How to Write a Friendly Reminder Email: Templates & Guide

Fernando Figueiredo
January 21, 2025
19
 min read
Contents

Want to make sure your meetings happen as planned? Meeting reminder emails are essential for keeping everyone on track and reducing no-shows. In this comprehensive guide, you'll learn how to write reminder emails that get responses, discover perfect templates for different occasions, and see how Zeeg can automate your meeting communications. We'll cover everything from friendly reminder best practices to timing strategies that ensure maximum attendance.

Why friendly reminder emails matter

Friendly meeting reminders emails play a crucial role in today's business environment, where schedules are packed and distractions are constant. With the average professional receiving a great deal of emails daily, important meeting details can easily get buried. Effective reminder emails help:

  • Keep meetings top of mind for attendees
  • Reduce no-shows and last-minute cancellations
  • Ensure everyone comes prepared
  • Maintain professional relationships
  • Save time by preventing rescheduling

Zeeg's automated reminder system can handle this crucial communication for you, sending perfectly timed reminders that keep your meetings on track.

The art of writing gentle reminders

A friendly reminder email is often more effective than a pushy follow-up. When writing it, your phrasing can make the difference between getting a positive response and creating friction. Therefore, the perfect friendly reminder should strike a great balance between being direct and maintaining good relationships.

Why friendly reminders work better

Professional relationships thrive on courtesy, and a gentle approach to reminder emails can make all the difference in your communication. By showing respect for the recipient's time and maintaining a positive tone, you create an environment where collaboration comes naturally. This considerate approach not only increases the likelihood of getting a response but also strengthens professional relationships over time. 

When you avoid coming across as demanding and instead opt for a friendlier tone, you foster an atmosphere of mutual respect that makes future interactions more productive. After all, no one wants to feel pressured or rushed – a kind reminder acknowledges the recipient's autonomy while still achieving your communication goals.

Key elements of a kind reminder email

To help you better, here’s the most important elements of a gentle reminder email.

  • A clear but friendly subject line
  • Acknowledgment of the recipient's busy schedule
  • Specific meeting details
  • A polite call to action
  • Professional closing

How to write effective and friendly reminder emails

1. Craft a clear subject line that gets noticed

We’re talking about the gateway to your reminder email, so it’s crucial to craft it thoughtfully. The best subject lines combine clarity with a sense of importance (or urgency, depending on the case), mentioning both the meeting's purpose and timing. Keep your subject lines between 30-50 characters to ensure they display properly on mobile devices.

Examples of effective subject lines:

  • "Gentle reminder: Q4 Strategy - Tomorrow 10 AM"
  • "Kind reminder: Your client review starts in 2hours"
  • "Friendly reminder: Team sync-up today at 3 PM"
  • "Just checking: Are we still on for 2 PM today?"
  • "Just a reminder: MKT presentation needs your input"

2. Write a professional opening that sets the right tone

The opening of your reminder email sets the stage for your entire message. Start with a warm, professional greeting that uses the recipient's name and acknowledges your previous communication. This personal touch helps maintain positive professional relationships while keeping the tone friendly yet businesslike.

Example openings: 

  • "Hi Sarah, I hope you're having a good week. I'm reaching out about our upcoming strategy meeting..."
  • "Dear James, Following up on our conversation last week regarding the quarterly review..."
  • "Hello Dr. Martinez, Just sending a kind reminder about tomorrow's consultation..."

3. Include comprehensive meeting details

In order to eliminate confusion and reduce the likelihood of no-shows, be sure to mention clear meeting details. Your reminder email should act as a one-stop reference point for all meeting-related information. Include not just the basics but any context that helps attendees prepare and participate effectively.

Example of a detailed meeting information: 

"Here are the details for our upcoming meeting: 

  • Date: Tuesday, January 23rd, 2024 
  • Time: 2:00 PM - 3:00 PM EST (11:00 AM - 12:00 PM PST) 
  • Location: Conference Room A / Zoom Meeting ID: 123 456 789 
  • Agenda:
  • Q4 Performance Review (30 mins)
  • 2024 Strategy Discussion (30 mins) Please review the attached Q4 report before our meeting."

4. Create compelling and polite calls to action

End your reminder email with a clear, actionable request that makes it easy for recipients to respond or prepare. Your call to action should be specific and direct while maintaining a friendly tone. Consider what specific action you need from the recipient and make that request clear.

