It is not just your Calendly booking system that makes up your entire lead qualification strategy. How you interact with these leads also affects their perception of your business and commitment to their scheduled appointment. 

One of the many factors that influence your client invitations. You can’t just send an email confirmation to your client and call it a day. 

Keep in mind that your clients also have other priorities, and your goal is to be on top of them. Thus, it is your job to ensure that the scheduled meeting stays top of mind through meeting reminders. 

So what are some great ways to create compelling client meeting reminders? Let’s discuss each of them below!

 

Understanding Your Audience

The very first thing you need to do is to know your client. You may have repeatedly heard this from other marketers or successful businesses, and that is because it is so important.

To start, it’s essential to understand your audience’s preferences and expectations. Different clients have different communication styles, so adjusting your reminders to fit their needs is key. Make sure to consider the tone and level of formality that will resonate best with them, to further build a connection before the meeting.

For example, some clients may prefer brief, direct reminders, while others might appreciate more detailed messages. By knowing your audience’s preferred communication channels, you enhance the effectiveness of your reminders.

 

Structure Your Meeting Reminder

A well-structured meeting reminder should be concise but informative. This is extremely important to ensure you cover all necessary details and avoid confusion, no-shows, or sudden cancellations.

Here’s how to do it: 

• Start with a clear subject line with the date and time.
• Greet the recipient politely such as “Hello [Client’s Name]”
• Include key meeting details (e.g. date, time, and the location or virtual link)
• Briefly state the purpose or agenda
• Add a call-to-action
• Thank them and express your anticipation for the meeting.

 

Utilizing Calendly’s Features

Calendly offers a range of features that can optimize your meeting reminders and client communications. Yup, it is not just for scheduling but it can also help optimize the reminders you send. 

Let’s take a look at these features that you can use:

Automated Reminders (Email & SMS)

Calendly allows you to set up automatic email and SMS reminders for upcoming meetings. This ensures your clients are notified in advance without the need for manual follow-up.

 

Customizable Reminder Timings

You can adjust when reminders are sent—such as 24 hours, 1 hour, or even 15 minutes before the meeting. This flexibility helps ensure reminders reach clients at the most convenient times.

 

Personalized Messaging

Calendly allows you to personalize the content of your reminders, ensuring that each message reflects the nature of the meeting and your relationship with the client. Personalization helps make the reminder feel less automated and more engaging.

 

Integrations with Calendars (Google, Outlook, etc.)

By integrating with platforms like Google Calendar or Outlook, Calendly ensures that meeting details are automatically synced, allowing for seamless scheduling and reminder management. This reduces errors and provides clients with easy access to all meeting information.

 

Meeting Agenda or Attachments in Reminders

Calendly lets you include the meeting agenda, notes, or attachments directly in reminders. This feature helps clients prepare in advance to make the meeting more productive and minimizing the chances of last-minute cancellations.

 

Custom Confirmation Pages

After scheduling, you can redirect clients to a custom confirmation page that outlines key details about the meeting. This reinforces the importance of the appointment and offers an additional touchpoint for reminders.

 

Follow-up Reminders Post-Meeting

Calendly allows you to schedule follow-up reminders after meetings, which is ideal for sending a thank-you note or requesting further action. This feature strengthens client relationships and keeps the communication loop open.

 

Write Effective Reminder Messages

It’s time to start writing your client meeting reminders!

Now, the secret to writing effective reminder messages lies in 3 things: clarity, brevity, and personalization. Focusing on these can greatly improve your messages and effectively deliver the value of attending the scheduled meeting. 

Here are some tips that you can follow:

1. Start with a friendly greeting and the recipient’s name.
2. Include the meeting time, date, and location or link.
3. Mention any actions like confirming attendance or preparing materials.
4. Use a conversational tone, not too formal.
5. Customize the message for the specific meeting or client.
6. Close with a warm sign-off to reinforce anticipation for the meeting.

 

Conclusion

Writing effective meeting reminders isn’t just about confirming a time slot—it’s about reinforcing your commitment to the client and ensuring their engagement. 

By following the tips we shared above, you can create personalized, timely, and impactful messages. This, in turn, will keep your meetings top of mind and help build a stronger, more reliable brand image.