How to send effective event reminder emails: guide and examples

When you’ve invested time, budget, and effort into planning a professional event, the last thing you want is a half-empty room or disengaged attendees. That’s where an event reminder email comes in. These emails are designed to confirm logistics, answer common questions, and—most importantly—ensure your guests actually attend and arrive prepared. With Paperless Pro, you can manage and send invitations and reminders seamlessly using professional-grade tools designed for high-volume events, personalized messaging, and easy tracking.

Event reminder emails are particularly valuable for business-focused gatherings like conferences, product launches, networking mixers, client appreciation events, or team off-sites. While most of our focus here will be on professional events, the same strategies apply to personal occasions too—like a milestone birthday party, engagement celebration, or holiday get-together—where you also want guests to remember the details and show up on time.

In this guide, we’ll cover how to send a reminder email that feels polished, professional, and on-brand. You’ll learn how to keep your messages concise yet informative while adding the right tone to match your business. We’ll outline the benefits of sending event reminders, break down exactly how to write them with practical tips, share ready-to-use reminder email subject lines, and provide three adaptable event reminder email templates: one for confirming the venue, one to send a week before the event, and one for 48 hours out. We’ll also show you how to leverage Paperless Post features like broadcast messages, private messages, Guest Tags, and Custom Email templates to make sending reminders even more efficient and targeted.

Think of this as your blueprint for making sure all your planning pays off. A strong reminder email doesn’t just help guests show up—it helps them arrive informed, excited, and ready to engage.

Benefits of sending an event reminder email

At its core, the purpose of sending an event reminder email for a party or professional event is simple: to let guests know your event is coming up. But when done well, these messages do much more than mark a date on the calendar. Here are the key benefits of sending a reminder email before your event:

• Keeps your event top of mind. Invitations are often sent weeks—or even months—in advance. A timely reminder ensures your event doesn’t get lost in a crowded inbox or busy schedule.
• Maximizes attendance. Even the most enthusiastic guests need a nudge. A reminder email can dramatically increase your turnout by prompting guests to prioritize your event.
• Builds excitement. Reminders aren’t just logistical—they’re a chance to highlight what’s coming. Teasing keynote speakers, special programming, or unique experiences can generate buzz and energy before doors even open.
• Helps guests prepare. Some events require prep work, like reviewing an agenda, gathering materials, or connecting with other attendees ahead of time. A reminder email gives guests the opportunity to arrive informed and ready to engage.
• Encourages RSVPs. If you’re still waiting on responses, a reminder is a tactful way to prompt undecided invitees to confirm attendance—helping you plan more effectively. If you’ve sent an invitation with Paperless Post, you can send targeted broadcast or private messages via email or text to guests who haven’t RSVPed yet, ensuring your reminders reach the right people.
• Shares updates or changes. Whether the start time has shifted, the venue has changed, or parking instructions have been updated, an event reminder email is the most efficient way to keep everyone aligned.
• Adds helpful details. Beyond logistics, reminders can offer context—like what to bring, dress code guidance, or highlights of what guests can expect. Consider using our Guest Tags feature to segment audiences and send specific email updates to VIP attendees or select groups.

How to write an event reminder email

A well-crafted event reminder email can make the difference between guests who skim past your message and guests who mark their calendar, RSVP, and show up excited. While the tone and style should reflect your brand and the type of event you’re hosting, there are a few universal best practices to follow. Here’s how to write an event reminder email that feels professional, polished, and effective.

1. Use a catchy subject line

Your subject line is the very first thing your guests will see—and it’s often the deciding factor in whether they open your email. Aim for something clear, concise, and engaging. Don’t be afraid to use time-based language, such as “tomorrow,” “this week,” or “just a few days away,” to create urgency. Adding the event name and date also helps the message stand out in a crowded inbox.

We’ll share a full list of reminder email subject lines later in this guide, so stay tuned for inspiration you can adapt directly to your event.

2. Keep it short

Your guests are busy, so the last thing they want is a wall of text. The best event reminder emails are short, skimmable, and to the point. Stick to the essential details: what’s happening, when it’s happening, where it’s happening, and why it matters.

Think of your reminder email like a friendly nudge rather than a long announcement. A few lines of context and a clear call to action are more effective than multiple paragraphs that bury the most important information.

3. Reiterate the important details

Even if your guests already RSVPed, it’s always worth restating the event basics. Include:

• Date and time: Be clear and specific. If guests are joining remotely from multiple time zones, note the correct time zone as well.
• Location: Share the venue name, address, and any parking or transportation details. If your event is virtual, provide the link and any access instructions.
• Other essentials: This could include dress code, items to bring, or any documentation they might need.

Repetition here is not redundant—it’s reassurance. A quick reminder helps eliminate confusion and ensures everyone arrives where they need to be.

4. Share the schedule and other details

For longer or more structured events, providing a basic agenda can be extremely helpful. Let guests know when doors open, when the program begins, and when to expect breaks or networking opportunities. A mini itinerary shows that your event is organized and helps guests plan their day accordingly.

You can also add any special details that make your event stand out, such as keynote speakers, entertainment, or featured activities. Highlighting these touchpoints builds excitement and reminds guests why they committed to attending in the first place.

