You’ve planned the event, and now it’s time to make sure your audience shows up. A well-timed reminder email is one of the best ways to boost attendance and keep your event top-of-mind.
Using a template as a starting point makes the process much simpler. It provides a clear and effective foundation for your message, so you don't have to start from scratch.
Your subject line should be impossible to misinterpret. Include the event name and a clear indicator like "Reminder:" or "See you tomorrow." The goal is instant recognition in a crowded inbox.
Don't make your attendees dig for details. Place the event name, date, time, and location (or join link) right at the top. Use bold text or a simple, clean layout to make this information scannable.
A reminder can do more than just remind. Build anticipation by sharing a final agenda, a speaker spotlight, or practical tips like where to park or what to bring. This gives them another reason to look forward to it.
They've already registered, so your CTA should guide their next step. Use helpful actions like "Add to Calendar," "Get Directions," or "View the Full Agenda" to help them prepare for the day.
<template>
Subject: Reminder: The [*Webinar Name*] webinar is tomorrow!
Hi [*First Name*],
This is a friendly reminder that the [*Webinar Name*] you registered for is happening soon. We’re excited to see you there.
Here are the details you’ll need to join:
When: [*Date*] at [*Time, including time zone*]
Where: [*Link to Webinar*]
We’ll be covering [*key topic or benefit*] to help you [*achieve a specific goal*]. Come ready with your questions for the live Q&A at the end.
You can add this to your calendar to make sure you don’t miss it.
[*Add to Calendar Link/Button*]
See you tomorrow,
[*Your Name*]
[*Your Title*]
</template>
<template>
Subject: Getting ready for [*Conference Name*]? Here’s what you need to know.
Hi [*First Name*],
The countdown is on! We’re looking forward to seeing you at [*Conference Name*]. To help you prepare, we’ve gathered all the essential information in one place.
Key Details:
Date: [*Date(s) of Conference*]
Venue: [*Venue Name and Address*]
Check-in: Begins at [*Time*] at [*Check-in Location, e.g., the main lobby*]. Please have your ticket or confirmation email ready.
Get a head start on planning your days. You can view the full session schedule and build your personal agenda here:
[*Link to Full Agenda/Schedule*]
We also recommend downloading the official conference app to connect with other attendees and get real-time updates throughout the event.
[*Link to Download App*]
We’re excited to welcome you for a few days of learning and connection.
Best,
[*Your Name*]
[*Your Title*]
[*Company/Organization Name*]
</template>
<template>
Subject: Reminder: Our meeting on [*Date*]
Hi [*First Name*],
This is a friendly reminder about our meeting scheduled for [*Date*]. We are looking forward to connecting with you.
Here are the details:
Topic: [*Meeting Topic*]
Date & Time: [*Date*] at [*Time, including time zone*]
Location/Link: [*Physical Address or Video Conference Link*]
We’ve attached a brief agenda to guide our conversation. Please take a moment to review it beforehand.
If you can no longer attend, please let us know.
See you soon,
[*Your Name*]
[*Your Title*]
</template>
<template>
Subject: Confirming your appointment for [*Date*]
Hi [*Client Name*],
This is a reminder for your upcoming appointment for [*Service/Appointment Type*]. We’re looking forward to seeing you.
Here are the details for your visit:
When: [*Date*] at [*Time, including time zone*]
Where: [*Location/Address*]
If you need to reschedule, please let us know by replying to this email or calling us at [*Phone Number*]. Please be aware of our [*cancellation policy*].
See you soon,
[*Your Name*]
[*Your Title/Business Name*]
</template>
<template>
Subject: Get ready: Your reminder for the [*Workshop Name*]
Hi [*First Name*],
This is a friendly reminder that the [*Workshop Name*] is just around the corner. We’re looking forward to helping you build your skills.
Here are the key details:
When: [*Date*] at [*Time, including time zone*]
Where: [*Location or Join Link*]
To ensure you have a productive session, please bring [*list of required materials, e.g., your laptop, a specific notebook, or software*]. Having these ready will help you dive right in.
We’ll be focused on [*key topic or activity*], so you can walk away with [*a tangible outcome or new skill*]. If you have any questions before we start, feel free to reply to this email.
See you there,
[*Your Name*]
[*Your Title*]
</template>
Now that you have the templates, you need a way to send them. Flodesk's email builder makes it simple to customize these reminders and automate your communication with attendees.
We give you the tools to create and send emails that engage your audience and help your business grow. See how it works and get started with Flodesk.
A clear reminder email is a simple, effective tool for ensuring your audience shows up. Use these templates as your starting point for communicating key details with your attendees.
When you're ready to send, Flodesk helps you design and automate your reminders. Start building your emails and connect with your audience.
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