A well-designed reminder is a powerful communication tool that can help participants prepare for scheduled meetings, and boosts their productivity and effectiveness. It is a timely and clear communication that includes vital meeting information, such as the title and date, as well as the location and time, or my response the virtual platform as well as the agenda. It also includes an action call to prompt participants to confirm their attendance or discuss any concerns. This ensures that participants are aware of upcoming events, decreases the possibility of omissions, and encourages attendance.

Begin by greeting guests with a polite smile and expression of appreciation. Then, quickly communicate the details of the meeting in the subject line to invitees, so they can prioritize it in their inboxes. Use email automation tools to allow attendees to easily access and read the details of the meeting via email announcements. Remember that too many reminders can backfire. Quality is more important than quantity when it comes email subject lines.

Keep a professional tone in the reminder. Invite attendees to confirm their attendance or reply. Provide any additional relevant information to be reviewed. Include the link to the meeting or platform details in the body of the email to highlight the importance of your event and reduce the chance that you will be missing important messages. Finally, remember to provide contact information so that attendees can cancel or reschedule if they’re unable to attend. By doing so your guests will feel valued and you’ll contribute to an atmosphere that values accountability and preparation.