How to Write a Business Meeting Follow-Up Email + Templates & ChatGPT Prompts

You just finished a business meeting. Now what? If you don’t follow up, people might forget important details, and tasks could end up on the back burner. Sending a quick email keeps everything clear, confirms the next steps, and ensures progress.

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But writing a follow-up email isn’t always easy. What should you include? How formal should it be? Don’t worry, we’re here to make it simple. 

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This guide walks you through writing an effective follow-up email, with ready-to-use templates and ChatGPT prompts to save you time. Let’s get started!

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Why You MUST Follow Up After Business Meetings

A business meeting isn’t over when everyone logs off or leaves the room: it’s what happens next that really counts. 

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Without a follow-up email, people may forget key details, deadlines can slip, and important discussions might not lead to action. A quick follow-up keeps everyone on the same page, reinforces decisions, and ensures tasks get done.

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It also shows you’re professional and maintains the momentum. Whether you’re closing a deal, aligning with your team, or building a client relationship, following up guarantees that what you’ve discussed turns into actual progress. 

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Plus, follow-up emails give you a chance to clarify any misunderstandings, answer lingering questions, and remind people of their next steps.

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How to Automatically Follow Up on Business Meetings

Following up after a business meeting shouldn’t feel like another meeting in itself. Keeping track of key takeaways, decisions, and action items can be overwhelming, especially when you’re juggling multiple discussions. That’s where MeetGeek makes things easier.

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MeetGeek automates your meeting follow-ups by recording and transcribing conversations, then generating AI-powered summaries. Instead of stressing about note-taking and following up, you can focus on the discussion, knowing that every important detail is being captured.

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This means no more manually writing follow-up emails or chasing down meeting notes. Everyone stays on the same page, decisions are documented, and next steps are clearly outlined, all without adding extra work to your plate.

How to Write a Business Meeting Follow-Up Email:

1. Create a Strong Subject Line
2. Express Gratitude for a Great Meeting
3. Refresh Their Memory
4. Summarize Key Points and Action Items
5. Confirm Your Interest 
6. Reference Something from the Meeting
7. Include a CTA or Next Steps
8. Add New or Useful Resources

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1. Create a Strong Subject Line

Your subject line is what determines whether the recipient opens your email, so you want to make it count. A generic one won’t grab attention, but a subject that’s clear and specific will. Think about what your recipient needs to know: what was the meeting about, and what’s next?

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Instead of something vague like "Quick Follow-Up," go with "Next Steps from Our Sales Meeting" or "Project Updates: Action Items from {Meeting name}." This way, they know exactly what they’ll find inside the email.

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However, try to keep it short, under 10 words. Long subject lines get cut off, especially on mobile.

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2. Express Gratitude for a Great Meeting

Begin your business meeting follow-ups with a genuine thank-you to make the recipient feel appreciated and build positive business relationships. 

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The secret is to keep it simple, but make it personal. Instead of a generic “Thanks for your time,” mention something specific from the meeting, like: “I really appreciate you taking the time to discuss [topic] today. Your insights on [specific point] gave me a fresh perspective.” 

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If you’re following up with a client, make your appreciation even more personal: “Thank you for sharing more about your goals. I enjoyed learning how we might collaborate, and I look forward to the next steps.”

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However, avoid overly formal or robotic phrases. Write like you would in a normal conversation: clear, warm, and to the point. 

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3. Refresh Their Memory

People have busy schedules, and after a long day of meetings, details can blur together. Instead of assuming meeting attendees remember everything, summarize key points from the conversation in a clear and concise way.

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To do this, you can  highlight a key takeaway or agreement: “We talked about [main point] and explored potential next steps, including [specific action item].” This brings the conversation back into focus and makes it easier for them to respond.

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💡PRO TIP: Send your follow-up email with the meeting recap within 24 hours of the meeting, while the details are still fresh. A prompt follow-up keeps momentum going and shows you’re proactive and engaged.

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4. Summarize Key Points and Action Items

After refreshing the recipient’s memory, outline the main talking points and what happens next. Well-structured meeting notes keep everyone on the same page and ensure nothing gets forgotten.

