Write a Follow-Up Email After Any Meeting With These 10 Easy Templates

After a successful discussion, what are your post-meeting habits? Do you run off to handle the next tasks, or are you among the few that consolidate your discussion points and set the momentum for the next action? 

Most people don’t realize that a meeting is just the starting point of an interaction – how you follow up is what really yields results. A follow-up email after a meeting ensures everyone is aligned and drives actionable outcomes. 

After consulting several business executives, I compiled some insights on how to write an after-meeting email that re-engages your audience and helps you meet your goals. Additionally, I've included 10 ready-to-use follow-up email templates you can adapt to get started. Whether you write emails manually or use email automation tools, these templates will help you get responses in no time.

Why it matters to follow up after a meeting

You might be wondering why it’s important to follow up after a meeting that everyone attended. Let’s get into why the simple act of a follow-up email can have a significant impact.

• It reinforces the key points discussed in the meeting: The average person will most likely forget 40% of any new information they receive after 20 minutes and 75% in six days. A follow-up email is an effective way to keep your meeting's discussion points top of mind. It helps cement all the essential details in attendees’ minds and provides a reference point for future discussion.
• It's a way to express appreciation: Follow-up emails present an opportunity to thank every attendee for their time and input during a meeting. 
• It improves trust and credibility: As the first communication after a meeting, a follow-up email can set the tone for how attendees perceive you and your company. Sending it at the right time reflects your dedication to maintaining a relationship with the recipient and establishing confidence in your professionalism. 
• It helps maintain the momentum of the initial interaction: A follow-up email prompts the recipient to initiate key actions that came from the previous meeting. It helps prevent delays and ensures there is progress.

When to send a follow-up email 

An optimum time to send a follow-up meeting email is between 24 hours and three business days after the meeting ends. The timing can differ depending on the type of meeting, its complexity, and the reason for the meeting. Here are some common scenarios and the timing top business executives agree on.

Remember, the more important the meeting, the sooner you should send a follow-up. 

How to write a follow-up email after a meeting

Now that you understand why and when to send a follow-up email after an in-person, online, or hybrid meeting, here is everything you need to know about how to write it.

Craft a clear subject line

The subject line is the first text an email recipient interacts with after opening their mailbox. It must be very clear and concise and communicate your message intent. To grab the recipient's attention, avoid using generic phrases like "Meeting Follow-up." 

Instead, use action-driving language like: 

• "[Project Name] Next Steps - [Key Decision] Required"

• "[Team Name] Meeting Recap + Action Items for [Month]"

• "Action Items from [Meeting Topic] Discussion - [Date]"

Express gratitude for their time

Start your email with a warm greeting. Thank all recipients for taking time in their busy schedules to attend the meeting and contribute to the discussion. Go that extra mile to specify what you are thankful for, but be brief. For example: 

"Thank you [Client Name] for the detailed breakdown into your customer profile -that was very insightful data that will play a significant role in our [Project Goal.]" 

As we did, always link what you are grateful for to the next steps. Limit this section to one or two sentences maximum. If you have too many things to thank them for, choose the most significant one and limit the rest for your next in-person meeting.

Recap key meeting points

Your email body should provide a quick recap of all the main topics from the meeting. It serves as a reminder of your discussion and helps keep everyone on the same page. When writing this section, include: 

• A list of all the significant decisions made, their rejected alternatives, and why. For example, "The team agreed to proceed with (Option A) over (Option B) due to (Reason).”
• The key issues raised and how you decided to solve them.
• The areas you have yet to agree on. For example, "Content marketing was raised as a solution, but we still have to allocate resources for paid content."
• Also, include all the links to the supporting documents mentioned in the meeting.

Distill the points in this section into bullet points and keep it as concise as possible for improved readability.

Reaffirm the next steps

Outline the steps that follow, attributing all the responsibility and providing clear timelines for every meeting action item. An effective way to structure this is to list each stakeholder's name and assigned task, followed by the due date. 

You can then list the dependencies or key resources necessary for completing the task before writing the next one. Here is a format to guide you:

• Stakeholder name 1: finish specific task by [date]
  • (necessary resources)
• Stakeholder name 2: finish specific task by [date]
  • (necessary resources)

As you write this section, always assign tasks to specific persons, not vague owners. You should also set clear deadlines with particular dates to help prevent any task from falling through the cracks. Once you have all the next steps down, include the date of the next meeting to keep the momentum going. 

Bonus tip: diversify follow-up channels

Emails are the best way to follow up after a meeting because they leave behind a trail of documentation that is searchable, easy to reference, and can permanently store attachments and links. You can, however, complement this method using other tools depending on the specific situation. For example: 

• If a client wants a quick update or clarification, use a business instant messaging tool like Slack or text them on your mobile. 
• For complex discussions or urgent approvals, use a phone call.
• For easy task management, consider using a project management tool like Asana.

