A reminder email for board meetings is an excellent way to make sure that board members are informed and prepared before a scheduled meeting. The reminder email for meetings identifies critical details like the title of the meeting, date time, location and duration and any pertinent agenda items. It also serves as a friendly reminder to attendees to review and organize their schedules. Sending reminders for meetings, including the initial notices, and then follow-ups when the event is nearer, helps participants to be accountable and reinforces the importance of the scheduled engagement.
The best reminder emails for meetings begin with a polite welcome by expressing gratitude and acknowledging the recipient’s commitment. The purpose of the meeting is communicated clearly, and can be a part of decision-making, collaboration and brainstorming, or disseminating. It is important to convey the goal of the meeting to ensure that participants are in sync and avoid errors or miscommunication. Additionally, a simple and concise agenda assists participants in mentally preparing for the discussions topics. If the meeting is in a virtual environment the meeting agenda must include a link to the virtual meeting as well as any pertinent access instructions.
The subject of the meeting reminder should also include important details about the meeting, so that recipients prioritize it in their inbox. This will ensure that the message won’t be missed, especially since users receive dozens of messages per day. The subject line is important since it is one of the first things that recipients are able to see when they open the message.