7 Useful Pre-meeting Email Templates & Examples

Feb 6, 2024

Navigating the complex world of meetings can be a daunting task, particularly when it comes to ensuring their productivity. In one of our blogs, we talked about tips on how to stay productive in the workplace. By using these customizable email templates, you can work faster and stay more productive by skipping the guesswork on writing your own pre-meeting emails.

This article provides valuable insight into the role of pre-meeting emails in streamlining your managers meetings and top-to-top meetings, presenting a collection of practical pre-meeting email templates and samples.

These templates serve as your roadmap to constructing an effective and productive meeting agenda, transforming your meetings from time-wasting to time-investing.

7 Pre-meeting Templates - Ready To Use

Pre-meeting email templates are of utmost importance to managers and team leaders who are looking to maximize productivity in their meetings. While you can use AI at work, sometimes the quality of these ChatGPT-generated emails just aren’t good enough.

But through these templates, you can write a more structured approach to preparing for meetings, be it a standard managers meeting, a top-to-top meeting, or a quick pre-brief meeting. They help in setting the agenda, defining expectations, and aligning all team members towards the same objectives.

These templates are a solution to the common pain-points of meetings being unproductive and time-consuming. They turn meetings from a time-wasting activity into a time-investing one. For instance, the ‘Agenda Setter’ template guides on how to make an agenda for a meeting, ensuring clarity on discussion points and participant roles. The ‘Reminder’ template serves as a quick nudge to team members about the upcoming meeting and their responsibilities. The ‘Pre-Brief’ template is ideal for those pre-meeting situations, giving a concise rundown of the meeting topic and preparation points.

These templates are compatible with various email clients, ensuring that your emails render correctly across different platforms.

With these templates, you can easily customize and prepare for your meetings in a systematic way, ensuring a productive meeting agenda every time. They are customizable to fit your team’s needs and can be your roadmap to mastering the art of the pre-meeting.

Remember, preparing for meetings is not just about having a checklist. It’s about understanding the pre-meeting meaning and embracing the concept of a meeting before the meeting. So, gear up and start preparing for your meetings like a pro with our pre-meeting email templates.

Template 1: The Agenda Setter

This template is your go-to for how to make an agenda for a meeting. It clearly outlines what will be discussed, who will be presenting, and what’s expected from each participant.

Email Template




Template 2: The Reminder

This template is a brief, friendly nudge to your team members, reminding them of the upcoming meeting and their responsibilities.

Reminder templates can also be seamlessly integrated into email marketing campaigns to enhance communication and ensure brand consistency.

Email Template




Template 3: The Pre-Brief

This template is designed for those pre-meeting situations. It offers a concise rundown of what to expect in the upcoming meeting and how to prepare for it.

Additionally, ensuring that your email message is clear and concise is crucial for effective communication.

Email Template




Template 4: The Follow-Up

This template helps you follow up after the meeting, summarizing what was discussed and outlining next steps.

Follow-up emails can also be seamlessly integrated into an email marketing platform, allowing for advanced customization and efficient management.

Email Template




Template 5: The Rescheduler

This template is used to communicate any changes in the meeting schedule, ensuring everyone is aware and can adjust their plans accordingly.

It is important to ensure the email is compatible with various email clients.

Email Template




Template 6: The Cancellation

This template allows you to professionally inform your team about a meeting cancellation and reason behind it.

It is crucial to ensure the email does not end up in the spam folder.

Email Template




Template 7: The Feedback Request

This template helps you solicit feedback from team members on how the meeting went and what can be improved.

Using professional email templates can make your feedback requests look polished and professional, ensuring higher response rates and more constructive feedback.

Email Template



Conclusion - Why Pre-meeting Emails Are Important

Pre-meeting email templates are essential tools for enhancing the efficiency and effectiveness of meetings. They provide a clear agenda, ensure everyone is aligned, and help transform meetings from time-wasting to time-investing. The templates shared in the text, including The Agenda Setter, The Reminder, and The Pre-Brief, offer a roadmap to more productive meetings.

Further optimize your writing process by downloading MailMaestro, a free AI email assistant for Outlook and Gmail. MailMaestro summarizes long email threads and provides action points mentioned throughout the email. It harnesses the power of AI to help you craft these personalized templates swiftly and competently. Start utilizing MailMaestro today to elevate your productivity and take your meetings to the next level.