Examples: 

  • "Could you please confirm your attendance by clicking the 'Yes' or 'No' button below?"
  • "Would you kindly review the attached document before our meeting and come prepared with any questions?"
  • "Please let me know by end of day if this time still works for you, or if we should look at alternative slots."

Each of these components works together to create an effective reminder email that's both professional and actionable. 

5. Write a professional closing that leaves the right impression

Your email closing is your final opportunity to reinforce the friendly tone of your reminder while maintaining professionalism. A well-crafted closing can encourage response and leave a positive lasting impression. Just remember that the key is to choose closing phrases that match your relationship with the recipient and the overall tone of your communication.

Examples: 

  • "Looking forward to our discussion,
    [Your name]"
  • "Thank you for your time and attention,
    [Your name]"
  • "Best regards,
    [Your name]"
  • "Appreciate your quick response,
    [Your name]"
  • "Kind regards,
    [Your name]

Best practices for sending reminder emails

Ok, now you have good writing step-by-step. But if you really want to make things right, learning how to write a gentle reminder will require a bit more from you. Have a look at this best practices section and try to put it in practice - it should complement the steps I gave you previously.

Timing considerations

Timing is crucial when sending reminder emails - too early and they might be forgotten, too late and they lose their effectiveness. That's why it's important to establish a strategic sequence of reminders that keeps your meeting top of mind without overwhelming recipients, especially for non-recurring meetings. Here’s some key timing guidelines to follow:

  • First reminder: 2-3 days before non-recurring meetings
  • Second reminder: 24 hours before the meeting
  • Final reminder: 1-2 hours before (particularly for virtual meetings)
  • Time zone consideration: Send during recipients' business hours

Note one thing, though: when your meeting involves participants across different time zones, timing becomes even more critical. In these cases, not only should you send reminders during business hours in each participant's time zone, but you should always include clear time zone conversions to prevent any confusion about the meeting time.

Frequency and spacing guidelines

While reminder emails are important, finding the right balance in their frequency is essential for maintaining professional relationships. To avoid appearing pushy or overwhelming, limit yourself to a maximum of three reminders per meeting. That’s usually a good number. But each case is a case, so let’s consider these factors when you decide on frequency: 

  • Meeting importance and duration
  • Participant seniority levels
  • Past attendance patterns
  • Recipient preferences
  • Preparation requirements

Professional tone and language

The tone of your reminder emails sets the stage for the meeting itself. Always maintain a professional yet approachable voice throughout your communications, as this will help ensure they're well-received and acted upon. Some essential elements of professional tone are:

  • Clear and concise language
  • Polite and respectful phrasing
  • Focus on important details
  • Appropriate level of formality
  • Positive and constructive messaging

Here are two examples that illustrate the difference between effective and ineffective reminder emails, between kind and unkind, professional and unprofessional:


Good example: "Hi Sarah, I hope you're having a good week. Just a friendly reminder about our project review meeting tomorrow at 2 PM EST. We'll be discussing the Q4 deliverables, and your insights would be particularly valuable for the marketing section. The Zoom link is included below.

Thanks, Michael"

Poor example: "Sarah, You missed our last meeting and I need you at tomorrow's 2pm meeting. This is super important and you really need to be there this time. Don't forget to read the Q4 report before you join.

Thanks, Michael"

👉 Learn more: How to set up Zoom meetings and send invite links

Personalization strategies

Personalization has emerged as a crucial element in effective reminder emails. Rather than sending generic messages, take time to tailor your reminders based on the recipient's role, relationship, and past interaction patterns. Here’s the key personalization elements to take into account:

  • Use of recipient's name and title
  • Reference to previous interactions
  • Acknowledgment of recipient's role
  • Relevant context for the meeting
  • Customized closing based on relationship

Visual formatting and readability

The way how things look visually is also important. If you want an efficient reminder email, do it pretty and visually appealing. A well-formatted email makes it easy for recipients to quickly scan and digest the important information. Pay attention to things like:

  • Using consistent fonts and sizes
  • Including white space for readability
  • Highlighting crucial information
  • Keeping paragraphs short
  • Using proper email signature formatting

Follow-up protocol

Having a clear follow-up strategy is essential when initial reminders don't receive a response. Your protocol should be systematic yet flexible, adapting to different situations while maintaining professionalism.

