Decrease Your Zoom Meeting No-Show Rate With These Meeting Reminder Email Templates

There’s nothing worse than getting ghosted. Stay top of mind with your prospects and use these email reminder templates in your outreach!
Meeting Reminder Email Templates

There’s nothing worse than getting ghosted. You put all this work into grabbing the attention of your prospect, it finally works and you book a meeting, and then… you’re alone in the Zoom room for 15 minutes.

We’ve all felt that sense of dread, finally ending the Zoom and making the “no show” note in the activity in your CRM.

You’re not alone my friend, according to Outreach anywhere between a 20% to 35% meeting no show rate is standard.

I mean let’s be honest, is your attendance rate for all meetings 100%?

Your prospects are busy, so let’s give them the benefit of the doubt and say that they may have forgotten about your meeting, or something else popped up.

So now that we’ve established that prospects are humans too and could have honestly forgotten about your meeting, let’s talk about how we can boost your meeting show rate with some relevant, relatable, and respectful emails.

Think about the experience you want to create for your prospect before, during, and after they contemplate becoming a customer.

When you use these helpful, value-add reminders, you’re giving them a glimpse into the type of relationship they’re getting themselves into with a new vendor. This goes a long way to create moments which turn into the momentum to propel the relationship forward.

There was still that initial interest that drove them to book the meeting in the first place, let’s focus on driving meeting attendance through that.

Meeting Reminder Email Templates

Confirmation Emails

Right after your prospect books a meeting, it’s best to send a confirmation email. Now, a lot of calendaring tools will send these confirmation emails automatically, but automated emails is run-of-the-mill. Now is your chance to stand out by through a memorable confirmation email.

This extra step will make the meeting booking process stand out, and keep your prospect’s attention during their busy day.

When you’re crafting your confirmation email, you’re catching your prospect when they’re most engaged. They’ve just booked a meeting with you, now is the time to add the cherry on top of their experience.

Where most calendar booking technology sends an automated email for meeting confirmation, having a custom confirmation email can help you stand out in your prospect’s already-busy inbox.

Leverage a piece of content like a case study or product guide that touches upon how your prospect would use your product so they can get a better understanding of your product offering and how they’d see value quickly if they were to become a customer.

Meeting reminder email template - confirmation email

The Day Before Meeting Reminder

Sure, your prospect may have booked a meeting 5 days in advance, but a lot can happen between when the meeting is booked and the day of the meeting.

Sending a reminder email a day or two before your meeting (or reminder emails, depending on how far out the meeting is booked) will help your prospect keep your meeting top of mind, build the hype for what you’ll discuss in the meeting, and educate your prospect with custom content.

Because you’re giving your prospects time to reach out with any new questions, this can also be a time to ask if anything new has come up or if anyone else on their team may find value in joining the meeting. 

Meeting Reminder Email Template - Day before reminder

The Day of Meeting Reminder

The day of your meeting with your prospect, you never know how many meetings they’ll be attending that day.

Go the extra mile and send an email with the reminder for your meeting an hour that includes the dial-in, phone number, or location of the meeting to answer any questions about how to get on the call later that day.

Meeting reminder email template - day of reminder


Decrease Your No-Show Rates

Now these emails may not be a silver bullet, it’s important to think about why a prospect may not have shown up to a meeting:

Did the company just announce a large initiative? Your prospect may be distracted and couldn’t prioritize your meeting.

Is your prospect too early in the sales process where a meeting isn’t currently necessary?

Or did life happen and your prospect was pulled into a call with their kid’s school/they had to reschedule an appointment last minute/they didn’t get a good night’s sleep last night and wasn’t in the best shape to take a call.

All of these factors should be taken into account when you’re following up with your prospect, regardless of if they make it to your meeting or not.

Staying top of mind with your prospects will help you decrease your meeting no-show rates and keep prospects more engaged in your sales process.

But once you have your initial meeting, your job isn’t over either. Now is the time to build on your initial momentum and keep your sales process moving faster towards closing.

If you need any tips on how to stay top of mind after your initial sales meeting, check out our PX Moments Playbook, that gives you an example on how to move your business relationships forward in the most personal way possible.


Cover image by Christina from Unsplash

December 17, 2020
Stacy O.