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Start by briefly listing the main topics covered in the meeting: “To recap, we discussed [topic 1], [topic 2], and [topic 3].” This gives a quick overview before diving into the details. 

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Then, break down key action items, making sure to assign ownership and deadlines where needed: “You mentioned you would send over [specific document] by [date], and I’ll follow up with [task] by [date].”

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If anything requires clarification, invite them to confirm or adjust as needed: “Let me know if I missed anything or if there are any changes to the next steps.” This keeps both sides aligned moving forward.

5. Confirm Your Interest 

After summarizing the key points, reaffirm your interest in moving forward. This shows professionalism, keeps the conversation going, and reassures the recipient that you’re engaged and ready to take action.

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Be upfront about what excites you regarding the collaboration. Instead of a generic “Looking forward to working together,” try something more meaningful: “I’m excited about the potential of [specific project or idea] and believe it aligns well with [your company’s goals or priorities].”

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If applicable, express confidence in the next steps or outcomes to reassure the recipient that you're on the same page.

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6. Reference Something from the Meeting

Mentioning something specific from the meeting makes your follow-up email feel personal and reinforces your attention to detail. 

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For example, if they mentioned a problem they’re trying to solve, acknowledge it and tie it back to your conversation: “I really enjoyed our discussion about improving customer retention. The strategy you shared about personalized outreach was insightful, and I’d love to explore how we can build on that idea.” 

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You can also reference a shared interest or a lighter moment to make your email feel more natural: “It was great hearing about your recent trip to Spain! Hope you found time to try that restaurant you mentioned.” Small details like this help build rapport and make your communication feel more genuine.

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💡PRO TIP: When referencing key points in your emails, relying on memory or scattered notes can make your email feel all over the place, especially in the case of in-person meetings. However, MeetGeek makes it effortless to recall and include important details.

With MeetGeek’s mobile app, you can also record in-person meetings, interviews, or discussions, and automatically get AI-generated summaries. This means you’ll always have a clear recap of what was discussed, whether your meeting took place online or offline.

After the meeting, simply search for key moments in your notes and use them to add a relevant reference in your follow-up email. This makes your message more personalized and effective, keeping the conversation going without any guesswork.

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7. Include a CTA or the Main Next Step

Every business meeting follow-up email should guide the conversation forward. Without a clear CTA (call-to-action), your email might feel like just a polite recap rather than a productive step toward your goal.

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Your CTA should match the purpose of the meeting and what you want to achieve. If you’re hoping for another discussion, make it specific: “Would you be available for a quick follow-up conversation next Tuesday at 10 AM to go over the next steps?” 

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If you need them to review a document, be direct: “I’ve attached the proposal we discussed—let me know if you have any questions or if you’d like any adjustments.” The more specific your request, the easier it is for them to respond.

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If action is required on their end, remind them gently: “Looking forward to receiving your feedback on the contract by Friday. Let me know if you need any clarifications or if further discussion is needed.” This keeps expectations clear without being pushy.

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8. Add New or Useful Resources (Optional)

A great way to make your follow-up meeting email more valuable is by including additional resources that align with the discussion. Think about what was discussed in the meeting: did they mention a specific challenge, question, or interest? If so, share something relevant. 

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For example, if they were curious about a certain industry trend, you could say, “I came across this recent report on [topic], and I thought you might find it useful. Here’s the link!” 

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If they asked about a service or product feature, you can include a case study, demo, or blog post that provides more details.

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When sending resources, keep them brief. You don’t want to overwhelm your recipient with too much information. Stick to things that add tangible value.

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How to Write a Business Meeting Follow-Up Message with ChatGPT

Using ChatGPT to draft a business meeting follow-up email makes the process quick and easy while keeping your message clear, professional, and engaging. Instead of starting from scratch, you can just give a simple prompt and get a well-structured email that thanks the recipient, recaps key points, and keeps the conversation going.

Here’s how to write a business meeting follow-up email with ChatGPT:

✓Include meeting details: Start by providing ChatGPT with basic information about the meeting. This includes who you met with, the purpose of the meeting, and any important takeaways. 

Example: "I had a meeting with [Name] from [Company] about [Topic] today. Can you help me draft a follow-up message summarizing our key discussions and next steps?"

