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Email Template

Meeting Follow-up and Next Steps

A professional follow-up email template to summarize meetings, confirm action items, and maintain momentum. Perfect for sales discussions, project meetings, or consultations.

40%
Conversion rate
45-55%
Response rate
Within 24 hours of meeting
Best Time to Send
35-45% Conversion Rate
Within 24 hours of meeting
200-250 words
45-55% Response Rate

Psychology Behind the Framework

People are more likely to follow through on commitments they’ve made explicitly. This framework documents those commitments and makes next steps clear.

Source: Meeting Psychology and Follow-up Effectiveness Research

Review

Summarize key discussion points

Tips:


  • Be specific about topics covered

  • Highlight important decisions

  • Keep it concise but complete
Example Phrases
Thank you for meeting to discuss [topic]
We covered several key points about [subject]
It was great exploring [specific areas]

Establish

Document agreements and decisions

Tips:


  • List clear decisions made

  • Note any commitments

  • Confirm understanding
Example Phrases
We agreed to move forward with…
The team decided to…
You confirmed interest in…

Confirm

Verify understanding and expectations

Tips:


  • Ask for confirmation

  • Clarify any uncertainties

  • Welcome corrections
Example Phrases
Please let me know if I missed anything
Does this align with your understanding?
Feel free to add or correct any points

Performance Metrics

65%+
Response Rate
45-55%
Average
55-65%
Good
50%
Industry Benchmark

Improvement Tips:


  • Send within 24 hours

  • Make action items clear

  • Request specific responses
55%+
Action Completion
35-45%
Average
45-55%
Good
40%
Industry Benchmark

Improvement Tips:


  • Set clear deadlines

  • Make responsibilities clear

  • Follow up on pending items

Email Examples

Project Discussion Follow-up

Subject Line Options

Meeting Summary: [Project Name] Next Steps
Action Items from Our [Topic] Discussion
Following Up: [Project] Planning Meeting

Email Body

Hi [Name],

[Review]
Thank you for taking the time to meet today to discuss [project/topic]. I wanted to follow up with a summary of our discussion and next steps.

[Establish]
Key Points Discussed:
• [Point 1] - [Brief detail]
• [Point 2] - [Brief detail]
• [Point 3] - [Brief detail]

Decisions Made:
• [Decision 1]
• [Decision 2]

[Action]
Next Steps:
1. [Team Member 1]: [Action item] by [date]
2. [Team Member 2]: [Action item] by [date]
3. [Team Member 3]: [Action item] by [date]

[Plan]
Our next meeting is scheduled for [date/time]. In the meantime, I'll [specific action] and share updates by [date].

[Confirm]
Please let me know if I missed anything or if you have any questions.

Best regards,
[Your name]

P.S. I've attached [relevant document] for reference.

Why This Works


  • Clear structure

  • Specific action items

  • Assigned responsibilities

  • Defined timelines

  • Open for feedback

Personalization Opportunities


  • Discussion points

  • Team member roles

  • Project specifics

  • Timeline requirements

Industry Variations

Internal Team

Focus on project details and deadlines

Client Meeting

Emphasize value and next steps

Stakeholder Update

Highlight progress and decisions

Best Practices

Timing


  • Send within 24 hours

  • Consider work schedules

  • Set clear deadlines

Content


  • Be specific and concise

  • Use bullet points

  • Highlight key decisions

Action Items


  • Assign clear owners

  • Set specific deadlines

  • Make tasks actionable

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