If you’re responsible for corporate training, you’ve probably been in this situation:
The venue is booked, you’ve found a training provider, and the training goals have been painstakingly refined. But when the day finally comes around…
…the room is half empty.
No-shows are one of the biggest challenges when it comes to organising training.
And it often feels out of our control. A study from Training Industry shows that scheduled corporate training sessions have on average a 20-30% no-show rate.
Fortunately, there’s a simple yet effective way to address this: reminder emails.
Here’s how you can use them to increase attendance at your next training session:
1. Timing is Everything
By frequently showing up in your team’s inbox, they’ll become more familiar with the training and, over time, develop a sense of involvement. Frequent communication builds trust and keeps the training top of mind.
- When to send:
- 14 days before: Initial reminder to confirm attendance.
- 7 days before: Provide a few more details about the event.
- 2 days before: Reinforce the date, time, and location.
- Morning of the session: A final, friendly nudge.
Stat to note: A study published in BMC Health Services Research found that sending reminders reduced no-shows by 39%.
2. Keep It Simple
Keep it simple and clear. Remember: this is a reminder email, not a sales email.
Include:
- Clear session details (date, time, location).
- Contact information or a link to a dedicated web page.
- Calendar invite links.
3. Personalisation Increases Impact
The most powerful sound to a person is the sound of their own name. Make sure to use it!
- Use people’s names in the email. Any email software (Mailchimp, Mailerlite, etc.) can automate this for you.
- Highlight the session’s relevance to them. For example:“This session offers practical tools to help you become a better leader.”
Stat to note: According to research by Experian, personalised emails have a 29% higher open rate and a 41% higher click-through rate.
4. Encourage Commitment
Send that calendar invite! Always request a confirmation reply or RSVP. A report by AppointmentPlus revealed that participants who actively confirm are 20% more likely to show up.
5. Focus on Feelings, Not Facts
People are more likely to attend if you focus on how the training benefits them and the results they’ll achieve, not just the content. Instead of saying:
‘This training will cover the four key concepts of leadership in a corporate environment.’
try:
‘Become a respected leader by learning how to influence and motivate your team.’
But remember—keep this section short.
6. Example
Here’s a reminder email based on the points we’ve discussed:
Subject: 2 Weeks to Go! Leadership Training is Almost Here!
Hi [Insert Name],
Just a quick reminder about your upcoming training session! Please find a calendar invite attached.
Training Session: Become a Respected Leader
📅 Date: [Insert Date]
⏰ Time: [Insert Time]
📍 Location: [Insert Location]
We’re excited to have you join us and want to make sure you’re all set. If you need anything, just reply to this email—we’re here to help!
See you soon! [Insert Your Name]
Final Thoughts
Using a thoughtful reminder email strategy is more than a courtesy—it’s a way to make sure your training sessions are well-attended. Use these tactics to reduce no-shows so that your training gets the attention it deserves.