5. Include a call to action

Every effective event reminder email should guide guests toward a specific next step. Depending on the stage of your event planning, that call to action (CTA) might be:

• Clicking a link to RSVP or confirm attendance
• Downloading the event agenda or app
• Following your organization on social media for updates
• Sharing the event with colleagues or friends
• Adding the event to their calendar

Keep your CTA clear, visible, and actionable. A button or bolded link works best, so it doesn’t get lost at the bottom of your email.

6. Add an FAQ section

For larger or more complex events, it’s smart to include a brief FAQ section in your reminder email. This prevents confusion and cuts down on last-minute questions flooding your inbox.

Your FAQ might cover:

• Dress code expectations
• Parking or transportation information
• Food and beverage options (including dietary accommodations)
• Event duration and end time
• Whether guests can bring a plus-one
• Accessibility details

Keep this section concise and link to a more detailed FAQ page if needed. That way, your email remains digestible but still points guests toward the answers they need.

7. Send it at the right time

The timing of your email matters just as much as the content. A common best practice is to send 2–3 reminder emails leading up to your event:

• Two weeks out: A gentle nudge that the event is approaching and to finalize RSVPs
• One week out: A more detailed reminder with logistics, event schedule, and any prep work required of guests
• 48 hours out: A quick confirmation with key details like time, place, and access links

It’s also worth thinking about the time of day. For professional events, schedule your reminders to arrive during business hours, when your audience is most likely to be checking email. For more casual events, evenings or weekends may be more effective.

Event reminder email subject lines

Your subject line is the first impression your guests get—it’s what determines whether your email gets opened or overlooked. Because inboxes are crowded, your reminder needs to cut through the noise and make its intent clear at a glance. A strong subject line should instantly communicate that this is a reminder about an event, while also giving enough detail—like the event name, date, or location—to jog your guests’ memory.

Equally important is tone. The best subject lines balance urgency with warmth, encouraging guests to prioritize your event without sounding pushy. You can lean more formal if it’s a professional conference, or keep things casual and friendly for social gatherings. No matter your style, keep it short, straightforward, and relevant—the goal is to make opening the email feel both useful and inviting.

Here are 10 examples of effective reminder email subject lines you can adapt for your own events:

• Reminder: [Event Name] is coming up on [date]
• See you at [Event Name] this week!
• Don’t forget to RSVP for [Event Name] on [date]
• Countdown: Just 7 days until [Event Name]
• Important details for [Event Name] inside
• Get ready for [Event Name]—here’s what to know
• Mark your calendar: [Event Name] is almost here
• Don’t miss it: [Event Name] starts in 2 days
• It’s almost time! [Event Name] is around the corner
• Everything you need to know before [Event Name]

Event reminder email templates

Templates are a helpful starting point for crafting your event reminder emails. They give you a structure to follow while allowing room to personalize tone, branding, and event-specific details. Below are three commonly used event reminder email templates: a venue confirmation, a reminder one week before the event, and a reminder 48 hours before.

Venue confirmation reminder template

A venue confirmation reminder is sent shortly after guests RSVP to ensure they have all the essential details and feel confident about attending.

Subject line: Your spot is confirmed for [Event Name] at [Venue]

Body:

Hi [First Name],

Thank you for RSVPing to [Event Name]! We’re excited to see you at [Venue Name] on [Date] at [Time]. Here are the key details you’ll need:

Location: [Venue Address]

Parking/Transportation: [Info if applicable]

Dress Code: [Optional]

If you have any questions before the event, don’t hesitate to reach out. We’ll follow up with a reminder and schedule closer to the date, but for now, consider this your confirmation that your spot is reserved.

Looking forward to seeing you,

[Your Name / Event Team]

One-week event reminder email template

A one-week reminder keeps your event top of mind, provides more detailed scheduling information, and gives guests time to prepare.

Subject line: One week to go: [Event Name] on [Date]

Body:

Hi [First Name],

Only one week until [Event Name]! Here’s everything you need to know before the event:

Date and Time: [Date] at [Time]

Location: [Venue Name, Address]

Agenda: [Brief itinerary or key highlights]

Dress Code: [If applicable]

If you haven’t RSVPed yet, please confirm your attendance: [link to RSVP].

Please reach out to our team at [email] with any questions. We’re looking forward to seeing you!

Our best,

[Your Name / Event Team]

48-hour event reminder email template

The 48-hour reminder helps ensure your guests remember the event and arrive prepared. It’s brief, actionable, and focused on logistics.

Subject line: 48 hours to go: [Event Name] is almost here!

Body:

Hi [First Name],

[Event Name] is just around the corner! Here’s a quick refresher for [Event Name]:

Date and Time: [Date] at [Time]

Location: [Venue Name, Address]

Parking/Check-in Details: [Any last-minute logistics]

Special Notes: [Dress code, items to bring, or other instructions]

We can’t wait to see you! If you have any questions before the event, please reach out to our team at [email].

Best,

[Your Name / Event Team]

Plan your next professional event with Paperless Pro

Sending well-timed event reminder emails is one of the most effective ways to ensure your guests show up prepared and excited. From confirming the venue to sending reminders one week or 48 hours before your event, each message helps maximize attendance, communicate important details, and create a polished experience for your attendees.

With Paperless Pro, planning and sending professional reminders is simple and efficient. You can segment your audience with Guest Tags for targeted messages and leverage broadcast or private messages to reach specific groups of guests. These tools help you send the right event reminder email at the right time, whether you’re organizing a corporate conference, client appreciation event, or even a smaller social gathering. Ready to start planning?