  • Try alternative communication channels
  • Escalate to other team members when appropriate
  • Have backup plans for critical meetings
  • Document all reminder attempts
  • Set clear deadlines for responses
  • Use Zeeg: automate your follow-up messages with customized workflows

Calendar integration best practices

Nowadays it’s possible to have modern calendar integration features that can improve your reminder emails. They’ll get prettier, more compelling, and your meetings will be easier to get scheduled. 

Some considerations:

  • Include one-click calendar additions
  • Ensure cross-platform compatibility
  • Maintain accurate time zone information
  • Sync with major calendar services
  • Enable automated updates for changes

With Zeeg, you can do all this. Integrate with major calendars like Google Calendar, Outlook, Microsoft 365, or Apple Calendar, and show your availability on a neat calendar, where your recipients can book the meeting easily.

Meeting reminder email templates

Learning how to send a friendly reminder effectively can transform your communication. Below you'll find 30 templates for every scenario, including job interview emails, emails to team meetings or B2B cold email for sales teams.

1. Standard meeting reminder template

Subject: Friendly reminder: [Meeting Name] - [Date] at [Time]

Hi [Name],

I hope this email finds you well. Just a friendly reminder about our upcoming meeting scheduled for [Date] at [Time].

Meeting details:

  • Topic: [Meeting Purpose]
  • Duration: [Length]
  • Location: [Place/Platform]
  • Required preparation: [Any materials/documents]

Please confirm your attendance by [deadline].

Best regards, [Your name]

2. Virtual meeting reminder template

Subject: Kind reminder: Your virtual meeting tomorrow at [Time]

Hi [Name],

Just a gentle reminder about our online meeting tomorrow at [Time].

Join using this link: [Meeting Link] Password (if needed): [Password]

Please test your audio/video setup before joining.

Looking forward to our discussion!

Best,
[Your name]

3. Follow-up reminder for no response

Subject: Friendly reminder: Following up on [Original Meeting Subject]

Hi [Name],

I hope this email finds you well. I wanted to kindly follow up about the meeting invitation I sent last week for [Meeting Purpose].

If [Date] at [Time] no longer works, you can easily pick a better time through my calendar: [zeeg.me/your-name]

Best regards,
[Your name]

4. Team meeting reminder template

Subject: Just a reminder: Team sync tomorrow at [Time]

Hello team,

This is a friendly reminder about our team sync-up tomorrow at [Time].

Agenda:
- [Topic 1] (15 mins)
- [Topic 2] (20 mins)
- Open discussion (10 mins)

Location: [Meeting room/Virtual link]

Please come prepared to discuss your updates.

Best regards, [Your name]

5. Client meeting reminder template

Subject: Kind reminder: Our consultation tomorrow at [Time]

Dear [Client name],

I'm writing to remind you about our scheduled consultation tomorrow at [Time].

We'll be discussing:
- [Main discussion points]
- [Any specific requirements]

Location: [Address/Virtual meeting link]

If you need to reschedule or have any questions, please don't hesitate to reach out.

Looking forward to our meeting,
[Your name]

6. Last-minute meeting reminder

Subject: Quick reminder: Meeting starts in 1 hour

Hi [Name],

Just a quick reminder that our meeting starts in 1 hour at [Time].

Meeting link: [Virtual meeting link]

See you soon!

Best,
[Your name]

7. Final reminder

Subject: Important reminder: Rescheduling [Meeting Name]

Hi [Name],

I hope you're well. I noticed we've had trouble connecting for our scheduled meetings. I understand schedules can be busy, so I wanted to reach out one final time.

Feel free to schedule a time that works best for you here: [zeeg.me/your-name]

Looking forward to connecting.

Best regards, [Your name]

8. Group workshop reminder

Subject: Friendly reminder: [Workshop Name] tomorrow

Hello everyone,

This is a kind reminder about tomorrow's workshop.

Details: Time: [Time] Location: [Place/Platform] Duration: [Length]

Please bring:
- [Required item 1]
- [Required item 2]

We look forward to seeing you all tomorrow!

