Writing a Follow-Up Email after a Meeting: Tips, Tricks & Examples

What’s a Follow Up Email?

To put it simply, a meeting follow-up email is a type of business correspondence that expresses gratitude to the participants for their time, presents a summary of the topics discussed and identifies upcoming steps. 

The purpose of a thank you email after a meeting can vary depending on many factors including the type of meeting you had, the industry you’re in and your position as a meeting attendee. 

To give you a quick example, you might use a follow-up email to thank a recruitment manager after a good job interview. You can also use a follow-up email to summarize the action items and tasks assigned during a team meeting or present upcoming steps and events with a potential client after a sales meeting. 

If you were ever in a meeting, chances are you received a follow-up email at least once or twice. After-meeting correspondence is just as important as the meeting itself. That’s why learning how to craft an effective follow-up email is absolutely essential. It develops your communication skills, shows dedication towards the person or people you just had a meeting with and it’s a great review of the main points and decisions made during the discussion.

How to write a great meeting follow-up email?

Let’s first get one thing out of the way – you will have unproductive business meetings or you already had a lot of them. Leaving such a meeting makes you wonder what was the point of all that and why did you join in the first place. On the other hand, you can also have one of those engaging and stimulating conversations where tons of things are discussed at once. Nothing comes out of both those types of meetings.

That’s why there’s a post-meeting email! 

We will show you how to write a great follow-up email by explaining its components and providing ready samples for you to use for free! 

As a general rule, think about including some or all of the following components in your next meeting follow-up email:

  1. Address the email to the right person or team;

  2. Thank the recipient for the time and effort to join the meeting;

  3. Provide an overview of the key points covered during the meeting;

  4. Include a call to action – action items, owners and deadlines;

  5. Attach or link to any relevant documents or resources;

  6. Invite people to reach back if they have any questions or comments;

  7. Closing remarks – Common phrases include “Sincerely,” “Thank you again for your time” or “I look forward to speaking with you again.”

  8. Electronic signature with contact information;

In addition to the main components you should include, a meeting follow-up email must be:

  • As short and straightforward as possible, depending on the length and importance of the meeting;

  • In line with the tone of the organization or the tone of the meeting;

  • Sent within 24 hours after the meeting to ensure the recipients still remember the details of the meeting;

  • It should feature a descriptive subject line. This will improve the chances of the recipients opening your follow-up email.

Woman writing a follow-up after a meeting email

Who should send a follow-up email after a meeting?

The answer to this question is quite obvious. The one who organized the meeting, created the agenda and ran the discussion should be the one to send a post-meeting email to the attendees. 

Sometimes, however, things might not be so clear. If there’s an ambiguous situation, think about whether you can step up to the task. When it’s not 100% clear who is responsible for the post-meeting email, you can volunteer. It will be a great practice for you and it also leaves a good impression in front of the team. 

In other cases, there might be a designated secretary or note-taker who is assigned to write down everything happening during the meeting. In that case, this person will be responsible for disseminating the important information after the meeting. 

Who should be included in the post-meeting email?

The attendees, obviously. However you should also think if there’s anyone else that should have been in attendance but wasn’t or any other stakeholders who need to take some action or have to be granted project progress visibility. Moreover, if you’re sending an email to senior managers, consider adding their assistants to the email.

When should a follow-up after a meeting email be sent?

Send the meeting recap as soon as the meeting ends. You have to keep the momentum and make sure everything that was decided during the meeting doesn’t fall to the bottom of people’s emails. If the meeting is at the end of the day, it makes sense to wait until first thing in the next morning. 

Just think of the meeting overview email as an extension of the meeting. If you know in advance that you will be the one sending the recap email, designate time on your calendar to sit down and write it right after the meeting, regardless of what time it is. 

Follow-up Email Template to Use:

#1

HI all, 

Thank you for taking the time to meet on [meeting date] regarding [topic of meeting]. The purpose of our meeting was to [explain why the meeting took place].

