A properly-crafted reminder is a useful communication tool that assists participants prepare for meetings and increases their productivity and effectiveness. It is a punctually and clearly communicated information including important information for the meeting like the title of the meeting date time, location, or virtual platform and agenda. It also includes an action call that encourages participants to confirm their attendance or to address any concerns. This ensures that participants are aware of scheduled gatherings, reduces the risk of omissions, and encourages attendance.
Begin with a polite salutation and a gesture of goodwill, then quickly communicate the meeting’s details in the subject line so that invitees are able to prioritize it within their inbox. Utilize email automation tools to make it easier for attendees to view and access the details of their meetings from the email announcement. Be aware that sending too many reminders may backfire. The quality of your email is more important than quantity when it comes to email subject lines.
Maintain an appropriate tone throughout the reminder, urging attendees to reply or confirm attendance, and offering any additional relevant materials for their review. Include the meeting’s link or information about the platform in the body of the email to emphasize importance of your event and to reduce the risk that you will not receive important communications. Make sure to include contact information for attendees to cancel or reschedule their attendance should they need to. By doing this, your guests will feel valued and you’ll contribute to an environment that values the importance of accountability and preparedness.