • Check the latest calendar invitation before writing. The reminder should match any change to the time, room, or video link.
  • Include only the preparation someone actually needs. If there is no pre-reading or document to bring, remove that line rather than inventing a task.
  • Send a poll follow-up only to people who have not replied. Choose its timing around your response deadline, not an arbitrary daily reminder schedule.

Do not send a meeting reminder to people who only received proposed times. Check that a final time was agreed. These examples are messages you send yourself; editing or copying one here does not schedule an automatic email.

Set up and share a meeting poll

The next message

Need availability from several people? Collect it on one shared poll before sending a confirmation.

Create a free scheduling poll