💡PRO TIP: The more information you can provide ChatGPT with, the better your generated email will be. Let MeetGeek generate the transcripts of your meeting and upload it to ChatGPT to get a more accurate email draft.

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✓Decide on the tone and length of the email: You can specify the tone, be that formal, friendly, or casual. 

Example: "I want to thank them for their time and insights in a warm but professional way that's allabout building apersonal connection. Can you include that?"

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✓ Recap main takeaways: Provide a quick list of what was discussed, or ask ChatGPT to help structure the summary. 

Example: "In our meeting, we covered [Main Points]. Can you help summarize this in a clear and concise way?"

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✓Clarify action items: If action items were assigned, list them so ChatGPT can organize them in a way that’s easy to understand. 

Example: "We agreed that I would send them a proposal by Friday, and they would review and get back to me next week. Can you structure that into the email?"

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✓Set up next steps: Tell ChatGPT how you’d like to move forward. 

Example: "I want to ask if we can schedule another meeting next week to finalize the details. Can you add that?"

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✓ Personalize communication: Adding a personal touch makes follow-ups more engaging. Let ChatGPT know if you’d like to reference something specific from the meeting. 

Example: "Can you mention that I really enjoyed their insight on [Topic] and that I’m looking forward to learning more?"

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✓Adjust the style: Specify whether you want the email to be formal, semi-formal, or casual.

Example: "Make the email follow-up sound more friendly but still professional."

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✓ Review and customize: Once ChatGPT generates your follow-up message, review it and tweak any details to make it feel more personal. AI is a great tool, but your voice should still shine through!

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20 Prompts to Help ChatGPT Write a Business Meeting Follow-Up Message:

1. "Write a professional follow-up email after a meeting with a potential client about [Topic]."
2. "Draft a thank-you message for a business meeting with [Name] from [Company]."
3. "Help me write a follow-up email summarizing my meeting with [Name] and outlining next steps."
4. "Generate a friendly and professional follow-up message for a Zoom meeting with [Client/Team]."
5. "Create a follow-up email for a sales pitch I had with [Company]."
6. "Write a concise follow-up message confirming an agreement made in a recent meeting."
7. "Help me write a follow-up email for a job interview I had today."
8. "Draft a meeting follow-up email requesting feedback on a proposal I presented."
9. "Write a follow-up message reminding [Name] about an action item they agreed to."
10. "Create a polite follow-up email asking if [Company] has made a decision after our meeting."
11. "Write a professional yet casual follow-up email for a networking coffee chat."
12. "Draft a follow-up email thanking [Name] for a great discussion on [Topic]."
13. "Create a meeting follow-up email with a recap of the key points we discussed."
14. "Help me write a follow-up message to check in on the status of our project after our last meeting."
15. "Write a follow-up email that keeps the conversation going with a potential business partner."
16. "Generate a follow-up email for a partnership discussion, summarizing key takeaways."
17. "Create a meeting follow-up email that includes additional resources I promised to send."
18. "Write a follow-up email setting up another call to continue our discussion on [Topic]."
19. "Help me draft a meeting follow-up email that includes a proposed timeline for next steps."
20. "Create a polite and professional follow-up email asking if [Name] has any updates after our previous conversations."

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Business Meeting Follow-Up Email Templates

A. Decision-Making Meeting Follow-Up Email Template

Subject: Next Steps Following Our Meeting

Dear [Recipient’s Name],

Thank you for your time today. I appreciate the discussion we had regarding [Topic] and the thoughtful insights shared by everyone.

To summarize, we covered [Key Decision Points] and agreed that [Next Steps/Decisions Made]. As per our discussion, I will [Your Action Item], while [Other Party’s Action Item] will be completed by [Date].

Please let me know if any adjustments are needed or if there’s anything else to address before we move forward. Looking forward to our next steps.

Best regards,

[Your Name]

[Your Job Title]

[Your Company]

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‍💡PRO TIP: How to Customize This Template 

• Upload it to MeetGeek to generate follow-ups in this exact format.
• Tailor it to your needs by adding or removing sections.
• Use bullet points or tables to keep everything organized.
• Highlight action items and key decisions so they’re easy to find.
• Add your company’s logo or branding for a polished, professional look.