You don't have to use all these channels. Choose one depending on your recipient's preference and the appropriate formality level.

10 follow-up email templates ready to use

Now, let's put what you have learned into practice. Here are some ready-to-use follow-up email templates that you can use in different scenarios. 

1. A thank you follow-up template

A thank you follow-up email can help you show appreciation and lay the groundwork for future collaboration. 

Subject: Thank you for [reason], [Your Name]  

Dear [Name], 

I am writing to sincerely thank you for taking the time to [specific interaction] today. Your insights about [specific topic discussed] were particularly valuable. 

[Optional: Include one insight from your conversation that resonated with you.] 

I look forward to [next steps or future interaction]. 

Best regards, 

[Your name]

2. A follow-up email template after a business meeting 

A follow-up email after a business meeting is necessary to confirm the points discussed and maintain the meeting's momentum. 

Subject: Follow-up and next steps for [Meeting Name] 

Hello [Stakeholder's Name],

Thank you for attending yesterday's meeting on [topic]. The key points we raised in the meeting include:

• [Key point 1]

• [Key point 2]

• [Key point 3]

Here are the next steps that we established:

•  [Action item 1]; [Responsible party's name] - Due [date]

•  [Action item 2] [Responsible party's name]- Due [date]

I remember you emphasized the importance of [Key point 2] during the meeting. Since then, I've begun [progress update] to address this.

We need a quick decision by [date] to maintain our timeline:

• If [Condition A] works for you → I'll proceed with [Next step A] by [date]

• If [Condition B] is preferred → We can pivot to [Next step B] without delay

Would you prefer a brief call this week? I have availability:

• Tuesday 2 pm

• Wednesday 4 pm

Which time better suits your schedule?

Best regards,

[Your name]

3. An email template for following up after a networking event

After a networking event, you can use this template to maintain an impactful connection with other attendees. 

Subject: [Name], that [specific industry challenge] you mentioned - I found a solution

Hello [Recipient's Name],

It was great to meet you at [event name] yesterday. I remember we bonded over [topic], and your insights blew my mind.

After the event, I researched and discovered [valuable insight] that addresses the [challenge] you mentioned.

I would love to discuss this further. Would you like to grab a quick coffee next week to discuss implementation, or can I send over a detailed breakdown of the solution?

Which would be more helpful for you?

Best regards,

[Your name]

[Your LinkedIn profile]

P.S. I've highlighted the key findings relevant to your situation on pages [X-Y] of the attached report.

4. A follow-up email template after a job interview

Here is a follow-up email template you can use after a job interview to show your enthusiasm and interest in the position. 

Subject: Thank you for the [Position] interview

Dear [Interviewer's name],

Thank you for meeting with me and interviewing me yesterday for the [position] role. After our conversation, I became more interested in joining [Company name].

I was particularly excited about [specific aspect of the role/company discussed]. My experience in [relevant skill] would allow me to [specific contribution].

Please contact me if you need any additional information to support my application.

Best regards,

[Your name]

[Your contact information]

5. A follow-up email template to send after a partnership discussion

Here is an example of what you could send after a discussion on how your business could collaborate with another company.

Subject: Partnership next steps: Option A or B for [specific initiative]?

Hi [Name],

Thank you for attending yesterday's discussion about potential collaboration between [your company] and [their company]. Your perspective on [specific point they made] aligns well with our vision for [shared goal/objective].

Since our meeting, I've outlined two potential partnership frameworks based on our meeting:

We can pursue a quick-win collaboration that will help us achieve [specific benefit]. However, this will require us to have [resources needed]. The second option is to pursue a long-term strategic partnership that will give us [specific benefit] by [timeline]. For this, we need to have [specific resources].

Do any of these options align with your vision? If so, how about a technical deep-dive next week to refine the framework through a brief workshop with both teams?

I propose the following next steps:

1. [Specific action item] by [date]
2. [Specific action item] by [date]
3. Joint announcement planning by [date]

While awaiting your feedback, I'm already working on:

•  [Progress update 1]

•  [Progress update 2]

When would be the best time to have our next discussion? Would Tuesday at 2 pm or Wednesday at 4 pm work better?

Best regards,

[Your name]

6. A follow-up email after a sales proposal meeting

After presenting a sales proposal, use this template to create momentum and get your recipients to take action.

Subject: Next steps after our sales proposal meeting

Hello [Name],

I'd like to thank your team for attending our presentation meeting.

As promised, here is a link to the proposal, pricing, and implementation timeline. [link]

By executing this proposal, we can achieve the following: [list out all the benefits].

Here are some proven case studies of the success we have brought to clients with a similar problem. [link to case study]

I'd also be happy to schedule a follow-up call to address any questions. 

