How To Write A Follow Up Email After Meeting: The Ultimate Guide

Following up after a meeting – whether it’s a sales pitch, an interview, or an internal brainstorming session – is crucial for solidifying relationships, driving results, and ensuring everyone stays on the same page. A well-crafted follow-up email can be the difference between a closed deal and a missed opportunity. This guide breaks down everything you need to know about writing the perfect follow-up email after a meeting, ensuring you leave a lasting positive impression.

1. Why Follow Up Emails Are Essential After Meetings

The initial meeting sets the stage, but the follow-up reinforces your message and keeps the conversation moving forward. Think of it as the second act in a play. A strong follow-up:

• Reinforces Key Takeaways: It acts as a memory jogger, reminding participants of what was discussed.
• Demonstrates Professionalism: It showcases your attention to detail and commitment to the process.
• Solidifies Relationships: It shows that you value the other person’s time and perspective.
• Moves the Process Forward: It prompts action, whether it’s scheduling another meeting, providing requested information, or making a decision.
• Creates a Record: It provides a written account of what was discussed, useful for future reference.

Essentially, a well-timed and thoughtfully written follow-up email is an investment in your success.

2. Crafting the Perfect Subject Line: Getting Your Email Opened

The subject line is your first and perhaps most critical opportunity to grab the recipient’s attention. It needs to be clear, concise, and compelling. Avoid generic phrases that might get lost in a crowded inbox. Here are some effective subject line examples:

• “Following Up: [Meeting Topic] - [Your Name]”
• “Meeting Recap: [Meeting Date] - [Company Name]”
• “Next Steps: [Project Name] Discussion”
• “Thank You & Action Items: [Meeting Topic]”
• “Quick Follow Up: [Meeting Topic]”

Pro Tip: Personalize the subject line whenever possible. Adding the recipient’s name (if appropriate) or a specific detail from the meeting can make it stand out.

3. The Core Components: What to Include in Your Email Body

The body of your follow-up email should be structured for clarity and readability. Here’s a breakdown of the essential components:

3.1. The Greeting & Thank You

Start with a professional greeting, such as “Dear [Name],” or “Hi [Name],” and immediately express your gratitude for their time. For example: “Thank you for taking the time to meet with me yesterday to discuss the [Meeting Topic].”

3.2. The Recap: Briefly Summarizing Key Points

Provide a concise summary of the key discussion points. Focus on the most important takeaways and any decisions made. Avoid overwhelming the reader with every single detail. This recap should be brief – no more than a few sentences or a short bulleted list.

3.3. Action Items & Next Steps: Clear Instructions

This is arguably the most critical section. Clearly outline the agreed-upon action items, who is responsible for each task, and the deadlines. Be specific and avoid ambiguity. Consider using bullet points for easy readability. Examples include:

• “I will send you the proposal by Friday, October 27th.”
• “You agreed to forward the contact information for [Contact Name] by the end of the week.”
• “We will schedule a follow-up call next week to discuss the budget.”

3.4. Offering Resources & Additional Information

If you promised to provide additional information or resources, include them in this section. This could be links to documents, presentations, or relevant websites. Make it easy for the recipient to access the information.

3.5. Expressing Gratitude & Call to Action

Reiterate your appreciation for their time and conclude with a clear call to action. This could be scheduling a follow-up meeting, requesting feedback, or simply expressing your enthusiasm for the next steps. For example: “I look forward to hearing from you regarding the proposal. Please let me know if you have any questions.” or “Thank you again for your time, and I’m excited to move forward with this project.”

4. Timing is Everything: When to Send Your Follow-Up

The timing of your follow-up email is critical. Ideally, send it within 24 hours of the meeting. This ensures the information is fresh in everyone’s minds. If the meeting took place late in the day, sending it first thing the next morning is perfectly acceptable. For quick, informal meetings, sending it the same day can be appropriate.

5. Keeping It Concise: The Importance of Brevity

People are busy. Respect their time by keeping your email concise and to the point. Avoid lengthy paragraphs and unnecessary details. Use bullet points, numbered lists, and white space to enhance readability. Aim for an email that can be quickly scanned and understood.

6. Proofreading: Avoiding Errors and Maintaining Professionalism

Proofread your email meticulously before sending it. Errors in grammar, spelling, or punctuation can undermine your credibility. Ensure all names, titles, and company information are correct. Double-check links to ensure they are working properly. A polished email reflects professionalism and attention to detail.

7. Tailoring Your Email to the Meeting Type

The content and tone of your follow-up email should be adapted to the type of meeting.

7.1. Sales Meetings

Focus on the next steps in the sales process. Reiterate the value proposition and address any objections raised. Include a clear call to action, such as scheduling a demo or providing a proposal.

7.2. Interview Follow-Ups

Reiterate your interest in the position and highlight key skills and qualifications. Thank the interviewer for their time and reiterate your enthusiasm. Inquire about the timeline for the hiring decision.

7.3. Internal Meetings

Focus on action items and ensure everyone is aligned on the next steps. Include meeting minutes or a summary of key decisions. Clearly assign ownership of tasks and deadlines.

7.4. Networking Meetings

Reiterate your connection and express your interest in staying in touch. Offer to connect on LinkedIn or share relevant resources.

8. Adding Value: Going Above and Beyond

Consider adding value to your follow-up email to make a lasting impression.

• Share Relevant Articles or Resources: Provide links to articles, blog posts, or reports that are relevant to the meeting’s topic.
• Offer to Connect on LinkedIn: This is a great way to build your professional network.
• Send a Personalized Thank You Note: For particularly important meetings, a handwritten thank you note can make a significant impact.

9. Avoiding Common Follow-Up Email Mistakes

• Not Following Up at All: This is the biggest mistake.
• Being Too Vague: Be specific about action items and next steps.
• Being Too Long: Respect the recipient’s time.
• Using Generic Subject Lines: Make your subject line stand out.
• Forgetting to Proofread: Errors can damage your credibility.
• Waiting Too Long: Send your email within 24 hours.
• Ignoring Their Response: Always respond promptly to any replies.

10. Using Email Templates Effectively (and Knowing When to Customize)

Email templates can be a great time-saver, but always customize them to fit the specific meeting and recipient. Don’t send a generic template without personalization. Tailor the content to the specific discussion and add relevant details.

Frequently Asked Questions:

• I’m unsure of the contact’s email address. What should I do? If you don’t have it, ask for it politely during the meeting or reach out to a colleague who might know.
• What if I don’t have all the answers yet? Acknowledge any outstanding questions in your follow-up email and let them know when you expect to have the answers.
• How often should I follow up if I don’t receive a response? Send a polite reminder within a week or two, but avoid being overly persistent.
• Is it okay to include attachments in my follow-up email? Yes, but make sure the attachments are relevant and clearly labeled.
• What if the meeting went poorly? Even in a negative situation, maintain a professional tone. Summarize the key takeaways and propose a path forward, if possible.

In conclusion, writing a compelling follow-up email after a meeting is more than just a courtesy; it’s a strategic move. By following the guidelines outlined in this comprehensive guide – focusing on a clear subject line, a concise summary, specific action items, prompt timing, and personalized content – you can significantly improve your chances of achieving your desired outcomes, whether that be closing a deal, securing a job, or simply building stronger professional relationships. The follow-up email is your opportunity to reinforce your message, demonstrate your professionalism, and ultimately, drive success.