How to Write a Follow-Up Email After a Meeting: 7 Templates

Master the art of writing effective follow-up emails after meetings with these key tips, tricks, and templates.

It can be easy to forget to send a follow-up message after a meeting. You might get caught up in ensuring your business meeting runs smoothly or working through your to-do list. However, sending a follow-up post-meeting can be the difference between a successful or disappointing outcome or even having your employees complete their action items. 

Let’s learn why it’s crucial to follow up after a meeting, how to write them, and follow-up examples or templates you can use for reference.

Why is it important to follow up?

It is important to follow up after a meeting for many reasons. First, showing appreciation for meeting attendees will foster a positive environment and relationship. Remember, they’re taking time out of their day for you!

Furthermore, the last thing your attendees will remember is the last thing discussed. Therefore, sending a follow-up email will help remind your attendees of the key points discussed during the meeting.

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How to write a meeting follow-up email

Now that you know the importance of sending a follow-up email post-meeting, it’s time to learn how to send one…

1 Show appreciation

Taking time out of your day to attend a meeting isn’t always easy. Instead of getting important work done, you are using your valuable time to be at a meeting. Therefore, it is important to show your appreciation and thank your meeting attendees. For example, sending a thank you email after a sales meeting could be a crucial step in closing. 

It is also important to show appreciation for your team members because it helps build trust and fosters a good relationship between you and your coworkers. 

A study done by the Workhuman Research Institute found that “when workers agreed ‘I feel appreciated for the work I do,’ they are 47 percent more likely to agree that leaders cared about building a human workplace.” 

2 Recap the meeting

Nothing is worse than ending a meeting and not remembering what was said. Your brain was so focused on the last topic discussed that every prior decision has gone in one ear and out the other. Therefore, in your follow-up email, it is important to include a recap of the meeting

Now, you may be wondering about how to write a follow-up meeting recap. So, let’s see what important information you should include:

  • A list of everything discussed during the meeting
  • A list of the action items and who were assigned to them
  • Any reference documents used during the meeting
  • A reminder for the next meeting

3 Summarize key decisions

Summarizing your key decisions in your follow-up meeting email is important because it will ensure that your meeting attendees know the main takeaways of the meeting. Having pointless meetings is a waste of everyone’s time. Therefore, summarizing the key decisions outlined in your meeting will remind attendees that the meeting had a purpose—and what that purpose was.

4 Add next steps

When writing your follow-up meeting email, it is important to include the next steps. This will hold everyone accountable for their next steps by having it down in writing to retrieve whenever they need it. This is also important for those who were unable to attend the meeting so that they stay informed on their action items. 

5 Include the next meeting date

At the end of your follow-up email, it is important to reference your next meeting, whether by including the set date or scheduling it via email

You can add the next meeting date to the bottom of your follow-up meeting email so you won’t have to search your inbox to find out when your meetings are. If you need to schedule the next meeting, you can use templates to figure out the perfect wording. They can be especially helpful when the meeting is skip-level or with someone unfamiliar.

This will allow attendees to easily find out when the next meeting is and keep you from reminding yourself to send out meeting reminder emails later.

7 follow-up email templates

Here are some examples of meeting follow-up emails to help guide you through how to create the perfect follow-up email templates:

1 After a team meeting

Hello team,

Thank you for taking time out of your busy schedule to meet today. I appreciate all of the hard work you put into [company name]. 

Following up on our meeting, I would like to reiterate the key decisions discussed today: 

[list key decisions discussed]

As a reminder, here is a summary of the action items and next steps: 

[list call to action items and next steps + who is assigned to them]

Attached are the documents referenced during the meeting, should you need more information. 

I look forward to seeing you all on [date of next meeting] for our next team meeting. Enjoy the rest of your week.

Sincerely, 

[name]

2 After a meeting with a prospect / potential client 

Dear [client name],

I enjoyed meeting with you and would like to thank you for your valuable time. I appreciated learning more about your role at [their company] and all the great things your company does. We would be thrilled to partner with you and your team to accomplish the goals we have discussed.

The goals we are most excited to collaborate with are the following:

  • Achieve X amount in revenue
  • Hit a target audience of X
  • Grow our team to X people 

I’d love to schedule a follow-up conversation with both of our teams so we can dive into the specifics and begin our work together!

Please let me know a date that works best, and we can arrange the details.

Thank you again for your time,
[name]

3 After a networking event 

Dear [name],

It was a pleasure meeting you at the [name of the event] networking event on [day of the week you met them]. I really enjoyed our conversation about [what you discussed] and hearing your insights. 

Following up, I have attached a document from [company name] outlining what we discussed. I would love the opportunity to speak with you further about this and a possible [partnership/collaboration]. 

