How to say “reminder about our meeting” professionally
Why it can fall flat
“reminder about our meeting”
When the phrase “reminder about our meeting” is sent bare, it can read like a system alert or a jab at someone who forgot, so the reader may bristle. Most senders just want to confirm the time and help the other person arrive prepared.
Say this instead
- 01
Hi Fatima, a heads-up that we're meeting tomorrow at 10:00 to go through the project timeline. The latest draft is in the shared folder if you'd like to look first.
Boss · Email
Fits a busy manager because it gives the time, the purpose and a way to prepare without asking for anything.
- 02
Hey Sasha, just a heads-up: we're meeting at 2 today. Same link as last time.
Coworker · Chat
Good for a casual same-day nudge when the person already has the details and only needs the prompt.
- 03
Hello Mr. Jones, a quick reminder that we're speaking on Thursday at 3:00 pm IST. The call link is in the original invite, and I can resend it if that's easier.
Client · Email
Polite and specific, with the time zone stated so nobody misses the call, plus a quick fix if the invite is buried.
- 04
Hi Hamish, our one-to-one is today at 4. Bring any topics you want to cover and we'll start with those.
Someone you manage · Chat
Keeps the tone supportive and hands the person ownership of the agenda instead of sounding like a check-up.
- 05
Hi Anna, confirming our call tomorrow at 11:30 am about the role. Please let me know if anything has changed on your side.
Recruiter / HR · Email
Useful the day before an interview or screening call, since it confirms the slot and invites word of any changes.
- 06
Hi Mrs. Khan, a reminder of your appointment tomorrow at 9:30 am. Reply YES to confirm, or call us if you need to change it.
Customer · SMS
Fits a text where space is tight, because it states the time, asks for a clear reply and says how to reschedule.
- 07
Hi all, a quick reminder that our team meeting is on Friday at 10:00 in Room 4. The agenda is attached, so please add anything you'd like discussed.
Coworker · Email
Suits a group message a day or two ahead, as it gives location, time and a simple way to contribute.
Examples
Hi Lakshmi, A quick note that we're meeting on Wednesday at 11:00 to review the vendor options. I've attached the comparison sheet in case you want to look at it beforehand. If the time no longer suits you, tell me and we can find another slot. Best regards, Arjun
Morning Damian! Just a heads-up that we're catching up at 3 today to go over the launch checklist. Same call link as usual.
What to avoid
- Opening with “As per my last email” or “Just checking you saw this” sounds like blame.
- Sending only the word “Reminder” with no time, place or link forces the reader to hunt for details.
- Several reminders in a short span feel like pressure rather than help.
- All caps or exclamation marks to stress urgency come across as shouting.