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How to Write a Follow-Up Email After a Meeting: The Professional’s Guide

Productivity
Productivity

Unlock the secrets of writing follow-up emails after meetings with this professional guide. Learn key tips for impactful, effective communication.

Anastasia Muha
December 3, 2023
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5 min read
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Welcome to our comprehensive guide on crafting the perfect follow-up email after a meeting. Whether you're a seasoned professional or just starting out in the business world, the art of following up is a crucial skill that can significantly impact your career trajectory. 

In this article, we delve into the nuances of writing an effective follow-up email — one that strikes the right balance between professionalism and personability. 

Let's dive in and explore how you can leave a lasting impression and foster meaningful connections with your colleagues, clients, and collaborators!

Why Send a Follow-Up Email After a Meeting?

Sending a follow-up email after a meeting is more than just a courteous gesture; it's a pivotal step in nurturing professional relationships and driving projects to success. 

This is why you need to send follow-up emails after meetings: 

  • Enhance professionalism
  • Streamline professional routines
  • Strengthen relationships
  • Move projects forward effectively

Let's break down every single benefit!

A. Enhance Professionalism

First and foremost, a follow-up email reflects your professionalism. It shows that you value the time spent in the meeting and are committed to retaining the key takeaways. 

This kind of follow-through demonstrates to your peers and superiors that you are organized, attentive, and proactive—qualities that are highly esteemed in any professional setting.

B. Streamline Professional Routines

By summarizing the meeting's outcomes, assigning actionable items, and setting clear expectations for the next steps, you essentially lay down a roadmap for what’s to come. 

This clarity helps everyone involved stay on track, reduces the likelihood of misunderstandings, and saves time that might otherwise be spent in reiterating points through a never-ending cycle of meetings or phone calls.

C. Strengthen Relationships

Sending a follow-up email is a great way to strengthen relationships. It can be personalized to reflect on specific discussions or to express appreciation for the insights shared. This personal touch goes a long way in building rapport and trust. 

When people feel acknowledged and understood, they're more likely to engage positively with you in any follow-up conversation.

D. Move Projects Forward Efficiently

Lastly, follow-up emails help to ensure that everyone is on the same page regarding the decisions made and the actions required. 

By providing a written record of the meeting’s outcomes, you create a reference point that can be revisited as the project progresses, thereby keeping the momentum going and ensuring that tasks are completed as planned.

How to Write Follow-Up Emails Like A Pro

Writing a follow-up email after a meeting is an art in itself. It requires a balance between professionalism, clarity, and a touch of personalization. 

Image Source: creativeart on Freepik

Here are the core elements of an effective follow-up email:

  • Subject line
  • Salutation
  • Introduction
  • Body
  • Call-to-action
  • Closing

1. Subject Line: Make It Short and to the Point

The subject line is your chance to make a great first impression. Make it clear, concise, and reflective of the email's content. For instance, "Following Up on Our Meeting – Next Steps for Project X" immediately informs the recipient about the purpose of the email. 

Remember, a compelling subject line can significantly increase your email's open rate, with research indicating that 47% of email recipients open emails based solely on the subject line.

2. Salutation: Address Recipients Professionally

Start with a professional yet warm greeting. If you're on a first-name basis, use the recipient's first name: "Dear John," or "Hello Maria". 

For a more formal tone, "Dear Mr. Smith," or "Dear Dr. Johnson," is appropriate. Remember, the salutation sets the tone for your email.

3. Introduction: Briefly Recap the Meeting

In the introduction, briefly recap the meeting to jog the recipient's memory. A simple line like, "Thank you for the insightful discussion we had last Thursday about our marketing strategy" not only contextualizes your email but also shows that you were engaged during the meeting.

4. Body: Address Key Points and Next Steps

The body of your email is where the meat of your message lies. Clearly enumerate the key points discussed and any decisions made. 

For instance, "As agreed, I will forward the revised campaign proposal by next Monday." Also, outline the next steps or any action items. Keep this section structured and easy to skim – bullet points can be very effective here.