Let me know your thoughts.

Best regards,

[Your name]

7. A follow-up email to send after a vendor evaluation meeting

Subject: Addressing [their company]'s requirements - Implementation path ready

Hi [Name],

Thank you for taking the time to evaluate [your company] yesterday. I wanted to address the key points discussed in our meeting:

• Solution: [Brief, specific answer]

• Solution: [Brief, specific answer]

Based on your requirements, here's what implementation would look like:

Timeline:

• Kickoff: [Date]

• Go-live: [Date]

• Training: [Date]

To move forward, we need to schedule a technical review with your IT team and finalize the contract details. Would you prefer to start with the technical review or contract discussion? I am available this Thursday at 10 am or Friday at 2 pm.

Best regards,

[Your name]

P.S. I've attached our implementation guide for your reference.

8. Follow-up email template to speak to a decision-maker

One of the reasons your emails may be getting no responses is you may be speaking to the wrong person. Here is a template you can use to ask for the decision-maker.

Subject: Quick question re: [solution/product] decision process

Hi [Name],

Thank you for our previous discussions about [product/service/solution]. Your insights about [specific points they mentioned] have been invaluable in understanding what your company needs.

As we explore the [specific value/solution], I realize this decision might also require input from others on your team. Could you point me to the best person to discuss this with?

I want to ensure that I'm speaking to all the right people.

If helpful, I can:

• Prepare a brief executive summary for you to forward

• Schedule a joint call with all relevant stakeholders

What would work best for your internal process?

I appreciate your help in coordinating this.

Best regards,

[Your name]

9. A follow-up email for when a client misses a scheduled meeting

If a client misses a scheduled meeting, you can reconnect with them while showing that you are understanding and professional using this template: 

Subject: Rescheduling our [topic] meeting

Hi [Name],

I hope everything is okay. I noticed we missed our scheduled meeting today regarding [topic].

I understand schedules can get hectic. Would you like to reschedule for [suggest 2-3 specific times]?

Looking forward to connecting soon.

Best regards,

[Your name]

10. A follow-up email template after sharing a project deliverable

You can use a follow-up email to solicit feedback from a recipient about a project deliverable you shared. 

Subject: Feedback on [project] deliverable and next steps

Hi [Name],

I am following up on the [project deliverable] I shared on [date]. Have you had a chance to review it?

While awaiting your review of the [project deliverable], I've made progress on:

1. [Additional feature/improvement]
2. [Additional feature/improvement]
3. [Additional feature/improvement]

To maintain our momentum, I suggest either:

• A quick 15-minute review call by [date]

• A Zoom meeting by [date] 

Which would you prefer? This timing would allow us to [specific benefit/deadline context].

Best regards,

[Your name]

P.S. I've also identified a potential optimization that could [specific benefit] - I'm happy to discuss it during our review.

Tips for writing effective follow-up emails

There are several basic rules you need to follow as you write a follow-up email: 

• Keep it concise and to the point.
• Tailor each email to a specific recipient by name.
• Make the subject line value-based.
• Include all the meeting action points with the execution deadline date.
• Attach all the essential documents to the email. 

While these points matter, they are common knowledge, and everyone is doing their best to implement them. The actual game changer that many overlook is the email content. How you write and why is the secret to attaining instant success.

There are three main goals you should strive toward when crafting follow-up emails.

1. Reduce the responding friction

If a recipient is hesitant to reply, you can employ several strategies to get them to respond. 

For example, you can break down all of your big requests into smaller ones and convince your recipients to agree. 

This psychological tactic works in the same principle as the foot-in-the-door technique. This strategy lowers recipients' guard, allowing them to make decisions without much mental effort. 

The goal is to get them to agree only once. Once you make a second request, they will also likely agree. For example, "I just need a quick yes or no answer."

2. Provide value

You can capture a recipient's attention and interest if you show them clear value or demonstrate an initiative to move your conversation forward. For example, you can provide an unexpected gift, which will make them more likely to reply. 

For example, "As I was planning the next steps, I ran your data and compared it to [Company A] to get a clearer view of the areas we decided to work on. Can we schedule a call tomorrow to go through the report?"

3. Make it easier to make a decision

Don't just end your email with a "Please share your thoughts." Introduce specific if-then scenarios that can help your respondents to formulate a reply quickly. For example, "If our [offer] meets your needs, how about an in-person meeting on [date]? If not, I am happy with [option 2]."

The power of a thoughtful follow-up

A follow-up email after a meeting does more than share meeting notes. It's a way to maintain momentum and gently push for results. For it to be effective, it must be clear, concise, and sent at the right time. With these tips and templates, you’ll be able to develop your own follow-up email writing style. 

Want to learn more? Check out how AI will impact email communications and make you more efficient.

Edited by Holly Hunt