Best regards,
[Your name]

9. Deadline reminder template

Subject: Gentle reminder: [Project] deadline approaching

Hi [Name],

I hope you're having a good week. This is a friendly reminder that the deadline for [Project/Task] is coming up on [Date].

If you need any assistance or have questions, please don't hesitate to reach out.

Best regards,
[Your name]

10. Payment reminder template

Subject: Gentle reminder: Invoice #[Number] due [Date]

Dear [Name],

I hope you're well. This is a friendly reminder that invoice #[Number] for [Amount] is due on [Date].

You can process the payment through:
- Bank transfer using the details on the invoice
- Our online payment portal: [Link]
- Credit card by calling our office

Please let me know if you have any questions about the invoice or payment methods.

Best regards,
[Your name]

11. Job interview reminder template

Subject: Kind reminder: Your interview tomorrow at [Time]

Hi [Name],

This is a friendly reminder about your interview tomorrow at [Time] for the [Position] role.

If you need to reschedule, you can select a new time slot here: [zeeg.me/your-name]

Details:
- Interviewer: [Interviewer name]
- Duration: [Length]
- Location/Link: [Place/Platform]

Looking forward to meeting you!

Best regards, [Your name]

12. Recurring meeting reminder template

Subject: Just a reminder: Weekly team meeting tomorrow

Hi team,

Just a friendly reminder of our regular weekly meeting tomorrow at [Time].

This week's focus areas:
- [Topic 1]
- [Topic 2]
- [Topic 3]

Please review last week's action items before the meeting.

Best regards,
[Your name]

13. Training session reminder

Subject: Friendly reminder: [Training Name] session tomorrow

Hi [Name],

This is a kind reminder about tomorrow's training session on [Topic].

Session details: Time: [Time] Location: [Place/Platform] Duration: [Length]

Pre-session preparation:
- [Required reading/task 1]
- [Required reading/task 2]

Looking forward to a productive session!

Best, [Your name]

14. Follow-up after meeting confirmation

Subject: Thank you for confirming - see you tomorrow!

Hi [Name],

Thank you for confirming your attendance for tomorrow's meeting at [Time].

Quick reminder of the key points we'll discuss:
- [Point 1]
- [Point 2]
- [Point 3]

The meeting link is: [Virtual meeting link]

Looking forward to our discussion!

Best regards,
[Your name]

15. Project milestone reminder

Subject: Kind reminder: [Project] milestone due this week

Hi team,

I hope everyone had a good weekend. This is a friendly reminder that we have an important milestone coming up for [Project].

Due date: [Date] Deliverables:
- [Deliverable 1]
- [Deliverable 2]
- [Deliverable 3]

Please update your progress in our project management tool by end of day.

Best regards,
[Your name]

16. Coaching session reminder template

Subject: Kind reminder: Your coaching session tomorrow at [Time]

Hi [Name],

This is a gentle reminder about our coaching session tomorrow at [Time].

Need to reschedule? View my availability and book directly through my calendar: [zeeg.me/your-name]

To make the most of our session, please:
- Review your goals from last session
- Prepare any questions or challenges to discuss
- Have your progress journal ready

Looking forward to supporting your growth!

Best regards,
[Your name]

17. Sales demo reminder

Subject: Just a reminder: Your [Product] demo tomorrow

Hi [Name],

I hope you're having a great day. This is a friendly reminder about your demo of [Product] tomorrow at [Time].

If you need to reschedule, you can book a new time instantly: [zeeg.me/your-name]

During the session, we'll cover:
- Your current challenges
- How [Product] can help
- Specific features for your needs
- Next steps and pricing

Best regards,
[Your name]

18. User testing session reminder

Subject: Friendly reminder: UX testing session tomorrow

Hi [Name],

Just a kind reminder about tomorrow's user testing session at [Time].

What to expect:
- Session duration: [Length]
- Testing platform: [Platform name]
- Compensation: [Amount]

Please ensure you have:
- Stable internet connection
- Working microphone/camera
- [Any other requirements]

We value your feedback!

Best regards,
[Your name]

19. No-show follow-up template

Subject: Gentle reminder: Missed appointment follow-up

Hi [Name],

I noticed we missed each other at our scheduled appointment today at [Time]. I understand things can come up unexpectedly.

Please schedule a new time that works better for you: [zeeg.me/your-name]

Looking forward to connecting soon.

