Meeting reminder email that people read and act on
People forget meetings booked two weeks ago, especially external ones. A short reminder the day before, with the time in their time zone, the link and what to prepare, cuts no-shows a lot. This prompt has your todo.is agent write that reminder, and you can turn it into a recurring to-do that drafts reminders for tomorrow's external meetings from your Google Calendar.
The prompt
- Write a meeting reminder email to [ATTENDEES] for our meeting about [MEETING TOPIC] on [DATE, TIME AND TIME ZONE]. Include the joining link or address: [LINK OR LOCATION], the length, a 2 or 3 point agenda from [AGENDA OR NOTES], and anything they should prepare or bring. Show the time in their time zone too if they are in [THEIR TIME ZONE]. Keep it under 90 words, friendly, with a subject line starting "Reminder:" and an easy way to reschedule. Then set this up as a recurring to-do: every weekday at [REMINDER TIME], check my Google Calendar for external meetings tomorrow and save a reminder draft for each in Gmail. Do not send anything without my OK.
What to change
- [ATTENDEES]: E.g. "Julia and Ben from Fernwood Clinic".
- [MEETING TOPIC]: E.g. "the website redesign kickoff".
- [DATE, TIME AND TIME ZONE]: E.g. "Tuesday 18 November, 15:00 London time".
- [LINK OR LOCATION]: A video call link, or an address with floor and entrance.
- [AGENDA OR NOTES]: Paste the agenda or a few notes. Your agent picks the main points.
- [THEIR TIME ZONE]: E.g. "New York". Write "same as mine" to skip.
- [REMINDER TIME]: When the daily check runs, e.g. "9:00". Delete this part if you only want one email.
Example result
- The email
- Subject: Reminder: website redesign kickoff, Tue 18 Nov
- Hi Julia and Ben,
- A quick reminder of our kickoff tomorrow:
- • When: Tuesday 18 November, 15:00 London (10:00 New York), 45 minutes
- • Where: video call, link below
- • Agenda: goals for the new site, page list, timeline and next steps
- To make the most of it, please bring two or three websites you like and your current logo files.
- Join link: (your meeting link)
- If the time no longer works, just reply and we will find another.
- See you tomorrow,
- Owen
- Short version (for a follow-up 1 hour before)
- Hi Julia, see you in an hour at 15:00 London / 10:00 New York. Link: (your meeting link)
- How the daily reminder to-do works
- • Every weekday at 9:00 your agent checks tomorrow in your Google Calendar
- • It picks meetings with people outside your company
- • It saves one reminder draft per meeting in Gmail, with the time, link and agenda from the invite
- • You get a message on WhatsApp or Telegram: "3 reminder drafts ready". You open, check and send
- When to send a meeting reminder
- • 24 hours before for most external meetings
- • 1 hour before for sales calls, interviews or people who have missed before
- • A week before for workshops or anything people must prepare for
How to do it with todo.is
- Copy the prompt and fill in the meeting details in the [brackets].
- Connect Google in todo.is if you want the daily calendar check, then paste the prompt on the Today screen.
- Your agent writes the reminder now and sets up the recurring to-do.
- Each morning you get a short message saying which drafts are ready. Check and send them from Gmail.
Tips for a better result
- Put the date and the weekday in the subject. "Tue 18 Nov" is easier to spot than "next week".
- Always show the time zone. Cross-border meetings fail most often on the time, not the date.
- Give people an easy way out. A clean reschedule is better than a silent no-show.
- For your own team, a calendar invite usually does the reminding. Save reminder emails for external guests.
meeting reminder email: FAQ
- How do you write a meeting reminder email? Give the date, time with time zone, place or link, a short agenda and anything to prepare. Keep it short and offer an easy way to reschedule.
- When should I send a meeting reminder? A day before is standard. For sales calls or interviews, a second short reminder an hour before helps.
- Is a reminder email rude? No, it is a normal courtesy, especially for meetings booked far ahead. Keep it friendly and useful, not pushy.
- Can todo.is send reminders automatically? It can run every morning, read your calendar and draft reminders. It asks for your OK before sending email, so you stay in control.
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