As a quick recap, we discussed the following:

  • 1-2 sentences about discussion item #1
  • 1-2 sentences about discussion item #2
  • 1-2 sentences about discussion item #3

The team came to the conclusion that: 

  • 1-2 sentences about conclusion/insight #1
  • 1-2 sentences about conclusion/insight #2
  • 1-2 sentences about conclusion/insight #3

To make this happen, the next steps we should take are:

  • [Assignment 1] – [Name of Owner] will be responsible to deliver by [date]
  • [Assignment 2] – [Name of Owner] will be responsible to deliver by [date]
  • [Assignment 3] – [Name of Owner] will be responsible to deliver by [date]

Please refer to [attached document #1] for [explain why this document is important and what’s actually in it] and [attached document #2] for [explain why this document is important and what’s actually in it].

The next meeting will take place on [date] at [time]. Feel free to reach out with any questions or updates in the meantime.

Kind regards,

[Your signature]

#2

Dear [recipient name].

Thank you for meeting me on [meeting date]. The purpose of our meeting was to [explain why the meeting took place].

[Add one or two sentences to express your feelings towards the results of the meeting and briefly list the main points discussed.]

I have attached the additional information you requested and I hope that you will find it useful. 

After finding time to review it, I think it would be beneficial to have another meeting. I am available any time during [availability]. If you have any further questions before our next meeting, you can always reach me by email or phone.

Thank you again for your time. I look forward to speaking with you again soon.

Sincerely,

[Your name]

[Electronic signature] 

Follow up email after meeting sample:

HI all, 

Thank you for taking the time to meet earlier regarding our marketing goals for the new project. The purpose of the meeting was to get on the same page about upcoming events and analyze the progress we’ve made throughout the past couple of weeks.

As a quick recap, we discussed the following:

  • Preparation about the upcoming promo event is almost complete. We’ve picked the venue and we have to book it on the date we’ve all agreed on (29.02.2020).
  • The social media team presented their progress and we’ve all agreed on the budget for social media advertising of the upcoming event.
  • The client’s blog is complete and we are ready to start publishing articles.

The team came to the conclusion that: 

  • The date for the upcoming promo event gives us enough time to generate more buzz around the client.
  • Paid ads on social media will give us good exposure and it’s a good investment. We will focus on Facebook for now.
  • We should hire freelance content writers to populate the blog.

To make this happen, the next steps we should take are:

  • [Book venue assignment] – Genny will be responsible to book it by the end of the week.
  • [Social Media Paid Ads] – George will be responsible to create the ad banner and write a catchy introduction by the end of tomorrow. 
  • [Hiring content managers] – Amelia will be responsible to reach out to content writers we’ve worked with before and make them an offer by the end of today. 

Please refer to the attached presentation for further clearance on the project and the product of our client. 

The next meeting will take place on Friday 13.11.2020. Feel free to reach out with any questions or updates in the meantime. 

Thanks,

Eva

Email notificationsA follow-up email after a meeting shows that you actually listen, plan accordingly and keep good records. It provides useful information for the recipients they can always come back to when they forget the details. 

The good news is that a follow-up email can be used in a variety of ways. You can use it to reconnect with someone you met at a conference or networking event or send it after a great interview with a potential new employee. 

Find an approach that works best for you. Make a habit out of it by always keeping a template in your “Drafts” folder or set a reminder before going into a meeting.

Stay authentic and positive. Find your own communication style and own it! 

If you don’t like sending tons of emails or keep forgetting to do so, you should check out Mombit!

Mombit is an online meeting management software that boosts productivity, keeps track of action items and calculates ROI for you. After filling out all the details discussed in a meeting on our meeting minutes templates, Mombit will send an email to all of the participants just for you! The email will feature a summary of all the tasks and assignments, along with names and deadlines. Sounds good, right?

 

Velina

Hi, everyone! I'm a passionate content writer with keen interest in social media, technology, innovation and business solutions. I am part of the team of Momibt - a revolutionary meeting management software designed to help businesses boost the productivity and efficiency of their meetings! Cheers!

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