Best regards,
[Your name]

20. Second interview reminder

Subject: Kind reminder: Second interview tomorrow

Hi [Name],

This is a friendly reminder about your second interview tomorrow at [Time] with [Interviewer names].

Additional details:
- Format: [Panel/Technical/Case Study]
- Duration: [Length]Location: [Place/Platform]

Please review the materials from your first interview.

Looking forward to continuing our conversation!

Best regards,
[Your name]

21. Webinar reminder template

Subject: Friendly reminder: [Webinar Name] starts tomorrow!

Hi [Name],

We're excited to have you join tomorrow's webinar on [Topic] at [Time].

Quick reminders:
- Link to join: [Webinar platform link]
- Duration: [Length]
- Q&A session: Last 15 minutes

Pro tip: Join 5 minutes early to test your audio/video.

See you tomorrow!

Best regards,
[Your name]

22. Survey completion reminder

Subject: Kind reminder: We value your feedback

Hi [Name],

This is a gentle reminder that our [Topic] survey is still open for your input. Your feedback will help us [specific benefit].

Survey details:
- Estimated time: [X] minutes
- Deadline: [Date]
- Link: [Survey link]

As a thank you, you'll receive [incentive if applicable].

Best regards, [Your name]

23. Link-building outreach follow-up

Subject: Friendly reminder: Collaboration opportunity for [Website]

Hi [Name],

I recently reached out about including our [Topic] resource in your excellent article on [Subject]. Just following up to see if you had a chance to review it.

Our piece would add value by:
- [Benefit 1]
- [Benefit 2]
- [Benefit 3]

Would you be interested in checking it out?

Best regards, [Your name]

24. Student appointment reminder

Subject: Kind reminder: Academic advising session tomorrow

Hi [Student Name],

This is a friendly reminder about your academic advising appointment tomorrow at [Time].

Need to reschedule? You can easily book another time slot here: [zeeg.me/your-name]

Please bring:
- Current transcript
- Course planning sheet
- List of questions/concerns

Best regards,
[Advisor name]

25. University admissions Iiterview reminder

Subject: Important reminder: Your admissions interview tomorrow

Dear [Applicant Name],

This is a friendly reminder about your admissions interview for [University Name] tomorrow at [Time].

Important information:
- Interviewer: [Name]
- Duration: [Length]
- Location/Platform: [Details]

Please do remember to:
- Review your application
- Prepare questions about our program
- [Any other requirements]

We look forward to learning more about you!

Best regards,
[Your name]

26. Special offer reminder

Subject: Gentle reminder: Your exclusive offer expires soon

Hi [Name],

Just a friendly reminder that your exclusive offer for [Product/Service] expires on [Date].

Offer details:
- [Discount/Special deal]
- Valid until: [Date/Time]
- How to claim: [Instructions]

Don't miss out on this opportunity!

Best regards,
[Your name]

27. New client onboarding reminder

Subject: Friendly reminder: Your onboarding session tomorrow

Hi [Name],

This is a kind reminder about your onboarding session tomorrow at [Time].

If you need to reschedule, choose any available time in my calendar: [zeeg.me/your-name]

We'll cover:
- Platform walkthrough
- Account setup
- Best practices
- Your questions

We're excited to get you started!

Best regards,
[Your name]

28. HR orientation reminder

Subject: Kind reminder: New employee orientation tomorrow

Hi [Name],

Just a friendly reminder about your orientation session tomorrow at [Time].

Important items to bring:
- Government ID
- Bank account details
- Tax forms
- Signed offer letter

Location: [Office address/Virtual link]

Welcome to the team!

Best regards,
[HR Representative name]

29. Subscription renewal reminder

Subject: Gentle reminder: Your subscription expires soon

Hi [Name],

This is a friendly reminder that your [Service] subscription expires on [Date].

Renewal benefits:
- [Benefit 1]
- [Benefit 2]
- [Benefit 3]

Click here to renew: [Renewal link]

We'd love to keep you as a valued customer!

Best regards,
[Your name]

30. Contract signing reminder

Subject: Kind reminder: Contract signing pending

Hi [Name],

Just a friendly reminder about the pending signature for [Contract name].

Quick summary:
- Document: [Contract title]
- Due date: [Date]
- Signing platform: [Platform name/link]

Please review and sign by [deadline] so we can proceed with next steps.