5. Call-to-Action: Encourage Further Communication

End the e-mail body with a call to action. This could be a question, an invitation for further feedback, or a request for a follow-up meeting. For example, "Please let me know if Wednesday works for our next check-in." This shows your initiative to keep the ball rolling and prevents you from forgetting to send meeting reminder emails.

6. Closing: Express Gratitude and Professionalism

Finally, end your email on a positive note. Express gratitude for the time and input of your recipient: "Thank you again for your valuable insights and time." Sign off professionally — "Best regards," "Sincerely," or "Warm wishes," followed by your name, are all great options.

After you master these core elements, you’ll be good to go. If, however, writing follow-up emails to your entire team isn’t feasible, let MeetGeek take over!

MeetGeek is a meeting automation platform that automatically records, transcribes, analyzes, and summarizes your meetings. 

With MeetGeek, you can be confident that meeting participants will receive an email with the summary of the conversation, action items, and key takeaways right after your call.

With MeetGeek, writing effective follow-up emails takes only a few minutes. Try MeetGeek for free!

Here’s how its extensive suite of features can help you craft the perfect meeting follow-up email:

  • AI-generated meeting summaries: MeetGeek's AI assistant can automatically generate a summary of your meeting, including the key points discussed, action items, and decisions made. This meeting recap can serve as the basis for your follow-up email, saving you time and effort.
  • Automated follow-up emails: You can define teams and set up rules to automatically share meeting summaries or highlights with your team or clients.
  • Meeting details: MeetGeek automatically captures meeting details such as the date, time, participants, and agenda. This information can be included in your follow-up email to provide context for the meeting.
  • Action items: Easily identify and track action items from your meeting and include them in your follow-up emails to remind participants of their responsibilities.
  • Meeting tags: Have all the important moments in your meeting notes tagged properly as "action items," "decisions," or "important." — or any other category you can think of.
  • Integrations: MeetGeek integrates with a variety of productivity tools, such as Slack, Trello, and Notion. This means that you can easily share meeting summaries, action items, and other information with your team.
CTA - code:

Best Practices for Timing Your Follow-Ups

Timing is everything, especially when it comes to follow-up emails after a meeting. The right timing can make the difference between an email that's read and acted upon and one that's lost in the endless scroll of an inbox.

Here are some best practices to ensure your follow-up is timely and effective:

  • Send the follow-up message soon after the meeting
  • Send the follow-up email during business hours
  • Be mindful of time zones

A. Send the Follow-Up Message Soon After the Meeting

Ideally, you should send your follow-up email within 24 hours of your meeting. This timeframe ensures the discussion is still fresh in everyone's mind. It also shows that you are prompt and attentive to the matters discussed. 

Waiting too long can lead to key details being forgotten, or worse, it might give the impression that the meeting wasn't a priority for you. 

B. Send the Follow-Up Meeting Email During Business Hours

Timing your email not just by days but by hours is also crucial. Sending your email during standard business hours — typically between 9 AM and 5 PM — increases the likelihood of it being opened and read. 

PRO TIP: If you compose the email after hours, consider using email scheduling tools to have it sent out the next business day. This approach shows respect for the recipient's work-life balance and also aligns with their professional routine, making them more likely to engage with your email.

C. Be Mindful of Time Zones

If you’re dealing with recipients in different time zones, this adds another layer to consider. Make sure to send your email at a time that’s reasonable in their time zone, not just yours. Tools that track recipient time zones can be a big help here.

Image Source: rawf8.com on Freepik

Remember, the goal of a follow-up email is not just to provide information, but to keep the momentum going. 

Effective Follow-Up Email Templates 

To help you ace your next follow-up email, we created a few templates that you can use to draw inspiration from. Check them out below!

1. Follow-Up Email After a Team Meeting

Subject: Follow-Up: [Meeting Topic] on [Date]

Dear [Team/Individual Names],

Just wanted to say thank you for everyone's awesome input during our meeting about [Meeting Topic] on [Date].

