• The Redback Team
  • The Redback Team

    5th January 2016

Remind me again – what makes the perfect reminder email?

A reminder on reminders

These days, there seems to be a fine line between reminding someone to do something and simply hassling them. The worst thing is, how do you know how much is too much or when enough is enough?

With so much happening in one’s head and constantly cluttered inbox’s becoming the norm, reminder emails have never been more crucial in getting people to attend your online events.

So where do you start, what do you include and how often should you send them? Here are our top tips…

How long should it be?

This obviously depends on your event. As a rule of thumb, it’s best to ensure that your attendees don’t have to scroll down the page more than once. Keep all the important information such as time, date and joining details above the fold of your email.

What should you include?

Benefits: People have already registered for your event meaning they have already shown a certain level of interest in your topic and speaker.

There’s really no need to copy and paste the entire text from the original invitation; instead, consider rehashing the main benefits of joining by using dot points or short paragraphs.

Joining Details: Here at Redback we find that around 50% of webinar attendees join via our reminder emails. Ensure that you include a link to join and that it is prominent! It’s also a good idea to attach any overviews or joining instructions to make it easy!

Contact Details: If any of your attendees have difficulty in joining your online meeting who are they going to call? A phone number to either your organisation or conferencing provider should always be made available. Ensure you consider international attendees also.

How often is too often?

This is definitely something that will need to be tested with your audience. However, put yourself in your attendee’s shoes – how often would you like to be reminded about an upcoming event – here are some common timelines.

1 week before | 1 day before | 4 hours before | 1 hour before

Here are some questions that you should ask yourself when working out the timelines…

– How far in advance did you send out the original invitation? If you send out an invitation 2 weeks before your event then is there really a need to send a reminder 1 week before?

– What time is your event? If you are holding your event at 9:00 am sending a reminder 4 hours before may not always be the best option. In these circumstances we recommend the day before.

– Are there public holidays approaching? This is even more important for National and International events. If there are public holidays coming up chances are your attendees won’t be checking their emails as frequently.

Ultimately the frequency of your reminder emails will depend on your audience. If you send one reminder email and get a low attendance rate, maybe it’s time to increase them?

What’s your experience when it comes to reminder emails for online events?

Until next time,


Leave a Reply

Never miss a beat!

Get the latest straight to your inbox!

Join our community