Best regards,
[Your name]

Common reminder email mistakes to avoid

Writing effective and gentle reminder emails requires a delicate balance of persistence and courtesy. While it's important to ensure your message gets across, there are several pitfalls that can undermine your effectiveness and potentially damage professional relationships. 

One of the most critical aspects of kind reminder emails is timing and tone - getting either wrong can significantly impact your success rate. Many professionals make the mistake of being too aggressive in their follow-ups or failing to consider the recipient's perspective. Similarly, poor attention to detail or lack of proper formatting can make your reminders appear unprofessional or confusing. 

So, whoever you’re sending your reminder email, please please try to avoid these mistakes:

  • Being too pushy or demanding
  • Sending reminders too frequently
  • Using vague subject lines
  • Omitting important details
  • Forgetting to proofread
  • Not considering time zones
  • Using an overly casual tone

By avoiding these common pitfalls and using tools like Zeeg to automate and standardize your reminder process, you can maintain professional relationships while ensuring your meetings and deadlines stay on track. Remember that every reminder email represents your professional brand - taking care to avoid these mistakes helps preserve your reputation and increase the likelihood of positive responses.

Zeeg: Efficient and smart meeting reminder emails

Zeeg transforms the way you handle meeting reminders by automating the entire process while maintaining a personal touch. Set your availability once, and let people book meetings directly through your professional scheduling page. Zeeg automatically sends customized reminder emails based on your preferences, handles timezone conversions, and tracks responses - all while giving recipients the flexibility to reschedule through your calendar if needed.

Some key features include:

  • Automated reminder scheduling and follow-ups
  • Customizable professional templates
  • Smart timezone handling
  • Response tracking and attendance monitoring
  • Easy rescheduling through your booking page
  • Seamless integration with Google Calendar, Outlook Calendar, Microsoft 365, Apple Calendar, etc.
  • Easy with video tools like Zoom, Teams, Meet, etc.
  • And many more features, which you can learn here

FAQ about meeting reminder emails

What's the best time to send a reminder email?

For standard meetings, send the first reminder 2-3 days in advance, with a follow-up 24 hours before the meeting.

How do you politely remind someone about a meeting?

Use phrases like "friendly reminder" or "just wanted to confirm" while maintaining a professional tone.

What are good phrases to use in a reminder message?

"Just touching base," "I wanted to kindly confirm," and "Looking forward to our meeting" are excellent phrases for reminder messages. These maintain professionalism while being direct and courteous. Avoid phrases like "as per my last email" or "as previously mentioned," which can come across as frustrated or impatient.

Should you send reminder emails for recurring meetings?

Yes, but you can space them out more than for one-time meetings. A single reminder 24 hours in advance is often sufficient.

How many reminder emails should you send?

Generally, limit reminders to 2-3 per meeting to avoid overwhelming recipients.

How do you write a gentle reminder?

A gentle reminder starts with a warm greeting, uses positive language, and maintains a helpful tone throughout. Begin with "I hope you're well" or "I hope your week is going well," state your purpose clearly, and end with an encouraging note about moving forward.

What if someone doesn't respond to a reminder email?

Send one follow-up reminder and consider reaching out through another channel if the meeting is crucial.

Is a friendly reminder considered passive aggressive?

A friendly reminder, when written properly in a professional and courteous way, is not passive aggressive. The key lies in using a genuine, positive tone and avoiding any phrases that could be interpreted as sarcastic or demanding.

What's the best way to format reminder texts versus emails?

Reminder texts should be brief and to the point, while emails can include more detail and context. Text: "Hi [Name], just a friendly reminder about our 2pm meeting today. See you soon!" Email: Include full meeting details, agenda, and any necessary preparation materials.

How do you remind someone without being pushy?

Offering flexibility and focusing on being helpful rather than demanding is the best way to remind someone without being pushy. Use phrases like "when you have a moment" or "at your convenience" while providing clear deadlines and expectations.

What makes a good subject line for a reminder email?

A good reminder subject lines balances professionalism with immediate relevance, staying concise enough for mobile viewing while including essential details. "Kind reminder: [Meeting Name] tomorrow at 2 PM" or "Just checking: [Project] updates by Friday" are ideal examples that help recipients quickly understand the email's purpose and urgency.