It was great to see such engaging discussions and insightful ideas being shared: 

Key Highlights:

  • [Point 1]: [Summary or decision made]
  • [Point 2]: [Summary or decision made]
  • [Point 3]: [Summary or decision made]

Action Items:

  • [Action Item 1]: [Assigned to Person A, Due Date]
  • [Action Item 2]: [Assigned to Person B, Due Date]
  • [Action Item 3]: [Assigned to Person C, Due Date]

Please review these points and let me know if there are any questions you might have. I'm also open to any additional feedback or ideas you might have as we move forward.

I look forward to our continued collaboration!

Best regards,

[Your Name]
[Your Position]
[Contact Information]

2. Follow-Up Email After a Business Meeting

Here's a follow-up email template for business meetings, which you can customize according to the specifics of your meeting and business context:

Subject: Recap and Next Steps – [Meeting Topic] with [Your Company/Your Name]

Dear [Recipient's Name],

I wanted to express my appreciation for taking the time to meet with me on [Date]. Our discussion on [Meeting Topic] was both enlightening and productive, and I am excited about the potential opportunities for collaboration between [Your Company] and [Recipient's Company].

Here is what was agreed upon:

  • [Key Discussion Point 1]: [Brief summary or decision]
  • [Key Discussion Point 2]: [Brief summary or decision]
  • [Key Discussion Point 3]: [Brief summary or decision]

To keep our momentum going, I propose [next step or follow-up meeting]. This will help us [objective or goal of next step]. I am available on [dates/times], and I hope one of these options suits your schedule.

If you need further clarification or wish to discuss additional ideas, do not hesitate to reach out. 

Warm regards,

[Your Name]
[Your Position]
[Your Contact Information]
[Your Company]

3. To Ask for Feedback

Here's a follow-up template for an email where the main focus is to request feedback:

Subject: Your Feedback Requested: [Meeting Topic] on [Date]

Dear [Recipient's Name],

I hope you’re doing well. I wanted to take a moment to thank you for your time and valuable contributions during our recent meeting on [Date] regarding [Meeting Topic]. It was great to have your insights and perspectives.

Meeting Overview:

  • We discussed [Key Discussion Point 1], [Key Discussion Point 2], and [Key Discussion Point 3].
  • Key decisions made included [Decision 1], [Decision 2].

As we continuously strive to improve our meetings and ensure they are both productive and meaningful, I would greatly appreciate your feedback:

  • How relevant and useful did you find the content discussed in the meeting?
  • Was there an adequate opportunity for participation and engagement? How could this be improved?
  • What are your thoughts on the structure and flow of the meeting? Do you have suggestions for improvement?
  • Any other feedback or comments that you feel are important for us to consider?

Based on your feedback, we aim to implement changes to make our meetings more effective and aligned with our goals. 

Please feel free to respond to this email with your thoughts, or if you prefer, we can schedule a brief call to discuss your feedback in more detail. Looking forward to hearing your thoughts.

Best regards,

[Your Name]
[Your Position]
[Your Contact Information]

4. After a Meeting with a Potential Client

Below you have a template for a follow-up email after a meeting with a potential client, which you can tweak to fit the specifics of your discussion and business relationship:

Subject: Reflecting on Our Meeting – Next Steps for [Project/Service Name]

Dear [Client's Name],

I hope this email finds you well. I wanted to extend my heartfelt thanks for the opportunity to meet with you on [Date] to discuss [Project/Service Name]. It was a pleasure to learn more about [Client's Company Name] and the distinct challenges you are currently encountering.

Key Takeaways from Our Meeting:

  • We discussed how our services/products can [specific benefit or solution discussed].
  • You expressed interest in [particular aspect of your service/product].
  • We agreed that [any specific agreements or points of interest].

Based on our discussion, the next step would be to [next step, such as a proposal, a trial, or a second meeting]. I believe that this will [how the next step will benefit the client]. To facilitate this, I will [action you will take, and by when].

