Templates
Meeting Confirmation
Confirmation templates that reduce no-shows and set meetings up for success.
Immediate Confirmation (After Booking)
Subject: Confirmed: [Meeting topic] - [Date/Time]
Hi [Name],
Thanks for booking time with me! Looking forward to our call.
When: [Day], [Date] at [Time] [Timezone]
Where: [Zoom/Google Meet link]
What: [Brief agenda - e.g., "Quick intro to see if there's a fit for pipeline support"]
To make the most of our time, I'll come prepared with [specific value - e.g., "a few ideas based on what I know about [Company]"].
See you then!
[Your name]
Why it works: Sets clear expectations and shows you'll bring value, not just a sales pitch.
Day-Before Reminder
Subject: Tomorrow: [Meeting topic]
Hi [Name],
Quick reminder about our call tomorrow at [Time].
I've done some research on [Company] and have a few thoughts to share. Is there anything specific you'd like me to cover?
See you tomorrow!
[Your name]
P.S. If something's come up and you need to reschedule, no worries—just let me know.
Why it works: Gentle reminder that invites engagement. The P.S. gives them an easy out if they need it (better than a no-show).
Same-Day Reminder (2 Hours Before)
Subject: See you at [Time]
Hi [Name],
Looking forward to our call in a couple of hours. Here's the link: [Meeting link]
See you soon!
[Your name]
Why it works: Simple and practical. Puts the link front and center.
No-Show Follow-up (5 Minutes After)
Subject: Missed you just now
Hi [Name],
I was on the line for our call but didn't see you join—no worries, I know things come up!
Want me to send over some times for later this week, or would you prefer to suggest a time that works better?
[Your name]
Why it works: No guilt trip. Assumes positive intent and makes rescheduling easy.
Confirmation with Pre-Call Questionnaire
Subject: Before our call on [Date]
Hi [Name],
Looking forward to our call on [Date] at [Time]!
To make sure I bring relevant insights, I have a few quick questions (feel free to answer in a sentence or two):
1. What's your current approach to outbound pipeline?
2. What would success look like for you in the next 6 months?
3. Is there anything specific you'd like me to cover?
No pressure to answer—I can ask these live as well. Just thought it might help us hit the ground running.
[Your name]
Why it works: Pre-qualifies and shows you're serious about making the meeting valuable.
Reducing No-Shows
- Send calendar invite immediately: Don't rely on them to add it themselves.
- Use multiple reminders: Day before + 2 hours before is ideal.
- Give an easy out: Better a reschedule than a no-show.
- Add value upfront: Share a relevant resource so they're invested in showing up.
- Keep meetings short: 15-minute calls have lower no-show rates than 30-minute ones.