Best practices for meeting reminders to reduce no shows

Sending a meeting reminder is the #1 way of reducing no-shows. The easiest way to send a reminder is by email. But don’t forget WhatsApp and SMS as alternatives to email.

Best practices for sending meeting reminders

People are getting bombarded by emails and reminders in 2026, so yours needs to stand out.

We analyzed 3,9 million emails and found these to be the best practices for sending meeting reminders.

Use email, but not just email

Sending a reminder via email is easiest to set up. Most tools support this. TimeTuna too. We recommend sending two reminder emails. One 24 hours before the meeting and the other one hour before the meeting.

The reminder emails do two things. Helping people remind but also giving them a way to reschedule an email. Never give people the outright option to cancel the meeting. Do include an option to immediately reschedule a meeting from the reminder email.

Decrease no-shows with these subject lines

Your email needs to stand out. These subject lines work wonders for open rates.

[Reminder] Your meeting with  is tomorrow
, looking forward to our meeting tomorrow
For our meeting tomorrow, I prepped your competitor's pain points

Most people who want their meeting reminders tuned are salespeople. They want to lower their no-shows and increase their pipeline value.

Especially prospects in the discovery and demo/solution phases are quick to bounce meetings. Here are a few ideas to maximize the number of people who actually show up.

In the discovery phase, it’s not just you, the sales guy, who wants to discover if the prospect is a good fit. It’s also a discovery for the prospect to see if you’re a good fit.

Prospects ghost you for a number of reasons:

• they found a better alternative
• internal priorities shifted
• they don’t think you’re a good fit

Especially the last point is something you can cover with meeting reminder by providing value in those reminders.

The last subject line I shared was an example of giving value. Show you know things about their competitors. Share stats on what improvements other businesses saw when using your product or service. In the time before the meeting you need to keep your prospect as warm as possible, and reminder emails are the perfect means to that end.

Meeting reminder templates

Short meeting reminder

Subject: Quick reminder about our meeting tomorrow
Hey {first name},
This is just a quick reminder of our upcoming call tomorrow at 2PM.
I'm looking forward to meeting you.
Regards,
{Your name}

Meeting reminder template for discovery call

If you’re in sales, this is probably an email template you can use a lot.

Subject: {First name}, looking forward to sharing these best 
practices tomorrow
Hey {first name},
Tomorrow, I'll share 3 best practices with you about {insert your topic}.
I look forward to getting to know you and your business.
Regards,
{Your name}

Formal meeting reminder

Here’s a good way of politely sending a meeting reminder

Subject: Reminder about our upcoming meeting
Dear {Mr. or Mrs. last name},
The reason I'm writing this email is to confirm our upcoming meeting tomorrow
at {start time}. 
Your meeting is with:
{Your name}
The start time of the meeting is:
{Start time}
The duration is approximately:
{60 minutes}
Meeting link:
{Google Meet / Zoom / Teams link}
If you have any questions, please don't hesitate to reach out to me.
I look forward to seeing you tomorrow.
Kind regards,
{Your name}