Getting everyone on the same page before a meeting can feel like a job in itself. A great pre-meeting email is the key to making sure everyone shows up prepared and ready to contribute.
Using a template takes the guesswork out of writing them, so you can send a beautiful, effective email every time. We’ve put together five different types to cover any situation.
<template>
Subject: Agenda for the [Meeting Topic] meeting
Hi team,
To make sure we’re all aligned for our upcoming meeting on [Date] at [Time], I’ve put together the agenda below. The main goal is to [State the primary objective of the meeting].
Here’s what we’ll cover:
1. [Agenda Item 1] ([Time allocation, e.g., 10 mins])
2. [Agenda Item 2] ([Time allocation, e.g., 15 mins])
3. [Agenda Item 3] ([Time allocation, e.g., 5 mins])
Please take a look at these materials beforehand: [Link to document/report].
If you have anything to add or suggest, please let me know by [End of Day/Time].
Looking forward to it,
[Your Name]
[Your Title]
</template>
<template>
Subject: Reminder: [Meeting Topic] on [Date]
Hi team,
This is a quick reminder about our upcoming meeting on [Date] at [Time] in [Location/Link to video call].
Our main goal is to [State the primary objective of the meeting]. If you need a refresher on the agenda, you can find it here: [Link to agenda/previous email].
Looking forward to connecting with you all.
[Your Name]
[Your Title]
</template>
<template>
Subject: Prep for our [Meeting Topic] meeting
Hi team,
To help us have a productive discussion on [Date] at [Time], I’m sending over a few things to look at beforehand. Our main goal for this meeting is to [State the primary objective of the meeting].
Please come prepared by:
Your input is essential, and preparing in advance will help us make solid decisions together. Let me know if any questions come up as you're reviewing the materials.
Thanks,
[Your Name]
[Your Title]
</template>
<template>
Subject: Introductions for our [Meeting Topic] meeting
Hi everyone,
Looking forward to our meeting on [Date]. Since we have a few new faces joining, I wanted to send a quick introduction so we can all get acquainted before we dive in.
Here’s a look at who will be in the room:
The goal is to make sure we can jump right into a productive conversation. See you all on [Date].
Best,
[Your Name]
[Your Title]
</template>
<template>
Subject: Logistics for our [Meeting Topic] meeting
Hi everyone,
Just a quick note with the logistical details for our upcoming meeting on [Date] at [Time].
We'll be meeting at [Physical Address or "online via the link below"]. If the meeting is virtual, please use this link: [Link to video call].
If you have any trouble joining, please [e.g., text me at (555) 555-5555 or send me a message on Slack]. Our goal is to make sure everyone can connect smoothly so we can get started right on time.
See you there,
[Your Name]
[Your Title]
</template>
Now that you have these pre-meeting email templates, you need a simple way to send them. Flodesk provides intuitive email marketing tools designed for small businesses, helping you create, send, and automate your communications without any coding or design experience. We help you keep your team informed and engaged.
Our platform gives you a straightforward email builder, powerful automation tools, and well-designed forms—everything you need for your email marketing, all without the usual complexity. Join over 100,000 businesses that use Flodesk to send emails that look good and get results, whether they're beginners or experts.
Effective pre-meeting emails set the stage for productive collaboration. With these templates, you have a solid foundation for keeping your team aligned and prepared.
Flodesk gives you the tools to put these templates into action with well-designed emails that keep everyone in the loop. Get started.