Thank you again for considering us for your [Project/Service needs]. I am looking forward to the possibility of working together and am excited about the potential impact we can have on [Client's Company Name].

Please let me know if there's anything more you need to move forward.

Warm regards,

[Your Name]
[Your Position]
[Your Contact Information]
[Your Company]


5. Follow-Up Email After a Networking Event

Subject: Great Meeting You at [Networking Event]


Hi [Recipient's Name],

It was a pleasure connecting with  you at [Event Name] this past [day of the week]. I thoroughly enjoyed our conversation, especially when we discussed [specific topic or interest you both shared].

Our chat about [specific topic or idea] was particularly intriguing. It's not every day that I encounter someone with such insightful perspectives on [specific subject or industry issue]. This is a topic I am passionate about, and exchanging ideas with you was both refreshing and inspiring.

I would love to delve deeper into our discussion and explore the possibility of collaborating or sharing further insights. Would you be interested in continuing our conversation over a coffee or a virtual catch-up? 

I am generally available [provide a couple of time options], but I am willing to accommodate a time that works best for you. I believe there's much we can learn from each other, and I’m keen to explore how we might be able to support each other in our professional endeavors. 

Thank you once again for an engaging conversation at [Event Name]. I’m looking forward to the possibility of speaking again soon. Hope to hear from you.

Warm regards,

[Your Name]
[Your Position/Role]
[Your Contact Information]
[Your LinkedIn Profile Link, if appropriate]

6. After an Interview

Here's a template for a follow-up email aimed at providing feedback or updates after an interview:

Subject: Interview Follow-Up for [Position Name] – [Your Company Name]

Dear [Candidate's Name],

I hope this email finds you well. Thank you again for interviewing with us for the [Position Name] within our company.

Here is an update on the status of your application: we are currently in the process of [interviewing other candidates, finalizing our decision, etc.], which should be completed by [time frame]. 

Your application is [still under consideration, among our top choices, etc.], and we will inform you of the outcome by [date].

Should you have any questions in the meantime, please do not hesitate to reach out.

Best regards,

[Your Name]
[Your Position]
[Your Contact Information]
[Company Name]

7. After a Customer Meeting 

Subject: Follow-Up on Our Recent Meeting – [Meeting Topic]

Dear [Customer's Name],

I hope this message finds you well. I wanted to express my sincere thanks for taking the time to meet with us on [Date]. Your insights and input were incredibly valuable, and I enjoyed discussing [specific topics or projects discussed].

Here’s a quick recap of our meeting:

  • We covered [Key Discussion Point 1], and it was agreed that [Summary of Conclusion].
  • On [Key Discussion Point 2], we identified [Summary of Discussion/Plan].
  • You showed interest in [Key Discussion Point 3], and we suggested [Proposed Solution/Service].

To move our discussion into action, we propose the following steps:

  • [Next Step 1] – [to be actioned by who, due by when].
  • [Next Step 2] – [to be actioned by who, due by when].
  • [Next Step 3] – [to be actioned by who, due by when].

[Optional: Attach or link any additional documents, resources, or proposals that were mentioned during the meeting or are relevant to the discussion.]

I am available for any follow-up questions or to schedule another meeting if needed, so feel free to reach out at your convenience.

Best regards,

[Your Name]
[Your Position]
[Your Contact Information]
[Your Company Name]

8. To Schedule the Next Meeting Date

Subject: Scheduling Our Next Meeting for [Project/Topic Name]

Dear [Recipient’s Name],

I hope you’re doing well. Following our recent [discussion/meeting/conversation] about [Project/Topic Name], I believe it would be beneficial for us to schedule a follow-up meeting to further advance our plans and discussions.

For the next meeting, I propose we focus on:

  • [Agenda Item 1]
  • [Agenda Item 2]
  • [Additional Agenda Items as necessary]

Feel free to suggest any additional topics or items you would like to discuss.