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B. Networking Event Meeting Follow-Up Email Template

Subject: Great Connecting at [Event Name]!

Hi [Recipient’s Name],

It was a pleasure meeting you at [Event Name]! I really enjoyed our conversation about [Topic] and would love to continue the discussion.

If you’re available, I’d love to schedule a quick call or coffee chat to explore potential ways we can collaborate. Let me know what works best for you.

Looking forward to staying in touch!

Best,
[Your Name]
[Your Contact Information]

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C. Customer Meeting Follow-Up Email Template

Subject: Thank You for Your Time, [Customer’s Name]

Dear [Customer’s Name],

I appreciate you taking the time to meet today. It was great to discuss how we can help with [Customer's Needs/Challenges].

As a recap, we covered [Summary of Key Points], and our next steps include [Action Items]. I’ve attached [Resources/Additional Information] for your reference.

Please don’t hesitate to reach out if you have any questions. I look forward to working together and ensuring your success with [Your Product/Service].

‍Best regards,
[Your Name]
[Your Position]
[Your Company Name]

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D. Formal Meeting Follow-Up Email Template

Subject: Follow-Up from [Meeting Name] on [Date]

Dear [Recipient’s Name],

I appreciate the opportunity to meet and discuss [Meeting Topic] with you and the team. Our discussion provided valuable insights, and I wanted to summarize the key takeaways:

• Main Discussion Points: [Brief Summary]
• Decisions Made: [List if applicable]
• Action Items: [Who is responsible and by when]

Please review and let me know if anything needs clarification. Looking forward to our next steps.

Best regards,
[Your Name]
[Your Position]
[Your Company]

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E. Governance Cadence Meeting Follow-Up Email Template

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Subject: Recap & Action Items from [Governance Meeting Name]

Dear [Recipient’s Name],

Thank you for your contributions to our governance cadence meeting on [Date]. Your input was invaluable in reviewing our progress and ensuring alignment on key initiatives.

Here’s a summary of our discussion:

• Key Updates: [List major updates]
• Decisions Made: [Summarize approvals, changes, or concerns]
• Action Items: [Assign responsibilities with deadlines]

We’ll reconvene on [Next Meeting Date] to review progress. Please let me know if you have any questions or need additional clarification.

Best regards,
[Your Name]
[Your Position]
[Your Company]

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F. Strategy Meeting Follow-Up Email Template

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Subject: Strategic Priorities & Next Steps from [Meeting Name]

Dear [Recipient’s Name],

I appreciate the insightful discussion we had during our strategy meeting on [Date]. It was great to align on key priorities and next steps for [Project/Business Initiative].

To recap, we discussed:

• Key Goals: [Summarize key objectives]
• Challenges & Opportunities: [Highlight major takeaways]
• Next Steps: [List actionable items and responsible parties]

Please review and let me know if there’s anything you’d like to add. Looking forward to executing our plan and making meaningful progress together.

Best,
[Your Name]
[Your Position]
[Your Company]

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G. Issue Resolution Meeting Follow-Up Email Template

Subject: Resolution Plan from [Issue Resolution Meeting]

Dear [Recipient’s Name],

Thank you for meeting to discuss and address [Issue]. I appreciate the collaboration in finding a solution and ensuring we move forward effectively.

Here’s a quick summary of what we covered:

• Issue Identified: [Brief description]
• Root Cause Analysis: [Key findings]
• Agreed Solutions & Next Steps: [Who is responsible and deadlines]

Let’s keep the momentum going and check in on progress by [Next Follow-Up Date]. Please reach out if any additional concerns arise.

Best,
[Your Name]
[Your Position]
[Your Company]

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Let MeetGeek Take Over Your Meeting Follow-Ups!

Following up after a business meeting doesn’t have to be complicated. A clear, thoughtful email helps keep the conversation going, reinforces key takeaways, and shows professionalism. Whether you're confirming decisions, sharing next steps, or simply building a personal connection, a well-crafted follow-up makes a difference.

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If you want to save time and make sure nothing gets missed, let MeetGeek take over your meeting follow-ups! With automated transcripts, AI-generated summaries, and seamless integrations, MeetGeek makes it easy to stay organized and keep your meetings productive. 

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