How do you write a professional meeting reminder email?

Use a clear subject with the date and time, confirm the time and timezone in the first line, include the meeting link or location, and keep the rest short.

When should I send a meeting reminder email?

The day before for external or important meetings, and a few hours before for anything that is easy to forget. For internal recurring meetings, the calendar invite is usually enough.

Should a meeting reminder include an agenda?

For anything longer than a quick catch-up, yes. One or two lines on what you will cover helps people prepare and shows the meeting is worth their time.

Meeting Reminder Email Templates (Professional, Free)

1. Day-before reminder (client or external meeting)

Subject: Reminder: our meeting tomorrow at [Time]
Hi [First name],
Just a reminder that we are meeting tomorrow, [Date], at [Time] [Timezone]. Here is the link: [Meeting link].
We will cover [Topic 1] and [Topic 2]. If you would like to add anything, reply and let me know.
Looking forward to it,
[Your name]

2. Same-day reminder (send a few hours before)

Subject: Today at [Time]: [Meeting name]
Hi [First name],
A quick note that we are on for [Time] today. Join here: [Meeting link]. If something has come up, reply and we will find another time.
[Your name]

3. Internal team meeting

Subject: [Meeting name] on [Day] at [Time]
Hi team,
Reminder that [Meeting name] is on [Day] at [Time] in [Room / Meeting link].
Please come ready with [what to prepare]. The agenda is here: [Link].
Thanks,
[Your name]

4. Formal reminder (interviews, board, or senior stakeholders)

Subject: Meeting confirmation: [Date] at [Time]
Dear [Title] [Last name],
I am writing to confirm our meeting on [Date] at [Time] [Timezone], [at Location / via Meeting link]. The meeting is expected to last [Duration].
Please let me know if you need to make any changes.
Kind regards,
[Your name]
[Job title], [Company]

5. Rescheduled meeting

Subject: New time: [Meeting name] moved to [Date] at [Time]
Hi [First name],
A reminder that our meeting has moved to [Date] at [Time] [Timezone]. The link is the same: [Meeting link]. The calendar invite has been updated.
Thanks for being flexible,
[Your name]

Tips for a meeting reminder email

Put the day and time in the subject line, so it is useful even unopened.
Always include the timezone when people are in different places.
Put the link near the top, not at the bottom.
Send the day before for external meetings, and a few hours before for anything easy to forget.

When an email is not enough

Emails get read late, or not at all. For meetings you cannot afford to miss, a phone call is harder to ignore. DoNotify is a Google Calendar add-on that calls your phone before the meetings you choose and reads out the meeting name. There are 14 free reminder calls to try it, no card required.

See meeting reminder calls or DoNotify for Google Workspace.

Meeting Reminder Email Templates