 I anticipate that our meeting will last approximately [duration], and we can conduct it via [meeting format, e.g., Zoom, Teams, in-person, etc.].

To ensure we find a time that works best for everyone, I’ve proposed a few options:

  • [Date & Time Option 1]
  • [Date & Time Option 2]
  • [Date & Time Option 3]

Please let me know your availability at your earliest convenience, and I will arrange all the necessary details.

Thank you and best regards,

[Your Name]
[Your Position]
[Your Contact Information]

9. Follow up email after demo

A well-crafted follow-up email after a demo is a critical component in the sales process. An effective after demo follow-up email serves multiple purposes: it reinforces the key points discussed during the demonstration, keeps the communication channel open, and maintains the momentum of the sales conversation. By sending a follow-up email after a demo, sales professionals demonstrate their commitment to addressing the potential client's needs and concerns. It also provides an opportunity to clarify any doubts, answer additional questions, and gently guide the prospect towards the next steps in the decision-making process.

Subject: Great Chatting About [Your Product/Service]!

Hi [Recipient's Name],

Just wanted to say a quick thanks for checking out our demo on [Date]. Really enjoyed our chat and showing you what [Your Product/Service] can do!

I hope it sparked some ideas on how it could fit into your workflow, especially with [specific feature or benefit discussed]. Got any thoughts or questions since then? Happy to dive deeper into anything we covered.

How about a quick catch-up call next week to chat next steps? Let me know what works for you, or feel free to book a slot directly here: [scheduling link].

Thanks again for your time, [Recipient's Name]. Excited about the potential of working together!

Regards,

[Your Name]
[Your Position]
[Your Contact Information]

Professional Follow-Up Email Etiquette

Before you hit send on your follow-up email, it’s time to cover some etiquette essentials. 

A. Proofreading: Ensure Grammatical Accuracy

First impressions count, and in the world of professional emails, they're often based on grammar and spelling. 

A message riddled with errors can affect your credibility and distract from what you’re trying to convey. Always proofread your emails before sending them. Tools like Grammarly or even your email's built-in spellchecker can be invaluable. 

B. Conciseness: Keep Emails Concise and To-the-Point

Keeping your follow-up emails focused not only shows respect for your recipient’s time but also increases the likelihood of your email being read and acted upon. 

Write your message in as few words as possible without sacrificing clarity. A good rule of thumb is to keep the email about three–four paragraphs long.

C. Tone: Maintain Professional and Courteous Language

The tone of your email should be the perfect blend of professionalism and approachability. Use polite language and avoid jargon or slang. 

Even if you're following up on a casual conversation, remember that an email is a written record and should reflect a professional demeanor. 

D. Personalization: Address Recipients by Name

Addressing the recipient by name not only grabs their attention but also creates a connection. It demonstrates that you see them as an individual, not just another name in your contact list. A personalized greeting can set a positive tone for the entire message.

E. Follow-Up Etiquette: Respond Promptly to Replies

Once you receive a reply, the etiquette of prompt response comes into play. Timely responses show that you value the conversation and are actively engaged. 

PRO TIP: A good practice is to respond within 24 hours. This keeps the dialogue flowing and demonstrates your commitment to the interaction.

Frequently Asked Questions 

1. How Can I Make a Lasting Impression with My Follow-Up Email?

Leaving a lasting impression through your follow-up email involves a few key steps:

  • Address the recipient by name and personalize the email as much as possible to show that you are truly committed to the conversation.
  • If possible, include something of value in your email. It could be an insightful article, a helpful resource, or an interesting idea that relates to your previous conversation
  • Your email should be to the point yet comprehensive. Avoid any unnecessary fluff – get straight to the point while being friendly and professional.
  • End with a specific CTA, such as proposing a meeting time or asking a relevant question. This makes it easier for the recipient to respond and keeps the conversation going.
  • A professional tone, correct grammar, and a respectful approach go a long way in making a good impression. Remember, this email reflects you and your professionalism.