If you’d like to continue the conversation, please let me know when we can plan a time to meet for lunch and discuss. I have included a link to my calendar, and I will follow up with you in the coming days. I hope to chat again soon!

Sincerely, 

[name]

4 After an Informational Interview

Dear [name],

Thank you so much for taking time out of your busy schedule to meet with me today and discuss [Industry or Company Name].

I enjoyed learning more about [Specific Thing You Learned] and hearing about your transition from undergrad into [Job Title].

Our discussion confirmed my interest in [Industry]. I hope to keep in touch as I begin my journey toward a career path similar to the one you’ve taken.

Thank you again for your time and advice. I’ll let you know how my interview with [Company Name] goes next week!

Best,

[Signature]

5After a customer meeting

Dear [customer name],

Thank you for taking the time out of your busy schedule to meet with me. Your feedback has fueled our efforts to [provide an effective solution to the problem/assist them with their goals].

As discussed, we have established the following course of action: [reaffirm the action items, identify the responsible parties, and provide explicit timelines, to ensure transparent communication of customer expectations].

For your convenience, I have attached a copy of the meeting notes [and any other resource discussed].

Best,

[Signature]

6To ask for meeting feedback

Hello team,

Thank you for taking time out of your busy schedule to meet today. I appreciate all of the hard work you put into [company name]. 

In an effort to continuously improve our meetings, could you please take a moment to provide some feedback? Any feedback you can provide about our recent meeting would be greatly appreciated.

Specifically, I would value your insights on the following matters: [List of Issues].

Feedback can be provided by [responding to this link/replying to this email].

Best,

[Signature]

7To schedule another meeting

Hello [name]!

It was great connecting with you on [date of last meeting] regarding [topic of last meeting].

Acknowledging your busy schedule, I would like to commend you on your exceptional work. Our previous conversation on [topic] is still fresh in my mind.

I would love to continue our conversation about [topic] at a time that is convenient for you. Please [let me know when you are available/schedule a time you are available via this link].

Best,

[Signature]

Tips to write great meeting follow up emails

Use these tips when you’re drafting your next follow-up email:

1 Send it within 24 hours of the meeting

It is important to send your follow-up email after meeting someone within 24 hours. This is important so that if attendees want to look back on anything discussed during the meeting, they do not need to wait more than a day. It also outlines what attendees’ responsibilities are and urges them to get started on their next steps. 

Finally, this will reflect your good meeting etiquette with potential clients, showing them you are proactive in getting things done. If you wait too long, you risk your follow-up message being grouped with the many cold emails the recipient may receive.

2 Keep it short and to the point

The ugly truth is that when emails are overly long, we simply just don’t read them. We scroll through, skim the topics, and never give it a second thought. Therefore, if you want your attendees to read your follow-up emails (and you do!), you need to keep your emails short and to the point. Make sure you reflect this in your subject line so the attendees can clearly identify the email for what it is.

3 Clarify and assign action items

Clarifying what the action items are and who is responsible for them is very important to include in your follow-up emails to avoid things not being done. By clearly assigning each person a task, the responsibility is not on the whole team but on each individual to get their work done. If a meeting participant could not attend, you can also opt to send a separate email to someone who missed the meeting and help recap the meeting and any action items.

4 End on a positive note

The final tip to writing a good follow-up email is to end on a positive note. Even if you get no responses, ending on a positive note will send employees off to do their work feeling empowered and ready to work. This will also foster a healthy work environment and promote psychological safety with team members.

How to seamlessly send a meeting follow-up email with Fellow

With Fellow, you can tackle meeting follow-up tasks in one place. With Fellow’s AI Meeting Copilot, you can automatically record, transcribe, and summarize the meeting notes, allowing everyone to review key insights easily. You can also instantly share meeting recaps with participants for record-keeping and send them to other interested parties to keep them informed, eliminating the need to send separate meeting follow-up emails.

You can also assign, visualize, and prioritize action items in one place, eliminating the need to list out each action item in the follow-up email.

Best Practices:

  • When sharing an agenda or notes with a teammate, add them directly to the calendar event for full visibility and collaborative access.
  • When sharing an agenda or note with an external attendee, use the share button on the top right. You can add them as a guest user or give them a public viewing link.
  • Automatically send Post-Meeting Recaps, so you don’t have to!

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About the author

Hannah Sheehan

Hannah Sheehan is a Content Marketer at Fellow.app, as well as a Communication and Media Studies student at Carleton University. Past experience includes writing for The Charlatan Newspaper and Sens Nation Podcast. Her areas of interest are personal development and creative writing. In her free time, she is usually watching her favourite tv show, Friends!

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