A well-designed board meeting reminder is a valuable communication tool that improves participants’ level of readiness and boosts the effectiveness and efficiency of scheduled engagements. Reminders should be timely and clearly communicate important information about the meeting, such as the meeting’s title, date, time, venue or virtual platform, and agenda. Additionally, they should include a call to action encouraging attendees to confirm attendance or contact the organizer to any questions or concerns. A friendly tone and use of a professional meeting reminder template can also increase accountability of participants and reduce the chance of omissions.

Start your reminder email by providing a a brief introduction that briefly reminds recipients of the meeting’s purpose. This will make them feel appreciated and prevent them from omitting the event because they forgot or didn’t realize its importance. Be sure to keep your subject line short and concise, as a truncation will limit the amount of information you can communicate.

Sending reminders frequently prior to the meeting will ensure that participants do not forget or miss anything. Start by sending a reminder one week before the date and browse this site then follow-up on the day of your meeting. You may even want to consider sending a final reminder on the morning of the meeting, especially for critical sessions. A board meeting template that automates the process can help simplify this and ensure everyone is aware of the upcoming meeting, no matter their schedule.