Reminder email template
Meeting reminder email templates for a day, an hour and 15 minutes before
A meeting reminder should repeat the time with its time zone, put the join link one tap away and make it easy to reschedule. Copy the templates below for one day, one hour and 15 minutes before a meeting, and for a recurring series. For meetings scheduled in Meeto, guests can get reminder emails automatically.
Copy a meeting reminder email
Each reminder is shorter than the one before it. By 15 minutes before, the guest only needs the link.
1. One day before
Subject: Tomorrow: [Meeting] at [time] [time zone]
Hi [Name],
A quick reminder that we're meeting tomorrow, [Day, Date], at [time] [time zone] for [duration].
Join: [meeting link] — opens in the browser, no download
Agenda: [one line, or two or three bullets]
To prepare: [one thing to bring, read or decide]
If the time no longer works, [use the reschedule link / reply to this email] and we'll find another slot.
See you tomorrow,
[Name]2. One hour before
Subject: In 1 hour: [Meeting] at [time] [time zone]
Hi [Name],
We start in about an hour, at [time] [time zone].
Join: [meeting link]
Tip: open the link a couple of minutes early so your browser can ask for camera and microphone access.
Can't make it after all? Reply to this email and I'll suggest another time.
[Name]3. Fifteen minutes before
Subject: Starting at [time]: [Meeting] — join link inside
[Meeting] starts in 15 minutes.
Join: [meeting link]
Running late? Reply here or message me at [contact].4. Recurring series
Subject: Reminder: [Series name] — [Day] at [time] (meeting [3] of [6])
Hi [Name],
Our next [series name] is on [Day, Date] at [time] [time zone].
Join: [meeting link] — the same link as every time
This time: [topic of this session / what to prepare]
Last time we agreed: [one action and its owner]
Don't need these reminders? Reply "stop" and I'll take you off the reminders — you'll stay invited.
[Name]Which reminders should you send?
Pick one or two that match the meeting. Three reminders for a 30-minute call feel like pressure; none at all leaves the guest to remember on their own.
| Reminder | Best for |
|---|---|
| 1 day before | Client meetings, interviews, anything that needs preparation, travel or a document read in advance |
| 1 hour before | Most video calls: close enough to remember, early enough to reschedule |
| 15 minutes before | Daily stand-ups, short check-ins and guests who often join late |
| Series reminder | Weekly or monthly meetings where the topic or preparation changes each time |
Repeat the time zone
Write the time in the guest's time zone, or name the zone next to it. A time read in the wrong zone is an easy way to miss a call across countries.
Skip a reminder that adds nothing
If the invitation or a change went out an hour ago, the guest already has the link. Do not send another email right after it.
Make leaving easy
In a series, let people stop the reminders without leaving the meeting. Then nobody has to decline the whole series just to get fewer emails.
Where Meeto helps with reminders
Meeto sends reminder emails for you in two places: for meetings you schedule with email guests, and for bookings made from your booking page. Both are available on every plan.
Scheduled meetings and series
- Choose the timing per meeting. Pick up to two of 1 day, 1 hour and 15 minutes before. A new meeting starts with 1 hour before, and you can turn reminders off.
- What the email contains. The date and time, how the meeting repeats, who is invited, the join link and a button to join; in a series, its place such as “Meeting 3 of 6 in this series”.
- Stopping them. Each guest can stop the reminders of a series in one click and stays invited. Guests who answered that they can't make it get no reminder.
- No double emails. A guest who got an invitation or an update in the two hours before does not get a reminder on top of it.
Bookings from a booking page
When a meeting type's reminder is on, the host, the booker and their extra guests get one email an hour before the start. A booking made or moved less than two hours ahead gets no reminder: its confirmation has just arrived with the join link. The confirmation also carries links to reschedule or cancel.
Meeto's emails to guests are in English. If your guests need another language, turn Meeto's reminders off for that meeting and send your own from the templates above, so nobody gets two. Read how to set up a series in how to schedule a video meeting, what guests see when they open the link in the browser joining guide, and how remote teams use reminders for weekly meetings.
Frequently asked questions
When is the best time to send a meeting reminder?
One day before for anything that needs preparation or travel, and one hour before for most video calls. A reminder 15 minutes before helps with short daily meetings and with guests who tend to join late. Two reminders are usually enough.
Do meeting reminders reduce no-shows?
A reminder that includes the time in the guest's time zone, the join link and an easy way to reschedule removes the most common reasons people miss a call: forgetting, confusion about the time and not finding the link. A reminder cannot fix a meeting the guest no longer needs.
Should a reminder ask the guest to confirm?
Only when an unconfirmed slot can be given to someone else. Otherwise, a confirmation request adds work for the guest. Offer a reschedule or cancel option instead, so people who cannot come tell you before the meeting.
How do I remind people about a recurring meeting without annoying them?
Send one short reminder before each meeting, say what is different this time, and let people stop the reminders for the series while staying invited. In Meeto each guest can stop a series' reminders in one click.
Put it to work
Open your Meeto account to set it up, or explore the working product first.