2. What Can Do If I Don’t Receive a Response to My Follow-Up Email? 

If you don't receive a response to your follow-up email, there are a few things you can do:

  • Be patient: Wait for about a week or so before following up again. People can be busy, and it's essential to give them time to respond.
  • Send a gentle reminder: If there’s no response, a polite reminder can be helpful. Reiterate your main points briefly and express your continued interest.
  • Stay positive and understanding: Keep your tone friendly and understanding. Acknowledge that they might be busy and express your willingness to accommodate their schedule.
  • Provide an easy way out: Sometimes, giving people  the option to decline or suggest a better time can be effective. It shows respect for their situation and decision.
  • Know when to stop: If there's still no response after a second follow-up, it's usually best to back off. Continuing to pursue can seem pushy and might damage future opportunities.

3. How Can I Ensure That My Follow-Up Email Stands Out in the Recipient’s Inbox?

To make your follow-up email stand out from the get-go, create a clear, concise, and compelling subject line. It's the first thing the recipient sees, so make sure it captures their attention and gives them a reason to open the email.

For the body of the email, use a clean, professional format with clear headings and bullet points for easy reading. Avoid large blocks of text. Additionally, you can include something unique or personal that reminds them of your previous interaction. This could be a comment on a shared interest or a follow-up on a topic you discussed.

Additionally, sending your email at a strategic time, like early morning or late afternoon on a weekday, can increase the chances of it being noticed.

In all these aspects, the focus is on being respectful, engaging, and mindful of the recipient's time and attention. Your follow-up email is not just a formality; it's an opportunity to strengthen a professional relationship.

Send Your Next Follow-Up Email with MeetGeek

The art of crafting the perfect follow-up email can significantly impact your professional journey, turning casual meetings into opportunities for collaboration and growth. 

By incorporating the tips and strategies we've discussed, you can elevate your follow-up emails from mere post-meeting formalities to powerful tools for advancing your professional objectives.

To further enhance your meeting and follow-up experience, consider using MeetGeek, an AI meeting automation platform designed to streamline your professional interactions. With MeetGeek, you can focus more on the content of your meetings and less on the burden of manual follow-up tasks. 

Start your journey with MeetGeek today for free, and turn every meeting into a stepping stone for success!

Article updated on 
January 25, 2024
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How to Create a Culture of Knowledge-Sharing Across Your Company

How do you create a culture of knowledge-sharing across your company? Read this article, where we share our 7 tips to help you achieve that!

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12 Proven Tactics to Increase Productivity in Sales

Want to boost your productivity in sales, increase your conversion rate and close more deals? Read this to reach peak efficiency within your sales team!

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9 Tips to Achieve Ultimate Meeting Productivity

Are you tired of being stuck in an endless cycle of unproductive meetings? Follow our 9 tips to help you achieve maximum meeting productivity!

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Why You Need to Set Meeting Goals and How to Do That

The first step to a successful meeting is defining your meeting goals. Read this article to learn how high-performing teams do this!

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5 Tips to Take Great Meeting Notes & Why Use A Virtual Meeting Assistant (+Free Templates)

Are you struggling to take meeting notes during your team meetings? Follow these 5 tips to get it down to a science and ace your next meeting!

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How to Get Clients For Your Business

Are you a new business owner looking to attract clients? Here are our tips to teach you how to get clients for your business!

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Essential Productivity Tools for Customer Success Managers

15 best tools for calendaring, emailing, customer success activities, project management, and meetings gathered by our partner Custify

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15 Sales Coaching Tips That Actually Work

Find out what the most effective sales coaches have in common and help your team succeed with these 15 sales coaching tips!

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5 Types of Customer Service Interview Questions You Need to Ask

Are you struggling to get your customer service interview questions right? Here’s how to find the best reps for your agency!

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10 Sales Tools to Boost Your Productivity

What does it take to improve the productivity of your sales team? While training and gamification can be helpful, it’s the sales productivity tools that can make all the difference.

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