Meeting Follow-Up Email Template

A meeting follow-up email is an essential tool for ensuring that the objectives and outcomes of a meeting are met and acted upon. This type of email serves as a reminder of the action items discussed and assigned during the meeting and helps keep all parties on track. It can also be used to provide updates and clarification on specific points and to confirm the next steps. A well-written meeting follow-up email can help to keep the momentum of the meeting going and drive progress toward desired goals.

Benefits of sending a meeting follow-up email

Sending a follow-up email after the meeting has numerous benefits for both individuals and teams. It clarifies the key points discussed during the meeting, increases accountability for action items assigned, helps keep everyone organized and on track, and provides a platform for continuing the conversation. Here is a list of some of the important benefits of sending a meeting follow-up email, including

• Clarity: The email can be used to summarize the key points discussed during the meeting, providing clarity for all parties involved.

• Accountability: The email serves as a record of action items assigned and agreed upon during the meeting, increasing accountability among team members.

• Organization: The email can help keep everyone organized and on track, ensuring that deadlines and goals are met.

• Communication: The email can be used to continue the conversation and address any questions or concerns that may have arisen during the meeting.

• Improving Relationships: Following up after a meeting shows that you are professional, responsible, and invested in the success of the project. This can help to improve relationships and increase trust among team members.

• Efficiency: Email can help to streamline the decision-making process, reducing the need for additional meetings or discussions.

How to write a follow-up email after a meeting

Writing a meeting follow-up email is an essential part of ensuring that the objectives and outcomes of a meeting are met. The email serves as a reminder of the action items discussed, provides updates and clarification, and confirms the next steps. To write an effective meeting follow-up email, it’s important to keep it clear, concise, and actionable. Here is a guide on how to write an effective meeting follow-up email in paragraph form:

Begin the email with a clear subject line that reflects the content of the email, such as “Meeting Follow-Up: [Meeting Date & Agenda]”. Greet the recipient with a professional and friendly greeting, such as “Hello [Name],”.

In the first paragraph, summarize the main points discussed during the meeting, highlighting the key decisions made and action items assigned. Use the next paragraph to provide clarity on any points that may have been unclear during the meeting and to provide updates on the status of action items.

In the following paragraph, clearly state the next steps and deadlines agreed upon during the meeting, and provide any necessary details or attachments. End the email with a call to action, encouraging the recipient to take action on the agreed-upon items and to let you know if they need any further information or support. Close the email with a friendly closing, such as “Best regards”, and your signature.

Example of Meeting follow-up email templates

1. Thank You and Next Steps Template:

2. Action Item Recap Template

3. Proposal Follow-Up Template:

4. Follow-Up on Decision Template:

5. Schedule Next Meeting Template

Meeting follow-up email Subject Line Template

• Following up on our meeting: [Meeting Date/Subject]

• Next steps from our [Meeting Date/Subject]

• Time to move forward from our [Meeting Date/Subject]

• Follow-up to our discussion on [Meeting Date/Subject]

• A quick check-in after our [Meeting Date/Subject]

• Action items from [Meeting Date/Subject]

• Our meeting: [Meeting Date/Subject] – an update

• Updates on the outcome of [Meeting Date/Subject]

• [Meeting Date/Subject] – Making Progress

• Re: [Meeting Date/Subject] – Review and Next Steps.

What to include in a meeting follow-up email

• Brief Recap of the Meeting

• A Personal Note

• Action Items

• Next Steps

• Time-Sensitive Information

• Attachments

• Update on Progress

• Clarification

• A Call to Action

• Gratitude

• Closing

What are the best practices for meeting follow-up email

• Be prompt: Send the follow-up email as soon as possible after the meeting to keep the conversation fresh in the recipient’s mind.

• Personalize the email: Address the recipient by name and reference specific topics discussed in the meeting to show that you were paying attention.

• Summarize key points: Briefly recap the main points discussed in the meeting and any action items agreed upon.

• Confirm next steps: Make sure to clearly state any next steps or deadlines agreed upon during the meeting.

• Provide additional information: If necessary, include additional information or resources that were promised during the meeting.

• Use a clear subject line: Use a descriptive and concise subject line that accurately reflects the content of the email.

• Keep it professional: Use a professional tone and format for the email, including proper grammar and spelling.

• Request a response: Politely ask for a response or confirmation of the next steps, if needed.

• Add a call-to-action: Encourage the recipient to take some action, such as scheduling a follow-up meeting or providing feedback.

• Proofread: Before sending the email, double-check for any errors or typos to ensure a professional impression.